Understanding the Role of IT Technical Writers

By Brant Wilkerson-New
August 19, 2024

A technical writer’s role is to write about many things and for different types of businesses and companies. Technical writers may specialize in a specific area and develop their education skills accordingly. They typically have better salaries and more professional opportunities because the quality of their technical research, writing, and editing is expected to be outstanding.

Many technical writers work in the IT industry because it offers plenty of career path opportunities to create written material and instruction manuals for developers, system administrators, end users, and other stakeholders.

Technical documentation for the IT industry is challenging because it must cover a wide range of complex information and audiences. Technical writer roles involve a deep knowledge of the subject matter, excellent technical writing skills, and great command of the English language. 

For example, developers and system administrators are professionals and generally aware of the IT industry language and style, scope, and operations. However, writing for an external audience or for stakeholders who might not have familiarity with the topic can be challenging.

Writing for the IT Industry

IT technical writers must have a bachelor’s degree in a technical field. Technical writers typically focus on the IT industry, as there are plenty of opportunities for employment and specialization. Even so, there are many sub-divisions in the IT industry:

Hardware

This includes the physical components of computers and related devices such as servers, desktops, laptops, mobile devices, networking equipment (routers, switches), storage devices, and peripherals like printers and scanners.

Software

This includes operating systems, productivity software (like word processors and spreadsheets), enterprise applications (such as ERP and CRM systems), and specialized software for different industries.

Networking

Networking is about the design, implementation, and management of network infrastructure. This includes local area networks (LANs), wide area networks (WANs), intranets, and the internet. Networking also covers wireless communication technologies and network security.

Cybersecurity

An expanding field that includes protecting computer systems, networks, and data from digital attacks, unauthorized access, and other cyber threats. This includes developing security protocols, antivirus software, firewalls, encryption technologies, and security policies and procedures.

Data Management

The processes and technologies used to collect, store, manage, and analyze data. This includes database management systems (DBMS), big data technologies, data warehousing, data mining, and data analytics.

Cloud Computing

Delivering computing services over the internet, including storage, processing power, and applications. Major components include Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS).

IT Services

Another broad category that includes technical support, IT consulting, system integration, managed services, and IT outsourcing. IT services help organizations implement and maintain their IT infrastructure and applications.

Artificial Intelligence and Machine Learning

AI has exploded lately. It concerns systems that can perform tasks that would normally require human intelligence. This includes natural language processing, image and speech recognition, and predictive analytics.

Internet of Things (IoT)

Connecting everyday objects to the internet so they send and receive data. This includes smart home devices, wearable technology, industrial IoT applications, and connected vehicles.

Software Development and Engineering

The creation of software applications through programming, testing, and maintenance. This involves various methodologies like Agile, DevOps, and traditional software development lifecycle (SDLC) models.

E-commerce and Digital Services

Platforms and services that support online buying and selling of goods and services. This includes online marketplaces, payment gateways, and digital marketing technologies.

Telecommunications

Technologies and services that allow technical communication over distance, including telephone systems, mobile networks, and satellite communications.

What Does an IT Technical Writer Do?

The IT industry is vast and constantly growing. Writing for this area means you have to specialize in the audience and the requirements that come with it.

Depending on which IT area a senior technical writer chooses to focus on, they will have to write the relevant product documentation. Because the IT business includes so many features and aspects, technical writers must be aware of the topics, have years of experience in diverse IT projects, and know the requirements and audience they have to target.

Creating User Manuals and Guides

To help lay people understand a guide, a technical writer commonly needs to develop step-by-step instructions for software applications, hardware products, or IT systems based on frequently asked questions to help end-users understand and use these technologies effectively. Depending on the audience, the writing guide must adjust to fulfill project expectations and professional requirements.

Documenting Technical Processes

This version of technical writer jobs includes detailed documentation on system architectures, network configurations, and software development processes. This is used by internal IT teams and for compliance purposes.

Developing API Documentation

Comprehensive documentation for Application Programming Interfaces (APIs) assists developers in integrating and using software components.

Writing Knowledge Base Articles

Articles and FAQs touch upon common issues, troubleshooting steps, and best practices to support customer service and help desk operations. The target group here is the general audience as well as the customer service team.

Creating Training Materials

The IT business is constantly growing, so training is a big part of the industry. Educational content, such as tutorials, training manuals, and e-learning modules help train employees or customers on new technologies or systems.

