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Breaking into Technical Writing

San Francisco & Silicon Valley

This document distills the experience and wisdom of many technical writers from the San Francisco Bay and Silicon Valley areas of California. This is only the introductory portion of an extensive booklet produced for the "Breaking Into Technical Writing" seminar conducted by the San Francisco Local 3 of the National Writers Union.

Note: This piece was originally written by NWU technical writers in the San Francisco/Silicon Valley area. To some degree it represents conditions that apply to that specific region and may not be entirely accurate for other areas.

Introduction

Over the past twenty years, the number of jobs opening up in the field of technical writing has grown explosively, and shows every sign of continuing to do so. Because it is such a rapidly expanding field, diligent and persistent newcomers are able to find entry level jobs even if they have no appropriate college degree or technical or scientific training.

The technical writing field has grown so fast that the term technical writer is no longer an adequate description although everyone still uses it. There are at least three distinct types of writing now lumped under the term technical writer:

Technology Education consists of writing about technology for non-technical audiences. For example, hardware and software user manuals, system administrator guides, reports to lay or semi-technical readers, general interest articles, grant requests, environmental impact statements, and so forth. To do this type of writing, you need have only as much technical background as a typical reader will possess (in other words, not much). You have to be able understand your audience and what they need and can assimilate, be able to write clearly, use a computer word processor and desktop publishing (DTP) software, work with technical people, and above all be a quick learner. Essentially, this job requires you to learn something and then teach it to others through a written document. Much of this kind of writing is now being done on, and for, the World Wide Web, which means you need to know how to prepare web documents using HTML.

Traditional Technical Writing consists of writing for a technical audience. For example, repair and maintenance manuals, scientific papers, programmers manuals, research reports, technical specifications, and so forth. To do this type of writing you usually have to have a technical background in the field, know the audience and what they need, and be familiar with the technical jargon. A college degree or equivalent in the technical field is almost always required.

Technology Marketing (AKA Marcom) consists of writing sales, promotional, and corporate communications materials for hi-tech companies and services. For example, marketing materials, specification sheets, brochures, newsletters, reports, and so on for companies in the computer, electronics, biotech, aerospace, and similar fields. For this type of writing, you need only have as much technical background as the audience you are writing for. A background in sales or advertising may be helpful but is not essential.

In addition to high-tech companies, most banks, insurance companies, and other large businesses have their own computer departments, and those departments also need writers to prepare the manuals and instructions that company employees use. Many corporations are now hiring writers for non-computer related documents, plans, procedures, guides, and so forth. Non-profit and educational institutions are also starting to use professional writers for research and environmental reports, grant proposals, reports, and similar materials.

Technical Writing Wages

Entry-level technical writing jobs pay from about $22,000-$36,000 per year depending on various factors. The median salary for an entry-level technical writing job in the computer industry in 1997 was around $32,000. Entry level jobs for non-profits pay much less, and sometimes nothing at all. Experienced writers in the computer industry can go as high $75,000 or even higher if they have a strong technical background, while the median income for all technical writers in all fields was around $45,000 in 1997. Women make up more than half of all technical writers.

Some experienced technical writers work as freelance contractors, moving from company to company and project to project. Contractors usually earn from $35-$75/hour depending on where they are, the type of industry, their experience, and so forth. Freelancers who use agencies or brokers to find work usually earn from $25-$50/hour. (A few freelancers earn $80-$100,000 a year, some earn almost nothing, and most pull in $35-$60,000 in a typical year.) It is difficult to find work as a freelance contractor until you have built up a portfolio, so most people take staff jobs to begin with.

Education

At a minimum, an aspiring technical writer should attend one or more seminars to learn more about the industry, take one or more tech-writing courses, and a course in desktop publishing. There are also many books available on how to do technical writing (though most working technical writers have never read any of them). Then prepare one or more writing samples appropriate to the type of job you are interested in. If you are still in university, perhaps as a liberal arts major, and thinking about how you're going to earn a living after you graduate, technical writing is something you might want to consider.

In recent years, some Bay Area entry level jobs have begun to require a degree or certificate in technical writing. (Certificate programs require fewer classes than degree programs.) In the Bay Area the following schools offer certificate and/or degree programs in technical writing: City College San Francisco, San Francisco State University, DeAnza College, San Jose State University, U.C. Berkeley Extension, and possibly others.

When choosing a course or seminar, the recent background of the instructor is far more important than the title or description of the course. For example even an introductory course taught by someone whose experience is writing military specifications for the defense industry is going to be of little use to anyone seeking work in the end-user, technology-education, computer- industry market.

Your First Job

As in any field, the hardest step is landing your first job. Most managers hiring an entry-level technical writer look for the following:

Writing ability. This means the ability to write clearly in standard American English about a technical or semi- technical subject. In other words, the ability to explain something to a typical reader. Beautiful, eloquent, and erudite prose is no advantage here. Managers are not impressed by sonnets, chapters of novels, Hemingway-like journalism, or the kind of facility with language that thrills and delights academics and literary critics.

The manager doing the hiring will want to see one (or more) pieces of technical writing that you have done. A good way to get a portfolio piece is to volunteer to write a short manual for some non-profit agency or political organization that needs written instructions for their volunteers. Other sources are tech-writing classes or seminars, small start-up companies, or your fertile imagination.

Know the Tools. Knowledge and experience using one or more computer word-processors and Desktop Publishing (DTP) system is essential. The most commonly used tools are FrameMaker and Microsoft-Word (WordPerfect, Interleaf, Ventura Publishers, Quark, and PageMaker are less popular but still in some use). HTML is fast becoming a standard requirement and should now be considered essential. A big plus in finding a job is knowledge of newer tools such as RoboHelp, SGML, and Java. You don't necessarily have to be an expert in these tools (though it helps). If you can sit down in front of a strange computer, turn it on, get the program up on the screen and do something with it (preferably with confidant panache), they will assume you know enough to get started.

 

Tools to Know

Essential	Recommended
Microsoft Word	HTML
Adobe FrameMaker	RoboHelp
	SGML
	Java, JavaScript

 



The wrong tools can hold up an entire project!

Technical Background. Managers are always seeking writers with technical backgrounds. The more technical knowledge you have, the easier it is to find a job and the more you will get paid. Programming knowledge, electronics, engineering, computer science, and so forth are all big pluses. But don't let lack of technical background scare you off; there are many jobs that don't require it. And very often managers can't find someone who meets their technical criteria, so they have to hire a quick learner like you. So don't be intimidated.

E-mail & Internet. Knowledge of e-mail and use of the Internet (World Wide Web) is now a necessity. Before looking for a tech writing job, get yourself online with an e-mail address and learn how to find things on the web. Few professionals use CompuServe or America Online for their e-mail, and many managers assume anyone who does is an amateur. Get your e-mail from some other provider. Put your e-mail address, and your personal web site URL if you have one, on your résumé.

Comfort with jargon. The more familiar you are with the buzzwords and lingo related to what the company makes or does the better. You don't have to understand all of it, just some of it. The main point is not to show panic when confronted with terms you don't know.

People skills. The ability to work well with engineers and programmers is essential. This means being able to establish a relationship with them so that they'll give you the information you need, answer your questions, and review your documents for accuracy.

Can-do attitude. More than anything else, what managers are looking for is someone who will go out and get the job done, on time, with the minimum of questions and bother to the manager. What they want is a bright, eager, cooperative, can-do attitude.

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