Process of Writing Technical Documentation

The process of producing a technical manual is usually a team effort. In most situations, a Technical Communicator is only given one part of the whole project. Other parts go to the Graphical Designer, Editor and such. The "whole picture" is usually only seen by the Project Manager.
Tasks for a technical manual

A standard technical manual is one that is text-based with illustrations. It is usually delivered on paper, although it may also be an online manual. Technical manuals are usually considered user, service and training manuals or guides. Sales and marketing material may follow the same steps or tasks as a technical manual. The tasks required in producing a standard technical manual are typically:

Research and interview to get information
Outline and organize technical material
Draw or obtain pictures and graphics
Transform technical material into common language
Edit written material
Print and bind manual
Deliver final product

Research and interview
The writer must get the necessary information on the subject matter.
Often the writer must interview the user to find out what is wanted or needed, as well as a subject matter expert (SME) to get detailed information. When writing software documents, that means interviewing or talking to programmers
The method to interview may be simply talking with the person and taking down notes. A list of questions is often handy to use.

Outline and organize
Once your have gathered your research material in the form of notes, transcriptions and documents, you can organize it. Since technical manuals are usually very logically ordered, outlining the material can help the writer modify the order of sections
There are other ways to organize of technical manual. One common method is to break sections of material into separate files.

Draw or obtain pictures and graphics
A graphic artist or the technical writer may gather pictures and gather or draw illustrations and graphics for the document. In software user manuals, screen shots are often captured and inserted in the document. One important thing is that you should have a good system for naming and filing your graphics files.

Transform into common language
Often the SME speak in terms that are not usable in a manual. You want to simplify the language and to define any acronyms used. It is better to have a document a little below the level of the reader's knowledge than above what they can understand.

Edit written material
The writer should check over the material for content, as well as grammar and form. This is usually an iterative process, fine-tuning the document.

Proof read
Another writer or and editor, as well as other personnel should check over the material for content, as well as grammar and form. This is usually an iterative process, fine-tuning the document. The final proofreading would take place after the last edit.

Output Materials
With Mouse documentation we use a number of 3rd party products to output the materials produced such as Robohelp, Captivate and Help and Manual in addition to printing the materials.

In conclusion: The process for writing a technical manual consists of research, organizing, graphics, clarifying language, editing and delivery. One technical communicator may do all of these steps.

Research and interview document or notes
Material logically organized or outline
Pictures or graphics, organized and entered into document
Text of technical material in common language
Final draft after editing
Packaged product that you deliver