Web Content Series: Organize Your Content

In my early years as a technical writer, the most common approach for developing documentation was to tell readers what you were going to tell them, tell them what you want them to know, and then tell them what you just told them. This approach produced content-rich information that end users and readers had to sift through before they found what they needed, which was usually how to perform a task or procedure. Readers don’t make time for much these days—deadlines loom, multi-tasking is the norm—and frankly, neither do I. Getting to the point benefits both the readers and me by improving usability and decreasing time to market. The following guidelines can help you get to the point quickly without sacrificing quality.

• Put the most important content first using key words in the headings, subheadings, and the first sentence of each paragraph.
• Give readers the who, what, when, where, and why in the first sentence or two, or paragraph.
• Communicate in plain language and use short paragraphs that focus on a small chunk of information.
• Provide links to related information. (Don’t over do it.)

In my post, Carl Albert Public Internship Program: Real Experience, Lifetime Connections, the most important content is in the heading and the first paragraph, as well as in a link to the CAPIP web page.

Carl Albert Public Internship Program: Real Experience, Lifetime Connections

Interested in public service? Want to build a network of professionals in your area of interest while getting paid? Consider becoming a Carl Albert Public Intern or an Executive Fellow. The Carl Albert Public Internship Program (CAPIP)  is open to undergraduate and graduate students currently enrolled in an accredited university. This Program is ongoing; hence, there is no application deadline.

There’s much more to the post, but the basic key points, or takeaways—name of the internship, network, get paid, and no application deadline—ensure that if readers don’t read further, they have what they need. A link to the source is also included and serves as a visual cue that tells the reader, “Hey! Click me to learn more.”

It’s not about you or me; it’s about the readers’ experience. Getting to the point in your content gives readers what they want without sacrificing quality, and they are more likely to visit again.

Previously on Web Content Series

Web Content Series: Make Content Scannable, 20 Apr 2012 

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Resources: Microsoft Manual of Style, 4th Edition.

How do you organize your content for ease of use? 

Other Duties as Assigned: The Clerical Aspect of Technical Writing

The section of our job description that we either welcome or silently dread—Other Duties as Assigned. It pretty much means that whatever your employer needs you to do, you do it as long as it’s not illegal or immoral. As a technical writer, and depending on the industry in which you work, you may not be able to skirt the issue regarding the tasks you are asked to complete. In other words, there may be no way around it.

But I was hired to write

Yes, you were. While your primary responsibility as a technical writer may be to translate complex information into lay terms, you may also be asked to prepare or create other forms of communication that might include, but may not be limited to, the following:

• meeting minutes
• weekly, monthly, quarterly, and annual reports
• personal letters and other basic business communications

I feel like a glorified administrative assistant

I have two responses to this statement: 1) only if that’s how you see yourself, and 2) only if that’s how your employer sees you. How you see your overall contribution is up to you; you can see yourself as a vital cog in the wheel, or the company’s Girl Friday or Man Friday. (I’ll address the dichotomy of these phrases another time.) How your employer and manager see your role in the company is largely out of your control. When management begins restricting your expertise and skills to primarily clerical tasks, I suggest that you seek a common understanding of the situation by speaking with your manager, and sharing your interests and career goals. Don’t try to change their perception of you and your role, as it’s futile. Pick and choose your battles because this one is uphill all the way. Don’t like it? Find somewhere else to work or become an administrative assistant.

Avoid the clerical trap

That’s an easy one; find another job if you don’t like performing clerical tasks. Some technical writers see these tasks as challenges and opportunities to contribute to the company, as well as a means to ensure job security, especially when no one else wants to compile a monthly status report. (I create a similar report for my employer, and while it’s not my favorite task, it’s required for the contract. I do it anyway.)

You have a choice. If you see it as an opportunity, remain aware of what’s going on around you, communicate your career goals, and manage your own personal growth. On the other hand, if taking meeting minutes isn’t your thing, you owe it to yourself and your employer to find another job.

Industries most likely to need clerical assistance

This one is difficult to quantify or qualify, as each industry and project has different requirements. In my experience in both the private sector and government, preparing meeting minutes, project status reports, and personal letters have been part of my responsibilities while working on government contracts.  I’ve not been asked to perform these tasks while working in the private sector.

