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DRAWING MORE ON THE RIGHT-SIDE OF THE BRAIN

July 24, 2010 by RDesprez 3 Comments

If author Daniel Pink is right, tech­ni­cal writ­ers’ jobs may be chang­ing again.

Pink, who wrote A Whole New Mind, con­tends that the devel­oped world is enter­ing a new era—the so-called con­cep­tu­al age—during which right-brained skills, such as design and sto­ry­telling, will become far more cru­cial than tra­di­tion­al­ly left-brained skills such as account­ing and com­put­er pro­gram­ming. He cites three trends:

  • Automa­tion: Com­put­ers are increas­ing­ly more pow­er­ful (no big sur­prise to any­one who has heard of Moore’s law). As they become pow­er­ful, soft­ware can replace some of the sequen­tial, log­i­cal work for­mer­ly per­formed by our left brains. One sim­ple exam­ple: Instead of hir­ing an accoun­tant to review your tax­es, you can buy an off-the-shelf soft­ware pro­gram that will cal­cu­late your tax­es and grant you a refund for $19.
  • Asia: Asian coun­tries are brim­ming with ambi­tious, edu­cat­ed peo­ple who can often take on the jobs for­mer­ly done by West­ern­ers. Any­one who has worked in IT in the last 10 years will have noticed that soft­ware devel­op­ment jobs some­times dis­ap­pear in devel­oped coun­tries, only to be replaced by staff in an Asian coun­try, usu­al­ly because of the cost savings.
  • Abun­dance: Con­sumers have more choice than ever before. Most mid­dle-class cit­i­zens have more mate­r­i­al wealth than any gen­er­a­tion in his­to­ry. With all these choic­es at our dis­pos­al, many con­sumers can now buy well designed, lux­u­ry items that were once only avail­able to wealthy con­sumers. For exam­ple, many con­sumers won’t sim­ply set­tle for a util­i­tar­i­an toast­er that was on the mar­ket in the 1970s. Con­sumers now want a stain­less steel, ergonom­i­cal­ly designed appli­ance that can toast up to six slices of their favorite bread, and make a state­ment while resid­ing on a gran­ite kitchen countertop.

In short, some of the high­ly ana­lyt­i­cal jobs are becom­ing com­modi­ties that can be per­formed by a com­put­er or an inex­pen­sive work­er in Asia. Pink con­tends that devel­op­ing right-brain skills may help dif­fer­en­ti­ate you and keep you more employ­able. He iden­ti­fies six right-brain-asso­ci­at­ed aptitudes:

a) Sym­pho­ny: Adding inven­tion and big pic­ture thinking
b) Mean­ing: The pur­pose is the jour­ney, give mean­ing to life.
c) Design: Mov­ing beyond func­tion to engage the senses.
d) Sto­ry: Nar­ra­tive added to prod­ucts and ser­vices, not just argument.
e) Empa­thy: Going beyond log­ic and engag­ing emotion.
f) Play: Bring­ing humor and light-heart­ed­ness to busi­ness and products.

As tech­ni­cal writ­ers, I believe many of us already incor­po­rate some of these apti­tudes into our work.

Design
Many of us already mar­ry good writ­ing with design to make con­tent more acces­si­ble and eas­i­er to under­stand. When you mar­ry the two skills, tech­ni­cal doc­u­men­ta­tion may actu­al­ly be enjoy­able to read. I per­son­al­ly think Apple’s tech­ni­cal doc­u­men­ta­tion is use­ful and—dare I say it—beautiful.

In con­trast, there are many exam­ples of doc­u­men­ta­tion that are ter­ri­bly writ­ten and almost impos­si­ble to deci­pher. Pink argues that con­sumers are often will­ing to spend more on good design. Increas­ing­ly, con­sumers want some­thing that makes a state­ment. As proof, see the toast­er exam­ple I mentioned.

Sto­ry­telling
Pink argues that to make your mes­sage mem­o­rable and com­pelling, we must incor­po­rate the tech­niques of good sto­ry­telling. I per­son­al­ly don’t aspire to make my online help mir­ror a Hol­ly­wood script but I do think we could improve the way we deliv­er con­cep­tu­al infor­ma­tion. For exam­ple, we can incor­po­rate metaphors and add more visu­als to dri­ve home our message.

As tech­ni­cal writ­ers, we’re not immune to off-shoring. In Van­cou­ver (where I live), I’ve seen a num­ber of com­pa­nies try to off-shore tech­ni­cal doc­u­men­ta­tion. Employ­ing and mas­ter­ing right-brain activ­i­ties may help us stand out and even stave off job losses.

