Think Technology! Become a Writer of Software Manuals

by Lissa Cowan

Like many things in life, I stumbled onto writing software manuals by accident. As it turns out it’s been a great way for me to learn about all kinds of subjects I knew nothing about, and a way for me to make great money to boot! When I first began writing software manuals I was afraid that not being an expert in the field would be a hindrance. Think again! The more writing I did the more I realized that not knowing a lot enabled me to explain the subject matter without getting caught up in all the technical mumbo-jumbo that only computer geniuses understand. Because of this supposed ‘ignorance’ I was able to produce very readable, high-quality documents for public consumption.

It’s no secret that we live in an exciting time of technological innovation. Writers can be part of these changes by focussing on markets that involve computer technology. Almost every large company that produces software programs has a need for writers somewhere down the line. More than likely, experience has told them that having computer programmers write manuals for the software they create is tantamount to failure. It’s kind of like asking a master mechanic to teach driving lessons. Having said that, some business- people still don’t understand that hiring professional writers insures the success of their product.

What is a writer of software manuals? We write manuals to accompany computer software programs, which may be anything from multimedia educational software to software on how to operate a truck scale. Essentially, the software manual writer is responsible for making the technology understandable to those using it. Sound simple? The fact is, writing software manuals can be great fun. However, it can also be like hitting your head against a wall to discover the meaning of life. Although writers are hired to write the manual, they’re also there to research and interpret. This includes laying out the document and pasting in images from the software to act as guides. For this reason you need to possess basic computer skills in layout and design. Writing software manuals entails a solid grasp of technical detail, working well under pressure, quickly understanding the project at hand and being able to write quickly. You will usually go through two drafts before the manual is ready for print.

Here are a few details writers should be aware of before taking the plunge.

Defining your subject preferences

Although this exercise isn’t mandatory, it helps to know what your interests are before approaching prospective clients. Make a list of your preferred specialties (i.e. technology, education, ecology) and also a list of subjects you would like to learn more about. Although knowledge of a subject is by no means necessary to write software manuals, it helps to be interested in what you’re writing about, if anything, for your own sanity! Having said that, I’ve written software manuals on subjects that I really had no interest in and found the experience mentally engaging. Because there is so much need for software manuals, it helps to narrow down the subjects to make it all the more interesting for you. Also, if you’ve already written on, say, the forest industry, this will more than likely assist you in finding work on that subject.

Approaching prospective clients

When you approach companies and ask if they require your services you may tell them that you’ve written articles on these subjects and would like to learn more. Sometimes companies may require a writer for a software manual, but they’ve been putting it off because they’ve never hired writers before. Your call may be just what they need to get the ball rolling! It’s amazing how companies underestimate the fact that well-written software manuals help sell their products. Bringing this to their attention (in a subtle way) will get them thinking, and eventually acting on it.

Depending on how interested they seem, you may ask if you could meet with them, or send them a résumé and business card for their files. Then maybe in a few months or a year when they produce a software program, chances are you’ll be the first in line to write the manual.

Working with clients

The worst thing to do when writing software manuals is to pretend you’re an expert in the field. You may be remotely interested in airplanes, but that doesn’t make you an authority on them. And anyway, most companies hire software manual writers expecting that they know little or nothing about the given industry. That’s why they hire them! If they wanted an unreadable document they’d ask the computer programmers!

Being in the dark about a subject will give you a terrific advantage when tackling the software. You’ll have to approach it like a real neophyte, explaining it from scratch and not taking anything for granted. Sometimes a computer programmer is at hand to assist you through the technical aspects of the software. However, once you get started you’re usually fumbling through the software with little help from others. That’s why it’s important to meet with the creators of the product at the beginning to define what the software does, its purpose, who will be using it and what is needed to include in the manual. For all my projects I have a checklist which I go over with each client so that there are no surprises. This checklist outlines the number of pages, size of document, print color, whether there will be photos or illustrations, the projected audience, the project theme, resources at hand, those responsible for the project, and so on. Getting these questions out of the way in the beginning helps the initial writing process go more smoothly.

In my experience I’ve found that most companies have a set amount for a project. It is up to you to decide whether the quoted amount is enough for you to get the job done in the time required. Calculate what you’d like to be paid per hour, then figure out how long you think the job will take. This is very difficult to determine at the beginning, but with each client it becomes easier.

Writing the manual

Once you’re on your own you’ll have to go through the software program several times, installing it, uninstalling it, and writing down the instructions for the eventual users. When I first started writing software manuals I had a client change the format of the manual on me more than halfway through. That’s why, even if you think it’s a stupid question, you should frequently check in with your employer, showing him or her your progress in case changes are required (which they usually are). If you’re uncertain about the clarity of the language you use, ask someone (a friend or co-worker) who is unfamiliar with the software to go through it and install it, using your manual as a guide. If the manual is helpful to them this will tell you that the language is clear enough and you’re on the right track.

It’s important to always think of the reader. If the person using the software has little or no computer experience, you should write even more plainly to make them understand. There is nothing more frustrating than reading a software manual that isn’t written in clear, concise language.

Once you get the hang of it, writing software manuals can be quite addictive!

-- LC
© 1st rights Lissa Cowan 1999

Lissa Cowan writes software manuals, technical manuals, content for Websites, children’s fiction and adult fiction.