Quick Reference Guides are more useful than a 150-page user doc

11
Nov
4

RonBy Ron Creel

Tom Johnson’s blog, I’d Rather Be Writing, posted Minimizing Documentation not a moment too soon.Join us on Facebook

I’m working on a project to boil a 150-page software user document down to a one-page reference guide that can be tacked to a CSR’s cube wall. Our goal with the one-page reference guide is to give the CSR a description of all the navigation elements and application functionality so they can quickly navigate to where they want to go without first having to trudge through the complete 150-page user doc.

Of course, the full doc is important for learning and supporting the overall application, but the one-page doc will serve to cut through all the error messages, screen paths and extra material.

Give users a quick reference guide

You can give users a short quick reference guide (under five pages). This gets the user up and running with the system. Quick reference guides reduce the instruction for the system to the core tasks and presents those instructions in an abbreviated, concise way. If the user needs more information, point him or her to a full database or online help file where or she can search for answers.

This all comes down to giving the end user the documentation that is most useful to them and their needs as they do their job. We may be required to write a 150-page document to support an application, but the user should have a small version of the information made available to them so they can quickly and easily do their job without digging through a lot of meaningless documentation. A short reference guide should not be overlooked when building a document set.

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More InfoPorn: Our new favorite site

21
Oct
0

I’ve said it before and I’ll say it again. I love InfoPorn. This is what we consider the presentation of what could be considered dull information in interesting and fascinating presentations. Trust me, these are not your typical MS Excel bar charts.

The site Information is Beautiful seems to have it all for the infoporn addicted. Their latest, Left vs Right, explores, graphically, the differences between the left and right political parties.

Concerning their approach to presenting the information, this is what they have to say:

This kind of visual approach to mapping concepts really excites me. I like the way it coaxes me to entertain two apparently contradictory value systems at the same time. Or, in other words, I like the way it f**ks with my head.

Their other posts include:

This site is worth checking out and following regularly. I know we will.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and user guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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A Student’s Guide for Getting a Technical Writing Job

22
Sep
0

Tom Johnson has an excellent  post out today, How to Get a Job in Technical Writing — A 7-Step Guide for Students. After soliciting responses from his Twitter followers on what advice they would give to student and from gathering his own information and advice, he has come up with seven must do suggestions for anyone looking at breaking into the technical writing field.

If you’re a college student looking to become a technical writer after you graduate, you face a formidable challenge: you can’t get a job without experience, and you can’t get experience without a job. Especially in a competitive job market, getting a job as a technical writer directly after you graduate — without a foundation of previous jobs, experience with a handful of tools, and an impressive portfolio — can be especially difficult. However, if you follow these seven steps, which are not easy, not something you can do overnight, you will find a job.

As always, Tom has some great suggestions. This is a must-read for anyone thinking about getting into the technical writing field, or who would like to advance their current tech writing position.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and how to guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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Resumes that separate you from the rest of the crowd

15
Sep
8

RonBy Ron Creel

A fellow writer forwarded us a resume that I think is an outstanding design that sets her apart not only as a writer, but as an innovator. I’ve seen a lot of resumes come across my desk (including my own) and most are dull and follow all the standard resume rules.Susan Varty's Resume

The resume, from Susan Varty, of Ontario, Canada got my immediate attention.

What she has done is use a blended approach between a resume format and a brochure to come up with an easy-to-read, one-page resume that lists all her skills under specific categories.

As Susan has worked on many different types of writing assignments and wanted to showcase her various projects, she designed the resume in a way so it could be quickly and easily scanned.

So here’s the lesson to be learned: break the traditional rules and get noticed.

FOLLOWUP NOTE: Susan has indicated that she has gotten a lot of positive response from us posting her resume and has even picked up some new clients. So here’s the deal, if you have a cool and innovative resume that you would like for us to post as an example of someone thinking outside the box, send it to the email address below and we will see what we can do to post it. Comments are also welcome.

WAIT, THERE’S MORE…

I just found Mark’s posting at 30 Plus Brilliant And Creative Résumés where he says the following:

Times have changed. What worked in the past still works but if you want to stand out from the crowd sometimes the only thing that is needed is a little creativity. We all have the creative juice in us but only some of us dare to squeeze it out.

Here you will find some truly amazing examples of people using their creative talents.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and user guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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18 Web Sites and Blogs That Will Improve Your Writing Skills

28
Jul
2

Writers grow as writers if they have good resources. The following sites (in no particular order or ranking) are good writing resources that we keep going back to frequently:

1. I’d Rather Be Writing
An excellent and timely collection of articles written by Tom Johnson relating to the current trends in technical communication.

2. EServer TC Library Resources>Writing>Technical Writing>Blogs
The EServer TC Library is a free, open-access, human-edited directory of online resources for people who produce, manage, archive, and distribute technical information. The community we serve includes technical communicators (such as technical writers), editors and publishers, researchers, illustrators, animators/multimedia developers, instructional designers/educators, web designers, instructional designers, user experience designers, and others who concern themselves with how to improve human communications.

3. Tech Writer Blog Directory
A Wiki-style listing of technical writing blogs.

4. All the top Technical Writing news
Guy Kawasaki’s nice listing of all the top Technical Writing news. Be sure to explore the other categories.

5. Copyblogger
Good discussion relating to writing copy and content for blogs by Brian Clark. Sure, it’s not about technical writing, but he has some very good information to strengthen your writing skills.