Filed Under: Career Development, Robert Desprez | Vancouver technical writer | Blog, Technology Tagged With: career development, daniel pink, technical writing, whole new mind

OFFERING TOO MUCH CHOICE MAY OVERWHELM READERS

June 20, 2010 by RDesprez Leave a Comment

When you write pro­ce­dures, do you offer your read­ers more than one way to com­plete a task? Some writ­ers go to pains to explain one pro­ce­dure and then offer alter­na­tives. For example:

1. Click the Select button.
OR
From the Options menu, click Select.
OR
From the Actions sec­tion, click Select.

This approach is pret­ty com­mon and is con­sis­tent with the North Amer­i­can belief that choice is empow­er­ing and pro­vides greater satisfaction.

Author Bar­ry Schwartz dis­agrees. In his book the Para­dox of Choice, he con­tends that too much choice can make deci­sion-mak­ing a chal­lenge. In the long-term, he argues that this leads to deci­sion-mak­ing paral­y­sis, anx­i­ety, and stress. He even sug­gests that too many choic­es in one’s life can lead to clin­i­cal depression.

In just one exam­ple in the book, Schwartz doc­u­ments the bewil­der­ing options that he faced when vis­it­ing his local supermarket:

  • Eighty vari­eties of pain relievers
  • One hun­dred and six­teen types of skin cream
  • Three hun­dred and six­ty types of con­di­tion­ers, sham­poos, gels, and mousse.
  • Nine­ty types of cold reme­dies and decongestants
  • Nine­ty-five snack options
  • Six­ty-five box drinks
  • And so on…

Schwartz points out that sev­er­al stud­ies have con­clud­ed that peo­ple are less sat­is­fied when faced with a large array of choic­es. Few­er options may actu­al­ly make one’s life easier.

In keep­ing with this research, as tech­ni­cal writ­ers, per­haps we should also stream­line the num­ber of choic­es we offer our users. It makes our lives eas­i­er and our read­ers could very well pre­fer the sim­pler, more stream­lined approach.

Filed Under: Online Writing, Robert Desprez | Vancouver technical writer | Blog, Technology Tagged With: deluge of information, technical writing, too much choice

WHY WRITING LESS CAN OFFER MORE

April 8, 2010 by RDesprez 3 Comments

I love the idea of sim­plic­i­ty in both my per­son­al and pro­fes­sion­al lives.

At this stage in my life, most of the rou­tine mate­r­i­al items I buy offer me lit­tle plea­sure. In our soci­ety, con­sumers are promised by cor­po­ra­tions that mate­ri­al­ism will bring us plea­sure. But too much stuff can become a bur­den (at least, that’s what I’ve been told) because some­one needs to sort, insure, and main­tain all these assets. Too many items also cre­ates visu­al clut­ter in a home.

I think one can apply the same ideas of sim­plic­i­ty to tech­ni­cal doc­u­men­ta­tion. Occa­sion­al­ly, I’ve worked with writ­ers who tend to write a lot about a sub­ject, some­times unnec­es­sar­i­ly. They write para­graphs about a sub­ject when one will do. In my opin­ion, these writ­ers just love to write and they share every­thing they know about a sub­ject. This to me is just more clutter.

Writ­ing less is even more impor­tant for an online envi­ron­ment. Usabil­i­ty guru Jakob Nielsen argues that online writ­ers should strive to write half of the con­tent they would for a print­ed doc­u­ment. When I am faced with a lot of scrolling on a web site or in an online help sys­tem, I find the con­tent can usu­al­ly be edit­ed or reor­ga­nized so the mate­r­i­al is eas­i­er to digest. Here are a few ben­e­fits of writ­ing less:

  • Your users get to the point faster as they won’t have to endure end­less scrolling online.
  • Less time required to write and edit reams of content.
  • Trans­la­tion costs will be lower.

It’s not eas­i­er to write less con­tent. Writ­ing less is often hard­er because I usu­al­ly have too much con­tent that needs to be stream­lined. But it’s a worth­while goal. Less is more.

Filed Under: Online Writing, Robert Desprez | Vancouver technical writer | Blog, Technology Tagged With: deluge of information, technical writing, too much choice

WEB ANALYTICS FOR TECHNICAL COMMUNICATORS

February 26, 2010 by RDesprez Leave a Comment

Tech­ni­cal com­mu­ni­ca­tion depart­ments his­tor­i­cal­ly have had lit­tle idea how their deliv­er­ables were used, if at all.

More often than not, depart­ments assid­u­ous­ly worked to make sure that the con­tent was tech­ni­cal­ly cor­rect, that the deliv­er­ables adhered to the com­pa­ny style guide, and that the items were shipped before or on the agreed-upon deadlines.