Takeaways

If you’re a technical writer, or thinking about it as a career option, your attitude and how you see yourself are key to longevity. When you find yourself working for an employer that asks you to perform tasks or duties that seem outside the scope of technical writing, consider the following takeaways.

• Maximize opportunities and experience by asking for other assignments and pursuing continued education.
• See yourself as a critical team member, even when you feel excluded or like just another minion.
• Don’t worry about changing things outside your sphere of influence.
• Pursue a common understanding of the situation.
• Communicate your career goals.
• Pick and choose your battles.

Be true to your goals and who you are

Being a technical writer requires you to be flexible, but it shouldn’t be at the expense of your career and who you are. I love what I do, which is why I’m not burned out after 11 years, despite the challenges and others’ attitudes. If you find that it’s not for you after all, administrative assistants can make a very good living in the right industry. Sometimes more than a technical writer.

Copyright 2012 by Lisa Hodson

What kinds of clerical tasks have you been asked to do as technical writer? Do you think it’s relegated to only one industry? What advice would you give others who are thinking about technical writing?

Carl Albert Public Internship Program: Real Experience, Lifetime Connections

Interested in public service? Want to build a network of professionals in your area of interest while getting paid? Consider becoming a Carl Albert Public Intern or an Executive Fellow. The Carl Albert Public Internship Program (CAPIP)  is open to undergraduate and graduate students currently enrolled in an accredited university. This Program is ongoing; hence, there is no application deadline.

Benefits

You get paid. All CAPIP undergraduate internships and executive fellowships are paid opportunities, some with the potential for permanent job placement upon completion of the internship period. Some Executive Fellows (graduates) may be eligible for health insurance and leave benefits. The most important benefit of becoming an Intern or Executive Fellow is the experience and exposure in your field of study, meeting like-minded professionals, and making connections that last a lifetime. You may just find your calling.

Determine Your Eligibility

• Undergraduates must have completed 24 semester hours with a cumulative grade point average (GPA) of 2.5 in all undergraduate-level courses, and be currently enrolled in an accredited college or university.
• Senior Undergraduates must have completed 90 semester hours with a cumulative GPA of 2.5, and be currently enrolled in an accredited college or unversity.
• Executive Fellows (graduates) must have completed an undergraduate degree and 6 hours of graduate-level courses with a minimum GPA of 3.0 on a 4.0 scale or 7.0 on a 12.0 scale in all graduate courses, and must be currently enrolled in an accredited college or university.

Gather Supporting Documents

• Your current resumé
• A nomination letter from a faculty member in your current degree program
• Three letters of recommendation*
• Your current transcript and verification of current enrollment

Apply to the CAPIP

Do not email your application and supporting documents.

There are two ways you can apply to the CAPIP:

• Download the application and mail it, along with your resumé, letter of nomination, all recommendation letters, and current transcript and enrollment verification to the address on the form; or,
• Apply online and upload your supporting documents.

Find an Internship/Fellowship

You’ve applied, now what do you do? Internships and fellowships won’t find you; you have to find them. State agencies looking for CAPIP Interns and Executive Fellows advertise openings on the State of Oklahoma website. Start with the  Current Employment Opportunities page and go from there.

My Story

I was in my last semester of undergraduate studies when I heard about the CAPIP. After learning more about the program, I wanted to be an Executive Fellow and find an opportunity to do some technical writing, to see if it was something I’d enjoy. I applied to the CAPIP and searched for almost a year when UCO Career Services advertised a job opening for a technical writer. Since I was registered with Career Services, I applied for the position.

Upon walking into the interview room, I saw the CAPIP application on the table. I’d already applied. My future boss walked in with his current intern, who I knew from my public relations’ courses. Things fell into place, and I’ve been a technical writer, editor, and trainer in the IT/software industry for the past 11 years. I’ve also had the opportunity to publish software reviews for two national publications, and worked in several industries and with  people from all over the world. The opportunity to be an Executive Fellow has opened many doors for me, and I cherish the experience.

What are you waiting for? Apply now!

*State of Oklahoma employees must submit one letter of recommendation from their current Appointing Authority.

Copyright 2012 Lisa Hodson