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A group of people taking notes at a table representing the value of technical writing in knowledge management systems

The advancement of technology changing business regulations has made technical and business writing practices evolve. These writing practices have particularly evolved in the area of knowledge management. Technical writing standards in knowledge management systems lose their distinguishing attributes. Therefore, a new business schema for knowledge management is becoming a necessity. A technical writer can consider the style and content creation. EDC’s technical writers can generate this new style of knowledge management system for companies.

What are Knowledge Management Systems?

Knowledge management systems work by categorizing, capturing, using, and analyzing relevant business information to streamline decision-making. At its core, this is known as knowledge transfer and its benefits allow for a business to easily share its information, such as training and business data between departments. Easy-to-access business knowledge can enable more productive and cost-efficient work. However, business strategies and technology constantly evolve, so a new generation of knowledge management systems is needed.


What is a Technical Writer?

A technical writer is a professional who specializes in creating clear and concise documentation for complex technical subjects. Their role is to translate complex technical information into user-friendly content that can be easily understood by the target audience. Technical writers work in various industries, including technology, engineering, software development, healthcare, finance, and manufacturing.

The primary goal of a technical writer is to effectively communicate technical information, instructions, or procedures to users, clients, or employees. They create a variety of documents, such as user manuals, installation guides, training materials, online help systems, technical specifications, whitepapers, and FAQs. Technical writers may also be involved in creating content for websites, blogs, and other digital platforms.

Key responsibilities of a technical writer include:

  1. Researching and Understanding Technical Subject Matter: Technical writers must thoroughly research and understand the technical subject matter they are writing about. They collaborate with subject matter experts (SMEs), engineers, developers, or other professionals to gather the necessary information.
  2. Writing Clear and Concise Content: Technical writers excel at presenting complex information clearly and concisely. They use plain language and avoid jargon or technical terms that may confuse the audience. Their writing should be well-structured, organized, and easily navigable.
  3. Tailoring Content to the Target Audience: Technical writers consider the needs and characteristics of the target audience when creating documentation. They adapt their writing style, terminology, and level of detail to match the knowledge and proficiency of the users.
  4. Creating User-Friendly Documentation: Technical writers focus on creating documentation that is user-friendly and intuitive. They ensure that instructions are easy to follow, illustrations or diagrams are included where necessary, and formatting and visual aids enhance readability.
  5. Collaborating with Subject Matter Experts: Technical writers collaborate closely with SMEs, engineers, or other experts to gather accurate and up-to-date information. They may conduct interviews, participate in meetings, or review technical specifications to ensure the accuracy of their content.
  6. Conducting Review and Revision: Technical writers engage in the review and revision process, seeking feedback from SMEs or stakeholders to improve the clarity, accuracy, and effectiveness of the documentation. They address any concerns or questions raised during the review process.
  7. Keeping Up with Technological Advancements: Technical writers stay updated with the latest advancements in technology and tools relevant to their field. They may use specialized software, content management systems, or authoring tools to streamline the documentation process and enhance productivity.

In summary, a technical writer is a skilled professional who transforms complex technical information into accessible and user-friendly documentation. Their expertise lies in effectively communicating technical concepts, instructions, or procedures to various audiences, contributing to the usability and comprehension of products, services, or systems. They play a major role in the process of knowledge management systems. 


Why Do You Need Technical Writers? 

As machine learning AI advances, as well as the adoption of new privacy regulations such as GDPR, knowledge management systems will also be impacted. The primary drawback of these changes is that the technical and business writing involved loses its distinguishing attributes. The changes will leave the simple categorization common in technical writing no longer suitable for knowledge transfer. While machine learning AI allows for software to process and understand data faster, it also has drawbacks. The AI relies entirely on making sure the knowledge transfer is working properly. 

However, you end up with no results because of the limitation of knowledge management in enterprise software applications. The use of current knowledge management systems in these situations shows how the categorization of a prescribed structured order limits a flexible search for information by the user. Given the addition of machine learning AI into knowledge management, technical writers can help with maintaining efficient knowledge transfer for a company by offering distinguishable writing and categorization that is clear and concise for any potential user. 


