To write well, read
So much of your success as a technical writer hinges on understanding your audience. If you understand their needs and goals you can make sure that your document provides them the information they need, in a form that they can absorb.
A big part of understanding your audience is knowing what they expect from your document, not only with respect to content, but also with respect to style, format, and presentation.
Building common ground builds effective communication
Remember that your goal is to communicate with your audience. Communication is most effective when the two parties share a common language, common background, and common style. In verbal communications this equates to speaking English with a Southern accent if you are in the South, but toning down the twang a bit when you head up North. Adjusting in this manner lets the person with whom you are speaking focus only on the content of your words, not on your goofy accent or what it might mean about your questionable character. Having the same language and accent creates between the two parties an instant communication bridge, and you can move more rapidly to the heart of the matters at hand.
On the other hand, if you don’t share a common language and accent, you’ll have to spend more of your time interacting with the person to build the communications bridge. More time will be spent in small talk so that you can both be sure you are able to understand one another before you move on to more serious matters.
A style of writing
In written communication you want to assure your audience that you share their language, experiences, and accent. You are part of their clan.
In doing this you take advantage of the instant communication bridge, and you allow them to focus quickly on the content of your document. The way you accomplish this is to write in the style and format your audience is expecting from you. This will provide immediate assurance to your reader that you are part of the organization, you know what’s expected, and you can be trusted.
Many organizations, especially large ones, have style guides for their documents. These guides are often specialized by the type of document being written (manual, proposal, etc.), and are probably available on your intranet. Get them, and read them.
After you’ve read them, or if your organization doesn’t have style guides, read everything you can that’s been written in your organization. Reports, manuals, proposals, everything you can get your hands on.
Notice the differences between them. Do they use first or third person? Future or past tense? Do they capitalize gigaflops or keep it lowercase? Is there a title page? Do authors list their full first name or only an initial? Is the voice formal or casual? Also notice how the answers to these questions vary with the types of documents you are reading.
Making a commitment to learn your organization’s style
This may sound like a lot of work, but it’s very manageable. Odds are you aren’t going to be writing every day; you’ll probably usually be working on the things that you’ll write about only once a month (or even less often). Make a commitment to yourself to read one document a week. Print it out and take it home to read before bed or with your Cheerios in the morning. Nothing can take the place of this kind of immersion in the style of your organization. Even reading the style guides won’t make it live for you; you need to heart-learn this stuff, and you do that by exposing yourself to it as much as possible.
But don’t make yourself invisible
Once you’ve got the style down and understand what the existing body of work in your organization looks like, adopt that style as your own, but adapt it as necessary. Take advantage of the instant communication bridge to reach past your audience’s defenses and make your message their own.
