Technical Writer Tips: Best Software Tools to Create and Finish a Document
Being a Technical Writer isn’t just about knowing how to write in a concise manner. Technical Writers are expected to work as a part of a team (many times containing Programmers and other technical specialists) and to use specialized software to deliver a finished product.
Here is a common list of programs Technical Writers use to deliver a final user manual, FAQ guide, quick start guide, and more. Writers from other walks of life might also find some useful advice on the multitude of software out there as well through this article.
The opinions and suggestions in this article are based upon my years of experience being a Technical Writer in corporate America. In addition, I have used virtually all of the software mentioned in this article firsthand.
Starting with the Basics: Microsoft Word, Pages, and Google Docs
Depending on what a company provides, any three of these basic writing programs can be used to write down a draft.
Microsoft Word is Dominant for Technical Writers
As an important note, sometimes Microsoft Word is the only program used and provided to Technical Writers at certain companies. So for aspiring Technical Writers, make sure to become proficient in Microsoft Word and to list it as a skill on your resume or LinkedIn profile.
The Unexpected Benefits of Pages and Google Docs
Microsoft Word is highly used, but I like to acknowledge Pages and Google Docs. Pages is only available on Apple machines, but it has much better image manipulation abilities when compared to Microsoft Word. This can be especially important for a Technical Writer, since it is routine to include screenshots and annotations on images for documentation purposes. For aspiring Technical Writers who don’t have the funds to afford Adobe or other software, Pages can be a great way to create some professional looking writing samples on your own and expand your writing portfolio. As a bonus, so long as you have a Mac or an iPad Pages is included for free.
Google Docs is also very good at manipulating images, and it has another big advantage. If a company is using the fleet of Google products (including Google Docs) then it is extremely easy to share a Google Doc. This allows for better teamwork and collaboration inside the company. Google Docs is also very good for tagging certain comments to certain people, and even sending them an email to notify them of a pending item needing review or confirmation in a Google Doc. Google Docs also has the benefit of being free, so it is good for personal use.
However, many companies don’t like to try or use Google Docs, because documents are stored in the cloud. This can make companies very uneasy because a lot of documents Technical Writers work on contain proprietary information. Using Microsoft Word and keeping documents stored on machines in the company is generally viewed as the safer option from a security standpoint.
Making Great Images
Technical Writers need to also be able to create images for their documents. Some companies have Graphic Designers and other staff that can help with this, but many companies do not. It will mostly be up to the Technical Writer to guide the document from creation to completion on all points. For images, SnagIt by TechSmith and Adobe Photoshop are common choices.
I personally love SnagIt by TechSmith. It is extremely easy to take a screenshot or even video of whatever is on your computer screen at the time. From there, a user can easily add notations such as arrows and text to the image to guide the reader. And for two downloads it is only a one time cost of $49.95. For companies that don’t want to invest in Adobe, it can be easy to persuade a company to buy this software instead if they do not have it already. And since it has a low upfront cost, many Technical Writers can purchase this software for their own personal use at home for their own projects.
Adobe Photoshop can also be used, and looks great as a skill on a resume. For Technical Writing purposes, however, I personally believe this software is overkill. It has a tremendous amount of functions and abilities, but many times SnagIt does just as good of a job for obtaining and adding notes to screenshots. Only writers looking to create their own cover art for a book would need to seriously consider this software.
iPad Alternative
As a side note, I also really like Affinity Photo for iPad. This is unlikely to ever be used in a corporate setting, but for personal use it is fantastic. If you have an iPad that can run its specs, this software can be less than $19.99 on the App Store. (At holiday time, I got my version for $16.) It has fantastic abilities given its low price. So as an alternative to SnagIt for personal use, Affinity Photo for iPad is also a very viable option. In addition, since it is on the App Store, it can be re-downloaded over time if you get new iPads. SnagIt, on the other hand, only gives two downloads. So you more or less only get one backup for personal use. (Provided it isn't installed on two computers.)
Formatting Software for Print or Online Publishing
Once information has been written and images have been compiled, many times the document needs to be formatted to be suitable for print or online publishing. The most used programs for this are: Madcap Flare, Adobe InDesign, and Adobe FrameMaker.
For aspiring Technical Writers, the ones to focus on between these three are Adobe InDesign and Adobe FrameMaker. Madcap Flare is used by some companies as well, but Adobe InDesign is part of Adobe’s Creative Cloud. If a company needs the other programs in the suite (such as Illustrator, Photoshop, and more) then they get InDesign as part of the package. So InDesign is definitely the best place to start with your training.
Adobe FrameMaker is very important as well, because it was more or less catered to Technical Writing needs. Companies who are very focused and committed to their Technical Writers will likely be using this software as their weapon of choice. However, since it is expensive and specialized software, usually only large and well-known companies decide to provide this software to their Technical Writers.
Important Note: You Need a College Degree or Professional Certification to be a Technical Writer
This article contains examples of the basic software skills needed to be a Technical Writer. However, Technical Writers also need to be certified or have a bachelors degree in English or some other relevant degree. This article is designed to help people choose the software skills to acquire as they pursue certification or a college degree, since sometimes professional education does not always provide students with the full skill set required for this field.
Final Thoughts
All in all, Technical Writers have to be diligent with learning new software and expanding their tool skill set. I have been a Technical Writer for over two years, and my undergraduate degree was focused on making me suitable for the Technical Communication profession. I have personally used and I am trained in all of the software mentioned here except for Madcap Flare and Adobe Photoshop. Due to my experience, I believe the information in this article is what newcomers to this profession need to know first.
Though this article was written with aspiring Technical Writers in mind, I hope this article can help writers of all types to learn something new. Feel free to leave comments or suggestions below, and let me know if there is anything else you would like me to share!
