Congratulations, you’re starting a project! Starting a project as a technical writer might seem daunting, but don’t worry, you’ll get the hang of it in no time. This document aims to serve as an aide to you as you start a new project. Maybe you have extensive experience in project work, or maybe this is your first time. Either way, that’s ok! We are here to help regardless of your experience level, and as always, never be afraid to ask questions to your supervisor and fellow technical writers. With that being said, let’s talk about how to start a project!
Step 1: Set up a meeting with the project requester
Technical writers do a variety of things that involve different types of software and specialties. Nobody expects you to be an expert in the project subject. You do, however, need to better understand your topic so that you can represent it and explain it. One of the best ways to understand your topic is by going to the root of it: your project requester.
Your project requester is the person who asked you to complete this project. They will have more information and resources to successfully get you up and running. Set up a meeting with them and be prepared, bringing us to step 2:
Step 2: Ask questions in your meeting with the project requester
Be prepared when meeting with your project requester. Have a list of questions ready and do some research beforehand to show that you are serious and dedicated to this project. Here are some examples of possible questions you can bring:
- Who is the target audience of this project?
- What is the end goal of this project?
- When do you want this project completed?
Make sure to ask follow-up questions based on the responses you get. If the project requester explains something to you and you are still confused by the end, don’t be afraid to clarify what they are saying. Start by saying, “If I understand you correctly, you’re saying…” or “Could you explain that to me again?” Take good notes throughout so you can refer back to them later (and you will!).
Step 3: Understand your audience
After receiving the project and meeting with the project requester, you should have a good idea of your target audience for this particular project. Your target audience should constantly be present in your mind as you carry out this project.
Do research about your audience to learn more about how you can help them. Identify their needs and knowledge level. For example, you will write differently for beginners of a field than for the experts of that same field.
Not sure how to identify and write to your audience? Check out this article.
Step 4: Consider user experience in your project
Similar to understanding your audience, you also need to understand how your writing will serve their needs. You need to consider how your audience will interact with your writing. Where will they be when they read it? What will they use to read it (computer, phone, paper, etc.)? When will they read it?
You also need to be aware that your writing should be accessible and easy to navigate. Recognize the importance of this now, before you start research and writing, and keep it in mind every step of the way from here on out.
Step 5: Research
“If we knew what we were doing it wouldn’t be research,” said Albert Einstein. Technical writing includes lots of learning and lots of research. Start with a basic Google search. The world is at your fingertips and there are so many resources just a click away. You can also find some resources on the UX website.
Gather facts and look at user studies, surveys, and feedback from other projects. Try to understand your topic enough to be able to re-explain it to someone else. The more you understand the topic, the easier it will be to write clear and concise text about it.
Not sure how to get started on doing research? Here are some tips:
- Use credible sources. Start with a Google search, but make sure the site you click on is credible and trustworthy.
- Keep a list of links and notes that you collect as you research. Copy and paste helpful website links into a separate doc so you have easy access to them. Write down key information and make sure you know which website it came from.
- Talk to an expert. Talking to an expert can sometimes be what it takes to get going on your research. If you are unsure who an expert might be for your project, ask your supervisor or coworkers, or consult the IT Org chart found at https://elevator.byu.edu/
- Focus on the topic and limit distractions. Keep your research focused on your specific project and topic. Try to avoid getting sidetracked with other topics that you might see as you read through different sources. Other topics might be equally important, but not applicable at this moment.
Step 6: Plan out your document
Now that you have gathered research and understand your project, it’s time to plan out how you will deliver your writing. First and foremost, you need to identify what type of document you will use. Your document might be a KB article, website text, a build or buy report, an Excel sheet, or something else. Once you know which type to use, you can look up example formats and previous work of your coworkers or others outside of OIT.
You will also want to start gathering any visual resources that you may need, if applicable. These might include:
- Fonts
- Logos
- Templates
- Images
- Screenshots
- Videos
Step 7: Create an outline
Your outline will help you stay on topic and include only the necessary information. Your outline will also help you make sure you are still focusing on the audience and user experience.
The outlining process varies based on the writer. Organize your content in the way you feel is best. Remember your document type and the formatting examples of that type. You might start your outline by listing all of the information that needs to be included. Then, you might expand on and organize that information based on the type of document and template. You might also want to put your visuals in the outline so you can begin to see where to place them.
Step 8: Write!
Now, you are ready to write! In your outline, you should have some basic ideas and writing down, but now is the time to dig deep and write the content. While writing, consider these important tips:
- Correct style: OIT combines a few different style guides to accommodate the professional and technical environment of an IT office. Go to https://ux.byu.edu/writing-guide and click “download the PDF” under Editorial Style Guide. This PDF is one of your greatest resources when knowing how to write with the proper style.
- Wording: The words you use and how you use them make a big difference in how your writing comes across to the reader. The Editorial Style Guide mentioned above can help you in knowing what words to use. If you want more guidance, you can also read this article.
- Clarity: The core of technical writing is clear communication. Keeping your language clear and concise will enhance understanding. Read this article to learn more.
- Audience: As mentioned before, always keep your audience in mind when writing. Remember that you are not your audience, so even if the writing makes sense to you, always check that it will make sense to your audience.
Step 9: Review and get feedback
One of the most important things you can do as a technical writer is to get feedback and implement it into your work. This is an important work skill that will not only help you at OIT, but in every aspect of your life. Remember this scripture verse: “Despise not the chastening of the Lord; Neither be weary of his correction: for whom the Lord loveth He correcteth” (Proverbs 3:11-12).
Ask your supervisor and fellow technical writers to look over your work. Be open to their feedback and try to implement their corrections. Getting feedback doesn’t mean you’re not good at what you do, but that you’re willing to get better.