Writing a Technical Description: Best Practices

Clear communication is essential for both developers and end-users. The absence of clear technical descriptions can lead to significant challenges. For example, when a company adopts a cloud storage platform without providing a detailed guide on uploading, sharing, and managing files, employees may encounter confusion, reduced productivity, and even data loss while navigating the system.

Technical descriptions are essential resources that bridge the gap between complex technology and user understanding, helping users make the most of available tools. This article examines the importance of technical descriptions in documentation, defining their purpose, key features, and numerous benefits.

Technical Description – Definition

A technical description is a document or section of documentation that outlines the characteristics, functionalities, and operational aspects of a product, system, or process. Its primary purpose is to present clear, concise, and organized information that helps users understand how to effectively use or interact with the technology. Technical descriptions typically include definitions, specifications, and usage instructions and may incorporate diagrams, screenshots, or flowcharts to clarify key points.

One can find a practical example of a technical description in a smartphone user guide. When consumers purchase a new smartphone, they often rely on the technical description provided in the guide. This description delivers essential information about:

• Specifications. Details such as the processor type, RAM and storage capacity, camera resolution and capabilities, and expected battery life.
• Setup Instructions. Step-by-step guidance on powering on the device, setting up an account, and configuring settings.
• Feature Descriptions. Clear explanations of functionalities like facial recognition, app management, and connectivity options, often supported by visual aids.
• Troubleshooting Tips. Common issues and their solutions to enable users to resolve problems independently.

Without a comprehensive technical description, users may struggle to navigate features or set up the smartphone properly, leading to frustration and limited utilization of the device’s capabilities. A well-crafted technical description ensures that users can unlock the full potential of the technology while minimizing misunderstandings and errors.

A technical description may be an individual document or a part of some other document. It can consist of only a couple of sentences or be several pages long.

Technical description is a type of technical documentation that helps readers understand the product or object described, its features, functions, parts, size, shape, design, how it works, and many other characteristics.

As today everything has gone online, including technical documentation, a technical description may contain very nice-looking and helpful visual elements: infographics, pictures, interactive elements, and even videos. Some of them may contain sound recordings to demonstrate particular sounds that simply cannot be described other way. All that makes information very efficient and straightforward.

Why Write a Technical Description?

A technical description is a document that gives the audience a clear understanding of a product, service, or mechanism. Based on that knowledge, customers see what they deal with and get an idea of how to use it.

No matter who your target audience is – experts or non-experts; they all are looking for relevant and clear information. If your technical description meets their needs, you’ve done a great job!

Types of Technical Descriptions

Technical descriptions, depending on their purpose, audience, and the nature of the technology described, can be divided into several types. Some common types of technical descriptions include the following:

• Product descriptions provide detailed information about a single product, mainly describing its features, specifications, and related benefits. They are typically found in user manuals, brochures, and online product listings. The goal is to educate prospective customers and users about the product’s offerings and how it meets their needs.
• Process descriptions outline the steps or procedures involved in completing a task or operation. Process descriptions are widely used in manufacturing, software development, and project management industries. They may include flowcharts or diagrams to illustrate the workflow and help users understand the sequence of actions required.
• System descriptions describe the architecture, components, and interactions within a system. System descriptions are essential in fields like information technology and engineering, where understanding the interrelation of different elements is critical. They often include technical diagrams, specifications, and sometimes explanations of functionality.
• Installation guides provide step-by-step instructions for installing hardware or software. Installation guides are crucial for complex systems, ensuring that users can set up the technology correctly and efficiently. They may include prerequisites, required tools, and troubleshooting tips for common installation issues.
• User manuals – are comprehensive documents that explain how to operate and maintain a product. A typical user manual includes directions on setup, features, troubleshooting, and safety precautions. They are designed to help users maximize the functionality of the product while minimizing errors.
• Technical specifications detail the characteristics and performance metrics of a product or system. Technical specifications are often used by engineers and developers to ensure products meet required standards and perform as expected. They may include data sheets, compliance information, and test results.
• Troubleshooting guides help users identify and resolve common issues related to a product or system. Troubleshooting guides typically provide a list of symptoms, potential causes, and step-by-step solutions, enabling users to fix problems without needing professional assistance.

Each type of technical description serves a different purpose and is designed to meet the needs of its specific audience, ensuring that users can understand and use the technology effectively.