6. Men With Pens
As their tagline says, “Bad-ass renegades. And a rogue.”

7. Seth Godin
All about writing, blogging, social media and getting yourself out there.

8. Write To Done
Tips from blogger Leo Babauta on how to become a better writer while not really thinking about it. He uses the Zen approach.

9. Daily Blog Tips
As the name implies, daily tips for getting you blog noticed and improved.

10. The Word Blog
It’s all about the words that sell, that work, or that are just plain interesting.

11. CyberText Newsletter
Nice collection of articles about technical communications.

12. Grammar Girl
Grammar Girl provides short, friendly tips to improve your writing. Covering the grammar rules and word choice guidelines that can confound even the best writers, Grammar Girl makes complex grammar questions simple with memory tricks to help you recall and apply those troublesome grammar rules. Whether English is your first language or second language, Grammar Girl’s punctuation, style, and business tips will make you a better and more successful writer. Mignon Fogarty is the creator and host of Grammar Girl. Grammar Girl is a Quick and Dirty Tips podcast.

13. ffeathers — a technical writer’s blog
Nice collection of articles about technical communications.

14. Grammar Blog
A fun site that explores what happens when the language is used incorrectly.

15. Blue Pencil Editing
Hey, sometimes it’s just a matter of good editing.

16. The Society for the Promotion of Good Grammar
A nice collection of things gone wrong while trying to write.

17. Passive Aggressive Notes
Collection of edgy reader-submitted notes to co-workers, neighbors, roommates and strangers that get the point across that something has gone terribly wrong in a relationship.

18. Bad Language
Writing about writing.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and user guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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How to stop confusing Me and I. Me and Billy will explain it to you

7
Jul
0

Honestly, every time I hear “I” and “me” used incorrectly, I’m afraid my head is going to explode, or at least start spinning the way Linda Blair’s did in the movie, The Exorcist. We’re the leaders in technical communications in Northern California.

The common mistake is that people frequently say something along the lines of, “Me and Billy went to the store.” WRONG, and believe me, making this mistake over and over makes you look pretty freakin’ stupid. I hear this mistake made every day by professionals who supposedly have an education.

So what’s wrong, you ask? Well, let me splain it to you in a way that might keep you from making this mistake again and again.

Warning: here’s the grammar lesson that so many people seemed to have missed

Rule No. 1:
When talking about you and others, list yourself AFTER everyone else. In other words, Billy, and anyone else you are listing, goes before “I” or “me.” Do you understand this? Simply stated, you go last. They taught us to let others go first in pre-school. Long before we ever started learning proper grammar.

Rules No. 2 through 4:
“I” is a nominative pronoun and is used as a subject of a sentence or clause, while “me” is an objective pronoun and used as an object. Yeah, I know this sounds complicated, so I’m going to give you some tips so you can forget the rules and simply break your sentence down so it sounds right. So the next time you tell a story about you and Billy going to the store, you can say it correctly.

Here’s my suggestion for understanding how it all works:

After you decide to start putting others before the “I” or “me,” you need to figure out if “I” or “me” is correct.

Tip: break the sentence apart to figure out which is correct.

Which sounds the most correct? I went to the store. Or? Me went to the store. If “I went to the store,” sounds more correct, you should say, “Billy and I went to the store.” Pretty simple, uh?

As the trouble with incorrectly using “me” in these sentences seems to originate when speakers are stringing together two or more objects in a sentence, breaking them into smaller pieces helps determine whether a nominative or objective pronoun should be used. “I” is not an objective case word, but people try to plug it in as an object because it just sounds smarter. So trying to make yourself sound smarter ain’t always going to make you right.

Now, take a look at these examples:

You might be tempted to say:
“Would you sell that to Billy and I?” WRONG

But then, when you omit the other object, you’ll have:
“Would you explain that to I?” WRONG

Now that just sounds silly. Try this:
“Would you explain that to John and me?” RIGHT
“Would you explain that to me?” RIGHT

Keep going with these examples:
Leave the decision to John and I. WRONG
Leave the decision to me. RIGHT
Leave the decision to John and me. RIGHT

Please join Bob and I for lunch. WRONG
Please join me for lunch. RIGHT
Please join Bob and me for lunch. RIGHT

So now do you understand which word to use? If you don’t, Billy and I are going to your house to explain it to you personally.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and user guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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We’re on Twitter. Sure, us and everyone else, you say.

19
May
0

Your Writing Dept is finding Twitter to be a useful tool for posting information about our services as well as providing links to sites our followers might find helpful. Of course, everyone else seems to be on Twitter these days, so we are trying to find ways to actually have a meaningful social media presence. Please follow us and let us know what you want and what you don’t want from us. Follow us and we’ll follow you back. @YourWritingDept

Our current Twitter followers:

Get your twitter mosaic here.

Your Writing Dept is a Sacramento-based writing firm that specializes in developing technical manuals and user guides. We’re the leaders in technical communications in Northern California. Email us for more information about our services at info@yourwritingdept.com.

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We’ve been listed on Alltop.com

3
Dec
0

To lend proof to the idea that if you spread yourself around, you might get noticed, the Your Writing Dept Blog has been listed in the Tech Writing section of Alltop.

As the site says:

“Alltop is an “online magazine rack” of popular topics. We update the stories every hour. Pick a topic by searching, news category, or name, and we’ll deliver it to you 24 x 7. All the topics, all the time.

So there you have it! Thanks to Guy Kawasaki for the listing. Now the pressure is on to really start providing more content. Does any one want to join us as a contributing writer?