What Can Technical Writers Do?a man typing Technical Writing Transforms Knowledge Management Systems on his type writing machine

Along with their previous experience in knowledge transfer, EDC’s technical writers can accommodate any changes to knowledge management systems impacted by machine learning or regulations. The solution is to implement a business schema to help with optimizing search results. The Pyramid Principle portrays business writing in the form of a schema for knowledge transfer and management. The Pyramid Principle allows for structured communication and emphasizes the importance of logic and thinking to do so. To go further in-depth, three orders exist within the Pyramid Principle:

  • Time Order which determines the cause and effect (common in process writing)
  • Structured Order which divides a whole into its parts (common in technical writing) 
  •  Ranking Order which classifies similar things (common in machine learning)

These three orders offer a way for technical writers to create knowledge transfer documentation that logically groups ideas in a way that communicates their use for a situation. By implementing these three orders, EDC’s technical writers can customize search results by categorizing them in more specific ways, based on the Pyramid Principle. Google embeds search results into knowledge management systems. Furthermore, machine learning offers contextual recommendation help to assist with knowledge transfer. To accomplish this, however, technical writers with multiple disciplines will be necessary to supercharge the next generation of knowledge management systems.


More Ways Technical Writers Can Help

Technical writers are critical to supporting knowledge management systems (KMS) by contributing to the creation, organization, and maintenance of valuable content within the system. Here’s how technical writers support KMS:

  1. Content Creation: Technical writers generate high-quality content that can be incorporated into the knowledge management system. They produce documentation, user guides, FAQs, troubleshooting articles, and other resources that provide users with valuable information about products, processes, or systems. This content becomes part of the knowledge base, enabling users to access accurate and reliable information.
  2. Content Organization and Categorization: Technical writers are skilled in structuring and organizing information effectively. They create a logical hierarchy and taxonomy within the knowledge management system, categorizing content based on topics, subtopics, and keywords. This organization facilitates easy navigation and retrieval of relevant information for users.
  3. Standardization and Consistency: Technical writers ensure that the content within the knowledge management system adheres to consistent writing styles, terminology, and formatting. They establish and enforce guidelines to maintain a unified voice and presentation across all documentation, which enhances user understanding and reduces confusion.
  4. Content Updates and Maintenance: Knowledge management systems require regular updates to keep the information current and relevant. Technical writers play a vital role in reviewing and updating existing content to reflect changes in products, processes, or industry standards. They also collaborate with subject matter experts and stakeholders to identify areas that require updates or improvements.
  5. User-Friendly Documentation: Technical writers focus on creating user-friendly documentation that aligns with the needs and preferences of the system’s users. They employ clear and concise language, use visual aids such as diagrams or screenshots, and structure content in a way that is easily understandable. This enhances the usability of the knowledge management system and encourages user adoption.
  6. Searchability and Metadata: Technical writers understand the importance of metadata and keywords for effective searchability within the knowledge management system. They incorporate relevant keywords and metadata tags into the content to enable users to find information quickly through search functionalities. This improves the user experience and increases the system’s value as a knowledge repository.
  7. Collaboration with Subject Matter Experts: Technical writers work closely with subject matter experts (SMEs) to gather information and ensure the accuracy and completeness of the content. They collaborate with SMEs to clarify technical details, validate information, and incorporate their expertise into the documentation. This collaboration strengthens the knowledge management system by capturing and leveraging the collective knowledge of the organization.
  8. Training and Support Documentation: Technical writers create training materials, user guides, and support documentation within the knowledge management system. These resources help users navigate the system, understand its features, and troubleshoot common issues. By providing comprehensive documentation, technical writers empower users to maximize the benefits of the knowledge management system.

Overall, technical writers contribute to knowledge management systems by creating, organizing, updating, and maintaining content that enables effective knowledge sharing within organizations. Their expertise in producing clear and user-friendly documentation enhances the usability, accessibility, and value of the knowledge management system for both internal and external users.


In conclusion, the use of knowledge management systems in a company is incredibly beneficial in streamlining work. Proper knowledge sharing through optimal technical documentation by a technical writer is the best way to do this. The different areas of expertise for technical writers are what makes them best suited to account for any business’s need when it comes to establishing or updating a knowledge management system. 

How Can EDC Help?

We have a team of consultants ready to produce a complete line of documentation. Perhaps you may only need a single technical writer for a brief project. Either way, Essential Data’s Engagement Manager will lead the project from start to finish. At Essential Data Corporation, we guarantee the quality of our work. Contact us today to get started. (800) 221-0093 or

Written by Stanley Chu