Businesses in the innovation-centric world as the case is right now face a common challenge, i.e. creating high quality technical documentation that is clear and user-friendly. Some examples include user manuals, software guides, and white papers. What they all have in common is that writing these materials requires a specific skill set. We also haven’t gotten into the fact that ample time and resources are needed – which more often than not may already be stretched thin. Outsourcing technical writing then comes into play.
The decision to do this can save you time, money, and headaches. This post showcases just how outsourcing technical writing is a gem of a concept and how to get started with it immediately.
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Access to Specialized Expertise
Technical writing entails a deep expertise of a product audience, and industry-laden language. Professional technical writers are trained and have perfected the art of translating complex concepts into content that is easily understood without having to scratch your head or look up things in the old Oxford dictionary.
Outsourcing eliminates the need of spending months searching for and training an in-house writer. Several of the outsourced writers already have experience in the industry which is a win-win situation for everyone involved.
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Cost-Effectiveness
Let’s be honest – you want to cut down the costs that come with hiring and maintaining an in-house technical writer. The costs add up quickly as there undoubtedly are many components to consider. Things like salaries, benefits, software tools, and training cannot be undermined. Outsourcing allows you to pay for exactly what you want, whether that’s a single project or ongoing support.
Ponder this: Why keep a full-time writer on payroll when documentations are needed just a few times a year. It just makes sense when you look at the larger picture and put things into perspective. Outsourcing assures you absolute control and flexibility, things that everyone is chasing in the industry.
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Faster Turnaround Times
Delaying the all-important aspect of technical documentation can and will slow down your product launches and user onboarding. An in-house team will be juggling multiple responsibilities and some things might just get left on the cutting room floor. Experience freelance or agency-based technical writers has two advantages that overshadows anything else, i.e., efficiency in writing and delivering drafts in a fraction of time it might take the in-house team.
In other words, outsourcing means no distractions and no delays.
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Improved Focus on Core Business
Your team likely has their hands full already. Adding yet another pile of documentation to their plate can distract them for their priority responsibilities. When you make the decision to outsource, your internal resources get more room to breathe and focus on what they do best – developing products, serving the needs of consumers, and growing the business altogether.
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Scalability and Flexibility
Need a 200-page manual at short notice and only a quick troubleshooting guide next month? These requirements are basically at the end of the spectrum and outsourcing helps them come together. One of the biggest advantages of outsourcing is the sheer scalability. Scale up or down, or as needed – there’s virtually no commitment when you are outsourcing technical writing work.
How to get started with Outsourcing Technical Writing
Outsourcing technical writing can be a little bit like crossing new frontiers, but it doesn’t have to be. Here’s a step-by-step guide to help you get started:
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Define your Needs
Figure out all the information before you set your eyes on calling writers who’d be interested in working with you. It’s a good idea to ask yourself these questions:
- i) What documents should I create? (should it be user documentation, API documentation, training documentation, etc.)
- ii) Who is the User? (Developers, end users, internal employee, etc.
- (iii) What is the size of the project? (number of words, number of documents)
- (iv) What’s the deadline?
Being knowledgeable on the requirements you need for your project will assist you in choosing the right writer for the job and get all the bang for your buck.
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Selecting the Right Outsourcing Model
Outsourcing technical writing typically falls into two categories: freelancers and agencies.
Freelancers: Ideally suited for small scale work or when the team requires the services of a particular set of professionals. Freelancers are usually cheaper, but if you hire them, you will need to micromanage their work.
Agencies: It is most suitable for big or continuous projects. Agencies offer a team of writers and editors to complete the work and it saves time as well as quality stays uniform. They may be more expensive, but on the upside you do get project management.
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Look for Experienced Writers
When evaluating writers, look for:
Industry Expertise: The writers who have chosen your field of specialization will not take long to get used to the writing services required.
Technical Skills: Some of you may need writers who are able to use specific programs such as MadCap Flare, Adobe FrameMaker, Markdown and others.
Don’t only concentrate on writing skills. Technical writing also requires one to be efficient in research, arranging and categorizing of information.
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Communicate Clearly
Polish is the key to successful outsourcing. Explain all necessary information and send any relevant material you would like. It could include specifications for the products, any current manuals, or specific stylesheets.
Set expectations early about:
- Deliverables
- Deadlines
- Preferred tone and style
- Formatting requirements
The more information you give beforehand, the easier things will go.
Conclusion
Outsourcing technical writing is a wise decision for any organization that is interested in avoiding extra work. It allows you to present the best materials that will be interesting for the audience and meet your business objectives.
To get started, all one has to do is identify the requirements and select the appropriate provider. If you can take the time to plan and coordinate, outsourcing technical writing can easily be one of the best things you can do for your business. Outsource your technical writings today and see it go from the boring process that takes a lot of your time to an outright business advantage.
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