In the rapidly evolving tech landscape, IT technical writers are communication champions who simplify complex, technical information, making it accessible and actionable. They bridge the gap between intricate IT systems and the people who use, manage, and develop them.
This guide unpacks the essential role of these specialized communicators, offering insights for leaders aiming to build strong documentation teams and for writers aspiring to master this vital craft.
To note, writing this guide is a particular delight for us here at Essential Data because the technical writers we employ across expertise areas are literally the lifeblood of our organization.
Creating documentation for organizations of all sizes in varied industries is what we’ve done since 1987, and our in-demand tech writers are why this practice has been so successful. Hence why we’re glad to shine a light on this role.
What is an IT Technical Writer?
Who is an IT technical writer but a bridge builder, translating the complex language of code, tech hardware, and IT systems into easy-to-understand guidance for users, developers, and decision-makers alike. These writers are the essential communication link, ensuring that innovative technology is not just built but truly understood and utilized.
Unlike general technical writers who may cover diverse fields (e.g., manufacturing, healthcare), IT technical writers focus exclusively on technology, honing and delivering domain-specific expertise and documentation.
Core Responsibilities of an IT Technical Writer
What does an IT technical writer do? They are essential for making complex technology understandable, and their core responsibilities include:
- Gathering information. Interviewing developers, engineers, and SMEs to understand IT systems, software, and hardware.
- Audience analysis. Tailoring content for diverse users, from non-technical end-users to experienced IT professionals.
- Writing and editing. Producing clear, concise, accurate documentation like user manuals, API guides, system specifications, and online help.
- Simplifying complexity. Breaking down intricate technical concepts into easily digestible language and visuals.
- Maintaining documentation. Updating existing content to reflect new features, changes, and industry standards.
- Collaborating. Working closely with product teams, QA, and support to ensure accuracy and relevance.
Typical Deliverables and Documentation Examples
IT technical writers create various types of IT documents to ensure technology is well-understood and effectively utilized.
Release Notes
These documents detail new features, enhancements, bug fixes, and known issues for a specific software or product release. Their purpose is to inform users and stakeholders about changes and updates, guiding them on what to expect.
Application Programming Interface (API) Documentation
API documentation provides comprehensive guides for developers on how to use—you guessed it—APIs. It includes details on endpoints, requests, responses, and authentication, enabling seamless integration and development.
Troubleshooting Documentation
This documentation offers step-by-step instructions and common solutions to resolve issues users might encounter with IT systems or software. Its purpose is to help users independently diagnose and fix problems, reducing support inquiries.
Technical Requirements Documents (TRDs)
TRDs outline the functional and non-functional specifications for a software system or IT project. Their purpose is to ensure all stakeholders agree on what product needs to be built and how that product should perform.
Software Development Kits (SDKs)
While often code packages, the documentation within SDKs provides instructions, examples, and tutorials for developers to build applications using a specific platform or tool. Its purpose is to accelerate and simplify developer integration.
Knowledge Base Documentation
This is a collection of articles, FAQs, and guides that provide self-service information for users and internal teams. Its purpose is to create a central repository of information, empowering users to find answers quickly.
Standard Operating Procedures (SOPs)
Within the context of technology, SOPs are detailed, step-by-step instructions for performing routine IT tasks or processes consistently. Their purpose is to ensure efficiency, quality, and compliance across IT operations.
How IT Technical Writers Support Product Teams
When working in product teams, IT technical writers are integral as they directly support the entire product lifecycle. Their collaboration begins early by engaging with developers to grasp intricate functionalities and system architecture, translating complex code behaviors into understandable documentation.
They work closely with product managers to align documentation with product vision, user journeys, and feature rollouts, ensuring the content meets business objectives and user needs. Furthermore, they collaborate with quality assurance (QA) teams to verify accuracy, test documentation against software behavior, and ensure clarity in error messages and troubleshooting guides.
This continuous partnership with various subject matter experts (SMEs) and other stakeholders ensures documentation is accurate, relevant, and released in sync with the product.
Key IT Fields for Technical Writers
IT technical writers are in demand across various technology-driven industries, each with unique documentation needs and challenges.
Software Development
This is arguably the largest employer of IT technical writers. In software development, they create user manuals, API documentation for developers, in-app help, and release notes for applications and operating systems. Though there is the challenge of keeping pace with agile development cycles and documenting complex features for diverse technical and non-technical users.
Cybersecurity
With increasing threats, this field requires IT technical writers to document security protocols, compliance procedures, incident response plans, and security software user guides. The main challenge is explaining highly sensitive and intricate security concepts clearly, often for both expert practitioners and general employees.
Cloud Computing
As businesses migrate to cloud platforms (e.g., AWS, Azure, GCP), IT technical writers focus on documenting cloud services, deployment guides, migration procedures, and architecture diagrams. They face the challenge of explaining scalable, often abstract, cloud infrastructure and its configuration for developers and system administrators.
