Imagine this scenario: A development team has just rolled out a highly anticipated product. The engineers worked tirelessly to ensure every feature is functional and innovative. However, when the documentation is handed over to customers, it’s riddled with jargon, unclear instructions, and missing steps. Customers are frustrated, the support team is overwhelmed, and the product’s reputation takes a hit. Why? Because the documentation was written by someone who wasn’t trained in technical writing.

This example illustrates a common but costly mistake companies make: assuming anyone can write technical documents. Let’s break down why technical writing is a specialized skill and what companies risk when they underestimate its value.

Key Skills That Make Technical Writers Indispensable

1. Simplifying Complexity:
Technical writers excel at turning complex, technical concepts into clear, concise, and user-friendly content. For example, an engineer might describe a software process with terms and assumptions only an industry peer would understand. A technical writer ensures the same content is accessible to developers. It is also understandable for end-users with minimal technical knowledge.

2. Audience-Centered Content:
Not all audiences are the same, and technical writers know how to tailor content appropriately. They create documentation that addresses the needs of different user groups directly. This includes tailoring content for an internal engineering team, a customer, or a regulatory body.

3. Consistency and Clarity:
Technical documentation often spans multiple formats—manuals, procedures, online help, and more. A skilled technical writer ensures consistency in terminology, tone, and structure across all materials, enhancing usability and professionalism.

The Risks of Assigning Writing to Non-Experts

When non-experts like engineers, marketers, or administrative staff are tasked with technical writing, the quality often suffers. Here’s how:

1. Lack of Focus on Usability:
Engineers and subject matter experts (SMEs) may prioritize technical accuracy. However, they often overlook usability. This can result in documentation that is overly detailed, disorganized, or too advanced for its intended audience.

2. Increased Costs and Inefficiency:
Poorly written documentation increases customer support inquiries. It results in longer training sessions. There is also time wasted clarifying unclear procedures. A report by the International Data Corporation found that 21.3% of a worker’s time is spent searching for information, often due to unclear documentation.

3. Damage to Brand Reputation:
Subpar documentation reflects poorly on a company’s professionalism. Customers and stakeholders expect clarity and precision, and failing to meet those expectations can lead to lost trust and sales.

A Comparison: Polished vs. Non-Expert Documentation

Non-Expert Version (Engineer’s Draft):

“After initializing the module, execute the subroutine following the parameter guidelines, unless exceptions are flagged in Module A logs, then refer to Appendix C for handling critical errors.”

Technical Writer’s Version:

“Step 1: Initialize the module.
Step 2: Execute the subroutine based on the parameter guidelines.
Step 3: If a critical error occurs, refer to the troubleshooting section in Appendix C.”

The difference is clear. The technical writer’s version is structured. It is easy to follow and actionable. This ensures readers can quickly understand and apply the instructions.

Why Technical Writers Matter

Hiring a professional technical writer is beneficial, much like hiring a lawyer to draft a contract. It is better than relying on a software engineer for these tasks. Each role requires specialized skills and expertise. Technical writers are not just writers—they are communicators, organizers, and usability experts who ensure your message is delivered effectively.

Investing in skilled technical writing is an investment in your company’s success. It reduces errors, streamlines processes, and enhances your brand’s image.

Call to Action

Poor documentation can cost your company more than just time—it can erode trust and impact your bottom line. Evaluate the quality of your documentation today. If it’s falling short, consider hiring a skilled technical writer. This expert can transform your communication and drive your success.

Learn more about why technical writing is critical to your business. Contact The Writing Sample today!