Technical writing is the unsung hero of the tech world. Whether setting up a new device, reading through product documentation, or following a troubleshooting guide, technical writing is at the heart of these tasks. It’s not about impressing readers with complicated terms but ensuring they understand something quickly and without frustration.
After taking a course on technical writing, I learned that its goal is to simplify the complex. There are two important writing styles: conceptual and procedural. Both play a key role in effective communication, and it's important to know when and how to use each. In this article, I'll break down these terms and explain how they apply in real-world scenarios.
Conceptual Writing: Explaining the "What" and "Why"
Conceptual writing is about giving the reader a strong foundation of understanding. It’s like introducing them to a topic before jumping into specifics. You answer questions like: What is this? Why does it matter? How does it fit into the bigger picture?
Why It's Important
Imagine you're writing about cloud storage. Before you start explaining how to use it, your audience needs to know what cloud storage is. Many people are unfamiliar with technical concepts and might get lost without a solid explanation. Conceptual writing eases them in, giving them the basic understanding they need to follow along with more detailed instructions later.
Conceptual writing also helps to set expectations. For example, if someone is reading a guide on how to secure their cloud data, they’ll need to understand why security is important in the first place. Once they grasp the concept, they’ll be more prepared to follow the steps.
Examples:
What is Cloud Computing? You could explain that cloud computing refers to using remote servers hosted on the internet to store, manage, and process data, instead of local servers or personal computers.
Why is Cloud Security Important? You would provide reasons, such as the risks involved with unprotected data and the potential for hacking, to show why security should be a priority for businesses.
How Does AI Work in Everyday Devices? You might describe how AI powers virtual assistants like Siri and Alexa, giving users a clearer picture of their presence in their daily lives.
In conceptual writing, your goal is not to give instructions but to help the reader understand the "what" and "why" behind the subject matter. Think of it like giving someone the backstory before teaching them the process.
Procedural Writing: Guiding the "How"
Once the reader has a good grasp of the concepts, they are ready for procedural writing. This is where you walk them through the "how" part: the practical, actionable steps they need to follow to complete a task.
Why It's Important
Procedural writing is essentially about giving directions. If you’ve ever assembled furniture using a step-by-step manual or followed an online recipe, you’ve experienced procedural writing firsthand. It is the blueprint for getting things done, guiding the reader through a process with clear, concise steps.
For example, after explaining what cloud storage is in a conceptual section, you might need to guide your readers through setting up their cloud storage accounts. This is where procedural writing comes into play—breaking it down into easy-to-follow steps.
Examples of Procedural Writing in Action:
How to Set Up a Cloud Storage Account: You’d lay out each step clearly:
Go to the cloud provider’s website.
Click on “Create Account.”
Enter your personal information.
Choose a storage plan.
Verify your email address to complete the setup.
How to Encrypt Data for Security:
Open your cloud storage account.
Navigate to the “Settings” menu.
Choose the “Encryption” option.
Select the files you want to encrypt.
Confirm your choice to enable encryption.
Tips for Writing Effective Procedures:
Be Direct and Clear: Use simple language and avoid unnecessary words. Each step should be short and focused.
Use Bullet Points or Numbered Lists: This helps the reader follow along without missing a step.
Provide Visuals if Necessary: Sometimes screenshots or diagrams can make the process easier to understand.
Test Your Instructions: Follow the steps yourself or have someone else test them. This helps you catch anything unclear or missing.
Combining Conceptual and Procedural Writing
A good technical writer knows how to balance both styles depending on the reader’s needs. Think of conceptual writing as giving context and background, and procedural writing as the roadmap to follow.
For instance, if you're explaining how to use a new email tool:
Conceptual: First, you explain what the email tool does, how it helps users manage their inbox, and why it's useful.
Procedural: Then, you walk through the process of setting it up, step by step.
In some cases, the reader might already be familiar with the concept, so you can dive straight into procedural instructions. In other cases, they might need more background before they feel confident enough to follow along.
Writing for Different Audiences
Your audience's level of expertise plays a huge role in how you balance conceptual and procedural writing. If you're writing for beginners, you’ll likely include more conceptual explanations to help them understand the basics. On the other hand, if your readers are experts, they may only need the procedural steps without a detailed explanation of the concepts they already know.
Example:
Beginners: A guide for new users might start with an explanation of “What is the cloud?” before providing instructions on how to upload files to it.
Experts: For more experienced readers, you might skip the introduction and dive straight into the steps for optimizing cloud storage or advanced settings.
My Key Takeaways on Technical Writing
After taking the course, I’ve realized that technical writing is a mix of empathy and clarity. It's not enough to just know the topic—you have to know your audience and anticipate their questions, struggles, and needs. Here are some final tips that I’ve found helpful:
Avoid Jargon: If the reader has to stop to look up words, you've lost them.
Stay Clear and Concise: Don’t use five words when one will do.
Think Like the Reader: What would you want to know if you were reading this for the first time?
Edit Ruthlessly: Cut anything that isn’t necessary to understand the task.
Conclusion
In conclusion, technical writing is about guiding your reader step-by-step, whether you’re explaining an idea or providing instructions. It’s like having a conversation—clear, straightforward, and helpful.
Whether you're a beginner or an experienced writer, mastering both conceptual and procedural writing will make your content more effective and accessible to anyone who reads it.