IT Consulting and Services
Consulting firms and managed service providers employ IT technical writers to create client-facing project documentation, solution architectures, implementation guides, and internal process documentation (such as SOPs). The challenge here is adapting to varied client requirements and documenting bespoke IT solutions.
Hardware and Networking
Here tech writers document network configurations, server setup procedures, hardware installation guides, and troubleshooting manuals for devices. The focus is often on precision, safety, and step-by-step instructions for physical installation and maintenance, catering to IT technicians and engineers.
Web Development
In web development, IT technical writers produce documentation for web APIs, frameworks, content management systems, and website user guides. They also create onboarding materials for new developers and internal style guides. One key challenge is keeping up with rapidly evolving web technologies and documenting for both front-end and back-end developers as well as website administrators.
Tools and Methodologies Used
IT technical writers leverage specialized technical writing tools and methodologies to efficiently create and manage technical documentation throughout the product lifecycle.
Documentation Tools
- MadCap Flare: A powerful authoring and publishing tool enabling single-sourcing and multi-channel output for various formats like HTML5, PDF, and print.
- Confluence: A collaborative wiki-based platform ideal for internal knowledge bases, team documentation, and shared project information within IT organizations.
- Microsoft Word: While seemingly basic, Word is still used for many types of documents ranging from internal memos to user guides by tech writers who know how to use it to its fullest capabilities.
Documentation Methodologies and Lifecycle Methods
- Agile Documentation: Integrates documentation creation directly into agile development sprints, emphasizing iterative, just-in-time, and collaborative content development.
- Documentation Development Life Cycle (DDLC): A systematic process for creating, reviewing, publishing, and maintaining documentation, ensuring quality and consistency.
- Software Development Life Cycle (SDLC) Integration: Technical writers participate throughout the SDLC, from requirements gathering to testing, ensuring documentation aligns with development.
Frameworks and Version Control
- Version Control Tools (e.g., Git): Essential for tracking changes, collaborating on documents, and managing different versions of content, preventing loss or conflicts.
- Markdown: A lightweight markup language widely used for quick, readable documentation, especially in developer-focused environments like GitHub wikis.
- DITA (Darwin Information Typing Architecture): An XML-based standard for structured content, promoting content reuse and consistency across various outputs.
Required Skills for IT Technical Writers
IT technical writers need a blend of hard and soft skills to be successful and provide the value leaders are looking for in hiring for the role.
Hard Skills
- Exceptional writing: Crafting clear, concise, and grammatically correct technical content.
- Documentation software: Proficiency with tools like MadCap Flare, Confluence, or Oxygen XML.
- Technical aptitude: Quickly grasping complex IT concepts, systems, and software.
- Version control (e.g., Git): Managing document changes and collaborative workflows effectively.
- Content structuring: Organizing information logically for easy navigation and comprehension.
Soft Skills
- Attention to detail: Ensuring accuracy and precision in all technical descriptions.
- Collaboration: Working effectively with engineers, product managers, and QA teams.
- Problem-solving: Identifying user needs and finding clear ways to address them in documentation.
- Research skills: Extracting information from SMEs and diverse technical sources.
- Audience empathy: Tailoring content to different technical knowledge levels of users.
Educational Pathways and Career Progression
Entry into IT technical writing often favors a bachelor’s degree in English, communications, or technical Communication. However, a computer science or IT background offers a significant advantage. Online courses and certifications from platforms like Coursera (Google’s Technical Writing course) and the Society for Technical Communication (STC) are valuable.
Career progression typically moves from junior to senior IT technical writer, then to lead, information architect, or documentation manager. A hybrid skill set, blending technical understanding (e.g., computer science) with user experience (UX) writing principles, is increasingly valued, enabling writers to impact product design and user experience more deeply.
IT Technical Writing Job Market & Outlook
The IT technical writing job market is stable, with the Bureau of Labor Statistics (BLS) projecting a 4% growth from 2023-2033, on par with the average for all occupations. Demand is particularly strong in evolving sectors like AI, DevOps, and SaaS, where complex technologies necessitate clear documentation.
Salaries vary by experience (and other factors). For example:
- Junior IT technical writers make a median $64,000 annually.
- Mid-level IT technical writers can make a median $77,000 annually.
- Senior IT technical writers may command a median $98,000 annually.
Naturally, geographic hubs like California and specific tech-dense cities offer higher compensation. Remote and freelance opportunities are also growing, providing increased flexibility for both those looking to hire this type of writer and those looking to become one.
Hire Your Next IT Technical Writer from Essential Data
The specialized skills of IT technical writers—from mastering documentation tools to collaborating within agile product teams—are critical for successful product adoption, user empowerment, and operational efficiency across diverse IT fields. As technology evolves, so does their vital role in bridging the knowledge gap.
Essential Data Corporation (EDC) specializes in providing expert technical writers and IT documentation services. We offer staffing and strategic consulting, enabling your organization to access highly skilled tech writers and high-quality documentation without the overhead of in-house hiring.
Plus, our clients work closely with an engagement manager from one of our 30 local offices for the entire length of your project at no additional cost.
Contact us at (800) 221-0093 or [email protected] to get started.
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