After suc­cess­ful­ly ship­ping, mean­ing­ful feed­back was hard­ly a del­uge. More real­is­ti­cal­ly, it was a trickle—some anec­do­tal feed­back that a user liked it, or an e‑mail that the sales rep­re­sen­ta­tive thought it hit the mark. Talk about walk­ing through the fog.

Web ana­lyt­ics soft­ware changes that dynam­ic. By adding a few lines of code to an intranet site, a help sys­tem that is host­ed on a web serv­er, or a sup­port web site, you can quickly:

  • Dis­cern about how many peo­ple are view­ing a cer­tain web page (such as a trou­bleshoot­ing item) for a peri­od of time.
  • Dis­cov­er how long users spend on a web page.
  • Learn where the cus­tomer is phys­i­cal­ly locat­ed (that is, the coun­try they live in).
  • Under­stand the pop­u­lar­i­ty of dif­fer­ent deliv­er­ables, such as PDF files.

All of this data pro­vides tech­ni­cal com­mu­ni­ca­tors with insights into how con­tent is used, and ideas of where to direct your efforts.

Here’s one real-life exam­ple. My soft­ware team learned that users didn’t under­stand one facet of the soft­ware. Respond­ing to that need, we cre­at­ed the doc­u­ment, local­ized it into sev­en lan­guages, and mon­i­tored its pop­u­lar­i­ty when it was post­ed to our sup­port web site. Our users appeared to like it—using web ana­lyt­ics we could con­firm that it was one of the most accessed doc­u­ments for months.

We may not get to phys­i­cal­ly vis­it users as much as we’d like. But web ana­lyt­ics at least gives us some sem­blance of how doc­u­ments are used.

Filed Under: Career Development, Online Writing, Robert Desprez | Vancouver technical writer | Blog, Technology, Web 2.0 Tagged With: career development, technical writing, web analytics

COMMUNICATING TO AN ILLITERATE AUDIENCE

January 16, 2010 by RDesprez 3 Comments

With such high lev­els of func­tion­al illit­er­a­cy in North America—some esti­mates peg the num­ber at about 42 per­cent of the total population—what impli­ca­tions do num­bers like this have on pro­fes­sion­al communicators?

In his book Empire of Illu­sion, author Chris Hedges shares some star­tling sta­tis­tics about illit­er­a­cy in Cana­da and the U.S:

  • About 27 mil­lion Amer­i­cans are unable to read well enough to com­plete a job appli­ca­tion, and 30 mil­lion can’t read a sim­ple sen­tence. There are some 50 mil­lion peo­ple who read at a fourth- or fifth-grade lev­el. Near­ly a third of the nation’s pop­u­la­tion is illit­er­ate or bare­ly literate.
  • A third of high-school grad­u­ates nev­er read anoth­er book in their lives, and nei­ther do 42 per­cent of uni­ver­si­ty grads.
  • In 2007, 80 per­cent of the fam­i­lies in the U.S. didn’t buy or read a book.
  • Cana­da has an illit­er­ate and semi­lit­er­ate pop­u­la­tion esti­mat­ed at 42 per­cent of the whole, a pro­por­tion that mir­rors that of the U.S.

Giv­en these sta­tis­tics, does it always make sense to churn out book-cen­tric user guides and help systems?

As always, it depends on your audi­ence. But I believe that writ­ers will need to embrace oth­er tech­nolo­gies to con­vey mes­sages. Some ideas:

  • Using sites like Twit­ter to com­mu­ni­cate key mes­sages in 140 char­ac­ters or less.
  • Cre­at­ing how-to demon­stra­tions and videos with voiceovers may become the norm.
  • Deliv­er­ing Pod­casts for explain­ing some prod­ucts and concepts.
  • Tak­ing advan­tage of social media sites to fos­ter dia­log with customers.
  • Writ­ing con­tent for a three-inch screen, as con­sumers con­tin­ue to snap-up smart phones, such as Black­ber­rys and iPhones.

Filed Under: Online Reading, Online Writing Tagged With: illiteracy, online writing, technical writing

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About Robert Desprez

I have worked as a Vancouver technical writer for more than 20 years, working at some of British Columbia's largest high-tech firms. I have served in leadership positions for the Society for Technical Communication and have worked as a writing instructor at Vancouver's Simon Fraser University.

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Vancouver Technical Writer. Former Instructor at Simon Fraser University. Dog Lover. Coffee Drinker. Tennis and Piano Player.

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About Me

Robert Desprez I have worked as a Vancouver technical writer for more than 20 years, working at Kodak, Boeing, Teck Resources, and FortisBC. In addition, I have worked as a writing instructor at Simon Fraser University in Vancouver.

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