Bad Writing Wastes Time. Good Writing Gets Out of the Way.
Technical documentation exists for one reason: to help people do something. If your writing makes them stop, re-read, or second-guess, it’s failing.
Your goal isn’t to impress—it’s to guide. The user should move smoothly from problem to solution, with zero friction.
So, how do you write documentation that actually leads the user?
1. Write for the Task, Not the Topic
A bad manual describes things. A good manual tells the user what to do.
❌ Bad: “The navigation panel allows access to multiple settings.”
✅ Good: “To change settings, open the navigation panel and select ‘Preferences’.”
Every sentence should move the user forward. If it doesn’t help them do something, cut it.
2. Use the Order That Matches Reality
Users don’t read manuals for fun. They read when they need to get something done.
If Step 3 comes before Step 1, or you explain concepts before they’re needed, users get lost.
🔹 Fix it: Walk through the process like they would. Does your sequence make sense? If not, rearrange it.
3. Show What to Expect
People don’t like surprises—especially when troubleshooting.
📌 Example: Instead of just saying “Click ‘Save’ to finish”, add:
✅ “Click ‘Save’ to finish. The page will reload, and you’ll see a confirmation message.”
Telling users what happens next prevents confusion and unnecessary support calls.
4. Use Fewer Words, More Formatting
Big paragraphs? Users won’t read them.
🔹 Fix it:
- Use short sentences.
- Break steps into a numbered list.
- Bold key actions.
Less text = faster understanding.
5. Test Before You Publish
Even clear writing can fail if the user experience is wrong. Test your own instructions by following them exactly as written.
🔹 Checklist:
✅ Can a new user complete the task without extra help?
✅ Are steps in the right order?
✅ Is every instruction actionable?
If something feels unclear, it probably is. Fix it before it reaches the user.
Final Thought: If the User Struggles, the Writing Failed
Good documentation makes action effortless. When you guide the user—clearly, logically, and without distraction—your writing does its job.
Want to sharpen your documentation skills? Message me on LinkedIn. Let’s make your writing work better.
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