Writing a Technical Description – Tips

Each technical writer wonders how to create an efficient but enjoyable technical description. That’s always challenging, and there is no universal instruction. But here is a list of things you should keep in mind to produce nice technical descriptions:

Keep Purpose in Mind

Always keep in mind the purpose of your technical description. It affects the way you write: the terms you choose, the length of your sentences, how you divide information into blocks, logical connections between sections, and many other things. You may even specify the purpose right at the beginning of your technical description to let customers clearly see what information they will find.

Demonstrate Your Expertise

If you want your audience to treat you like a real expert, it is definitely the worst option to use excessive terminology. Everyone can boast about using complicated words. But does that help customers understand the core of information? – Not really. Show your audience that you perfectly know your product, its modifications and versions, how it works, all its peculiarities – that’s the best way to gain authority. Use plain language to describe all that. Your audience will like it as no one wants to strive to understand what was meant. Customers appreciate when complicated information has already been processed and analyzed, and they see the final result – simple and comprehensive output with no excessive terms. On top of that, if you want to improve the searchability of online technical documentation, it is better to refrain from using too complicated language. It should be as close as possible to search queries.

Use a Plan

Technical descriptions can be diverse: they describe different objects, serve different purposes, are created for different industries with different standards. But there is a general plan that you should keep in mind to create a comprehensive technical description:

• What is the object?
• What are its functions?
• What does the object look like?
• What does the object consist of?
• A brief conclusion or summary.

You can easily modify the above-mentioned plan according to your needs and purposes.

Think About Design

The well-thought-out design doesn’t only beautify technical descriptions but also contributes to the message of the document and its readability. Some parts of content can be hidden to let your online document “breathe.” For example, your document may contain some very technical details like stats, specs, etc. You can use pull-out elements to show them. Some readers will be interested in these details, while others will not.

Here is what these elements look like:

If you don’t know how to do that, here is a piece of code:

<details style="padding: 6px 12px; border: 2px solid #00b353; border-radius: 4px;"><summary>Examples</summary>Your text</details>

In case you don’t want to place Examples (or any other text) in a box, you can use this piece of code:

 <details><summary>Examples</summary>Your text</details>

Here is what it will look like:

Another way to structure information visually is to use a list. It makes the information easily scannable and gives a clear visual division into the body of the text and more detailed information. Here is what a list looks like:

And that’s how you can create it:

<ul><li>Screencasting tools</li><li>Video tools</li><li>Diagramming tools</li><li>Wireframing tools</li><li>etc.</li></ul>

One more method can help you write short and informative documents, which is a great solution when creating technical descriptions – using note boxes. Read about how to create them in this post – Create Note Boxes in Online Documentation with HTML and CSS.

And, if you want to insert a video, that’s how you can do it:

<video width="700px" controls=""><source src="/resources/Storage/video/sample-video.mp4" type="video/mp4"></video>

In case you want to track statistics and you have a YouTube Channel, you can do the following: upload your video to YouTube and simply generate the embed code to insert it in your technical description. You’ll kill two birds with one stone: you’ll be able to track your video’s stats, and the video will be available even for those users who don’t read your technical documentation.

Best Tools to Write a Technical Description

Choosing a tool for writing technical descriptions is not an easy task as the choice is wide. Consider your needs to make the right choice. Here is the list of questions that can guide you:

• Cloud or desktop? Today, the majority of tech writers choose cloud tech writing tools. They allow working from any place and any computer and establishing the work of remote teams.
• Should documentation be updated? As products change rapidly, technical documentation changes as well. Choose a tool that will allow you to quickly update your technical documentation. Make sure you have access to the version history
  of your docs. In case you make a mistake, you can roll it back.
• Where to host online documentation? Choose a technical writing tool that will help you solve this problem. It is great if you don’t have to bother about a server and a website for your docs and, of course, the loading time of your content.
• How to migrate technical documentation? If you already use a help authoring tool, but you are not satisfied with it, do not be afraid to change it. Make sure the new one offers an easy mechanism of migration and supports the format of docs that you use.

These and far more problems can be solved by our help authoring platform, ClickHelp. Do not hesitate to book a demo with us to learn more.

Templates of a Technical Description

Creating a technical description can be streamlined by using templates that provide a structured format for presenting information. Below are several templates that can be adapted for different types of technical descriptions:

Product Description Template

Title: [Product Name]

Introduction: Brief overview of the product and its purpose.

