When dealing with the topic of technical documentation for the first time, start-ups and other companies can quickly start to feel overwhelmed. This often leads to many questions, such as:
In our latest blog, we’ll provide easily understandable answers to these questions and more.
Technical documentation (TD, also known as “product documentation”) comprises all types of documents relating to technical devices and software products. Whether online or on paper, they describe how to safely use, maintain, and/or repair such equipment.
Technical documentation is always designed for a particular purpose. In basic terms, it’s meant to enable the respective target audience – be it users, technicians, or sales engineers – to do what they need to do. It also gives manufacturers a means of protecting themselves from liability claims and fulfilling all their legal obligations.
As a general rule, we distinguish between internal and external technical documentation:
This is the most important question manufacturers have to answer before writing their TD: Who is our target audience? Instead of compiling a 400-page tome that addresses absolutely everyone’s needs, it’s best to create a separate document for each group.
Before you get started, think about what actions are required throughout the lifecycle of the product and who will be responsible for them. Put together a brief overview of all this information. Here’s what this might look like based on the example of a CNC lathe machine:
In this setting (which Dietrich Juhl describes in the book Technische Dokumentation*1), the CNC cutting specialist doesn’t need to know how the machine is transported or installed. What is relevant, however, are the instructions on programming, use, and maintenance.
According to Juhl, there should thus be eight different manuals for the CNC machine’s various target groups:
The people in charge of writing laws are known to be rather particular about safety. Products therefore need to be designed accordingly and present no danger to people’s well-being. In cases where risks can’t be ruled out entirely, manufacturers are required to provide relevant warnings and notices.
This is why technical documentation is subject to a wide range of norms and legal requirements, a selection of which follows:
In addition, further regulations apply to different product groups and regions, such as the German legislation on medical products (MPG) or EU Directive 2006/95/EC (regarding low-voltage electrical equipment).
You might think that creating technical documentation is another task handled by engineers themselves, but it’s actually the job of technical writers. These specialists have the ability to explain complex functions and situations in ways that are easy for the respective target group to understand. They often have a direct line to the manufacturer’s development team, as well.
That said, technical documentation is obviously not the same as ad copy or other marketing materials: writing product descriptions, glossy brochures, and flyers that drive sales requires additional skills.
Technical writers who are also well versed in creating copy can handle both areas. Those who aren’t, can work with copywriters on such projects:
To learn more about the benefits of having technical writers and copywriters collaborate, check out the article How Technical Writers Fit into the Marketing Mix.
Managing all your technical documentation can present another challenge. Manufacturers need to document in detail every functional change in their products and ensure that all their external documentation is updated accordingly. This is why Lexsys advises against managing technical documentation in Microsoft Word or other word-processing programs.
In recent years, content management systems (CMS) have gained popularity as a means of simplifying the creation, maintenance, and publication of TD. Even more interesting for product manufacturers, however, are component content management systems (CCMS), which are capable of storing not just documents, but individual pieces of information, as well.
These “components” can include diagrams, charts, product descriptions, or processes. They can also be as small as a single word or as extensive as an entire document.
At the heart of such systems are various document formats – DITA, for example, an XML-based architecture for creating, distributing, and reusing technical information.
Companies that want to sell their products abroad need to have their technical documentation adapted for each target country. According to the German technical communication society tekom (link in German), nearly half of all technical documents are translated into more than 10 languages.
These days, there are very few manufacturers left that have their own translators and localisation teams, which is why many of them assign such work to external translation agencies. The best agencies offer manufacturers an array of advantages because they:
A professional translation agency can advise manufacturers on all matters related to the translation of technical documentation, including the pros and cons of machine translation and related post-editing – that is, having human experts review machine-translated texts.
Since the translation market is unregulated and somewhat cluttered, manufacturers should take a close look at several different providers before choosing the one they want to entrust with their technical documentation.
Here are some examples of criteria you should focus on:
If you want to find out more about technical documentation, further helpful information is available here:
The world of technical documentation can seem daunting for manufacturers of software and devices. The requirements they face include:
Ticking all these boxes – and doing it well – is no easy task. At Lexsys, we’ve spent years helping manufacturers pull it off and would be happy to guide you through all the issues related to technical communication, from the costs and software involved to the actual creation and translation of your documentation.
Do you need support with your technical documentation? Contact us today to set up a consultation.
Dear lexsys.de webmaster, You always provide helpful diagrams and illustrations.