Editing and Reviewing Technical Content

Accuracy, clarity, and consistency in technical documents are at the forefront of IT writing. This means the writer often collaborates with subject matter experts (SMEs) to verify technical details.

Maintaining Documentation

Nothing stays the same in the IT industry because new developments pop up on an almost daily basis. IT technical writers may work on updating documents to show changes in technology, software updates, or process improvements. The information they share should remain current and relevant.

IT Technical Writing for the IT Industry

How do the various IT components match to the writing tasks required by IT technical writers? Again, it depends on the component in question. Here is what an IT technical writer specializing in each part of the industry will typically write:

Hardware

• User Manuals: Instructions on how to set up, use, and troubleshoot hardware devices.
• Technical Specifications: Detailed information on hardware components and their functions.
• Maintenance Guides: Processes for maintaining and repairing hardware.

Software

• User Guides: Instructions for end-users on how to use software applications.
• API Documentation: Detailed documentation for developers on how to integrate with software APIs.
• Release Notes: Information on new features, bug fixes, and changes in software updates. These are useful for the customer service department.

Networking

• Configuration Guides: Step-by-step instructions for setting up network devices and systems.
• Network Diagrams: Visual representations of network architecture and configurations.
• Security Policies: Documentation of network security protocols and procedures.

 

Cybersecurity

• Security Protocols: Detailed descriptions of security measures and practices.
• Incident Response Plans: Procedures to follow in the event of a security breach.
• Risk Assessments: Documentation of potential threats and vulnerabilities, and mitigation strategies.

Data Management

• Database Design Documentation: Schemas and data models for databases.
• Data Governance Policies: Guidelines for managing data quality, privacy, and security.
• User Manuals for Data Tools: Instructions for using data management and analytics software.

Cloud Computing

• Service Descriptions: Detailed descriptions of cloud services and their features.
• Deployment Guides: Instructions for deploying applications and services in the cloud.
• SLAs (Service Level Agreements): Documentation of service performance and availability guarantees.

IT Services

• Service Catalogs: Lists and descriptions of IT services offered.
• Standard Operating Procedures (SOPs): Detailed processes for IT services.
• Troubleshooting Guides: Solutions for common issues encountered in IT services. This is very helpful for the customer service department as well as users.

Artificial Intelligence and Machine Learning

• Model Documentation: Information on the development, training, and deployment of AI models.
• Algorithm Descriptions: Detailed explanations of algorithms and their applications.
• User Manuals for AI Tools: Instructions for using AI and machine learning software.

Internet of Things (IoT)

• Device Setup Guides: Instructions for setting up and configuring IoT devices.
• Integration Documentation: Guidelines for integrating IoT devices with other systems.
• Security Best Practices: Recommendations for securing IoT devices and networks.

Software Development and Engineering

• Code Documentation: Comments and explanations within the codebase.
• Development Guides: Best practices and methodologies for software development.
• Technical Specifications: Detailed requirements and design documents for software projects.

E-commerce and Digital Services

• Platform Documentation: Instructions for using e-commerce platforms and services.
• Payment Integration Guides: Documentation for integrating payment gateways.
• User Experience Guidelines: Best practices for designing user-friendly interfaces.

Telecommunications

• Service Manuals: Documentation for the installation and maintenance of telecom equipment.
• Technical Specifications: Detailed descriptions of telecom technologies and services.
• User Guides for Telecom Services: Instructions for using telecom services and features.

IT Technical Writer: a Promising Field 

Because so many things touch upon the IT world, pursuing an IT technical writer career is promising and rewarding.

Technical writers often work for all types of IT industry, which can be rather difficult. Some fields are interconnected, such as cloud computing and cybersecurity, but others are miles apart and require specialization and focus on this particular IT niche.

An IT technical writer is the person who writes clear, concise, and comprehensive documentation related to information technology. Technical writing jobs bridge the gap between complex technical information and its understanding by various audiences.

IT technical writers will need a combination of technical knowledge and writing skills. They must understand the technology they are documenting and be able to communicate complex concepts in an accessible manner. Technical writers jobs often require a background in computer science, information technology, or a related field, as well as proficiency in technical writing and communication.

Once you have found your field, your voice and your dedication to technical writing, then you can become a technical writer who loves their job.

---

If you need a top IT technical writer, contact us today and find out for yourself why TimelyText is a trusted professional writing service and instructional design consulting partner for Fortune 500 companies worldwide!