Specifications:

• Dimensions: [Dimensions of the product]
• Weight: [Weight of the product]
• Material: [Materials used]
• Compatibility: [Compatible devices or systems]
• Performance Metrics: [e.g., battery life, speed]

Features:

• Feature 1: [Description of feature]
• Feature 2: [Description of feature]
• Feature 3: [Description of feature]

Benefits: List of benefits the product provides to users.

Visual Aids: Include diagrams, images, or charts as necessary.Process Description Template

Title: [Process Name]

Objective: Brief statement of the process’s purpose.

Materials Needed: List of materials or tools required.

Steps:

• Step 1: [Detailed description of the first step]
• Step 2: [Detailed description of the second step]
• Step 3: [Detailed description of the third step]
• [Continue as needed]

Flowchart/Diagram: Insert a flowchart or diagram to illustrate the process.

Tips: Any additional tips or best practices.

System Description Template

Title: [System Name]

Overview: Brief description of the system and its purpose.

Architecture:

• Components: [List and describe the main components of the system]
• Interactions: [Explain how components interact with each other]

Specifications:

• Hardware Requirements: [List of required hardware]
• Software Requirements: [List of required software]

Diagram: Include a system architecture diagram.

Use Cases: Examples of how the system can be used.

Installation Guide Template

Title: [Product/Software Name] Installation Guide

Introduction: Brief overview of what will be covered in the installation guide.

Prerequisites: List of items or conditions needed before installation.

Installation Steps:

• Step 1: [Detailed description of the first installation step]
• Step 2: [Detailed description of the second installation step]
• Step 3: [Detailed description of the third installation step]
• [Continue as needed]

Post-Installation Configuration: Instructions on configuring the product after installation.

Troubleshooting: Common installation issues and solutions.

User Manual Template

Title: [Product Name] User Manual

Table of Contents: List of sections and page numbers

Introduction: Brief overview of the product and its intended use.

Setup Instructions: Step-by-step instructions for setup.

Feature Descriptions:

• Feature 1: [Description]
• Feature 2: [Description]
• Feature 3: [Description]

Maintenance and Care: Instructions on how to maintain the product.

Troubleshooting: Common issues and their solutions.

Customer Support Information: Contact details for further assistance.

Each of these templates provides a foundation for creating a comprehensive technical description tailored to the specific needs of the product, process, or system being described. By following these templates, writers can ensure that they cover all essential aspects while maintaining clarity and organization.

Examples of a Technical Description

Technical descriptions can be illustrated through various real-world applications, each tailored to meet the needs of its audience. For example, detailed descriptions of a digital camera should include all relevant information, such as sensor size, ISO range, video recording capabilities, and more. They should also provide installation guides for initial setup, feature descriptions like shooting modes and autofocus options, and troubleshooting advice to help users address common issues. Such technical descriptions are indispensable for maximizing the use of the camera.

Another example is software installation guides. These typically begin with pre-installation or system requirements that outline the necessary specifications a system must meet before installation. The guide should then clearly present a step-by-step process for downloading and installing the software on different operating systems, including post-installation configuration instructions. Troubleshooting sections addressing possible installation problems are also essential to help users quickly resolve any issues.

System descriptions, on the other hand, often detail the components of an organization’s network, such as routers, switches, and firewalls, and explain how they interact. This includes providing an overview of the network architecture, performance specifications, and a diagrammatic representation that illustrates how various parts connect and communicate. These technical descriptions are critical for IT professionals to understand the layout and functionality of the system.

In a manufacturing setting, process descriptions provide clear, step-by-step instructions for assembling a product. They begin by listing the necessary materials and tools, ensuring workers are prepared before starting the task. Each step of the assembly process is detailed, with an emphasis on best practices to follow and potential pitfalls to avoid. These descriptions are crucial for maintaining consistency, ensuring quality, and enabling workers to perform their tasks efficiently and accurately.

These examples demonstrate how technical descriptions serve as invaluable resources across various fields, guiding users to understand, operate, and troubleshoot technology effectively.

Conclusion

Creating enjoyable technical documentation is challenging but manageable. In a perfect world, you should start with choosing a tool that meets all your needs. Then comes writing. Ideally, a tech writer should know the basics of HTML and CSS to create really nice online content. It means that the set of skills for tech writers has broadened. We’ll see what other skills will be a must in a couple of years!

Good luck with your technical writing!
ClickHelp Team
Author, host and deliver documentation across platforms and devices

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