Talking Tech Writing

An Interview with Sajitha Jayaprakash

Sajitha Jayaprakash is the author of "Technical Writing" — the first book of its kind by an Indian author. Anagha Bhat-Chandratrey got an opportunity to talk to Sajitha about the book and about Sajitha's experiences as an author. The book can be bought here.

What was your aim or what inspired you to write the book?

When I joined this field 14 years ago, I did not find a single book that would answer all my questions. Though there was no dearth of books on this subject, there was a lack of good reference books, specific to the Indian audience, that could teach me the basic requirements of technical writing. These aspects are taken for granted in other countries where technical writing has been a career option for more than 3-4 decades. Most of the books I read (by foreign authors) were about processes and procedures and they did not focus on the basic requirements of the Indian reader.

I used to jot down my thoughts and ideas about the requirements. When I joined Fluent India (now ANSYS) and got involved with recruitment, I realized that though many organizations are ready to hire inexperienced writers and provide them with in-house training, it is often difficult to find someone who fits the bill. This is due to lack of understanding of the job profile and the attitude of some of the freshers toward technical writing as career. I thought it would be a good idea to put together my experience, include the questions and queries many people had, and write a book on technical writing in which a student or a fresher would find all the information they are looking for. So, I just started writing a book.

Is this your first publication?

Yes!

Who is the target audience of your book?

This book covers all the basic aspects of technical writing and so, it is a one-stop reference point for the new writers and even those who are pursuing a career in this field. This book is not restricted to technical writers. It can be used by anyone.

• Freshers who want to know about the job profile - to help them to make an appropriate decision about choosing technical writing as a career.
• Writers already in the field who want to improve their knowledge and skills - to help them understand the different aspects of the work and the job profile.
• Technical translators - so that they understand the process of documentation.
• Marketing executives - so that they get an understanding of the fundamentals of audience analysis, and of creating marketing materials and proposals.
• Managers (not related to documentation) who are responsible for recruiting technical writers and setting up a documentation team.
• Recruiting managers - to understand where documentation fits in into the organization and the skills required of a technical writer.
• Institutions conducting courses in technical writing - to use the books as a reference or text book.
• Anybody who wants to understand the basic concepts of technical writing.

Tell us what a reader can expect from the book.

The main purpose of this book is to help the readers understand:

• The definition, concepts, and purpose of technical writing.
• The skills required to become a technical writer.
• The myths and facts connected with technical writing.
• The career prospects.
• How to write technical content to meet the needs of the target audience.
• How to produce clear and concise prose.
• The process followed for creating user friendly manuals.
• The document types.
• Creating quality documentation.
• Creating resumes and attending interviews.
• Effective writing—organizing, structuring, writing, and punctuation.
  

Tell us a little bit about the actual writing experience — how hard or easy was it?

Because I wrote the book over a period of 6-7 years, it was not hard on me. I actively started looking for publishers since 2003, but no one was ready to publish a book on technical writing. Himalaya publishers were interested because they are into text book publication and hence they knew the market requirement.

How did your experience as a technical writer come into play during the actual writing – did you prescribe any particular DDLC model for yourself?

No. When I started, I was not writing a book, I was writing my experiences and generally answering questions that people asked. I thought I would later publish them as articles. When I got a go ahead from Himalaya publishers, I just had to organize the information I had and put them into a structured flow.

Tell us a little bit about the publishing process — at what stage in the writing did you approach a publisher? That's the part first-time writers find most difficult - getting a publisher to give the nod!

It is difficult for first time writers to get a suitable publisher. It is even more difficult when you write on what the publishers think is an unknown subject. In fact a couple of publishers offered me other topics to write about, but I wasn’t too keen.

Are you planning another edition, or a revision, a sequel, a prequel? ;)

Sequel? Yes. There are two:

1. Starting and Managing a Documentation Team (by Oxford Publishers)
(Expected to be released towards the end of June 2009)

The books written on this subject by non-Indian authors are very informative and useful, but when discussing the documentation management in a wider perspective, we have to consider the differences in the work culture, management policies, and recruitment processes in India, and the Western and European countries. This book has been written keeping in mind:

• The business mind set of people in India.
• The work culture that is practiced in India.
• The basic skills and experiences of the technical writers.
• Career prospects and advancement in the local market.
• Management policies including recruitment, advancement, conflict management, working from home, etc.

2. Remote Management: Specific to Documentation Team (by Himalaya Publishers) (Expected to be released early in June 2009)

This book tries to focus specifically on a number of requirements that are crucial for virtual teams that operate because of business requirements across the boundaries of time, space, and culture, without the benefits of real time and face-to-face interaction. It also tries to provide a framework of key principles that addresses some of the common challenges faced by such teams and the management who work remotely or virtually, and help them work and collaborate successfully across boundaries.

It is actually a general book that can be used by the other teams, but some of the challenges, suggestions, recommendations, and examples are specific to a documentation team.

What advice do you have for people looking for a job as a technical writer?

One of the reasons for becoming a technical writer is because you like writing and, of course, you are good at it. Unfortunately, many people come into this field, not because they are interested in technology or in writing, but because:

• They hear it pays reasonable well.
• They have heard about the demand for this special breed of people.
• They are ready to take up any job. When they don't get their dream job, they just want to settle for any job for the time being.
• They want work experience for a year or two before going for higher studies.
• Some ladies want to take up a job after a break and think this is a good option.

These are not the reasons to become a technical writer. First and foremost, try to identify if this is the right profession for you. Money is important, but in this field, interest in the job and writing abilities are extremely crucial. This can make or break your career. Darwin's Theory of the survival of the fittest applies to this scenario as well. Among all other writers, only good writers with a genuine interest in the field will survive and progress. The others will get stagnated, bored, and will be disillusioned by their choice!

Having said this, I would also like to add that not many of the existing writers have come into this profession out of choice. I personally know some writers who wanted to make a career in software development or testing. They did not get an appropriate opportunity and hence, they joined as technical writers, discovered what the job entails, and have decided that they are content and happy with their profession. But this is a very rare situation and depends on a person's attitude and basic interests (like reading and writing). So, before you make a hasty decision, sit back and think.

Lastly, what advice do you reserve for aspiring technical writers?

A good technical writer plays a significant and important role in the organization just as a good developer does. Just as an engineer is hired to design graphics, create and develop the product, perform quality assurance, and so on, you are hired to create documentation. So, you have a specific duty to perform. Whether you agree or not, technical writing is a rewarding career. Paraphrasing a section from my book, my sincere advice can be summarized as:

• Technical writing will NOT satisfy your creative craving. Technical writing very often requires you to write to in a restricted manner. You also have to follow styles and formats. It will not satisfy your creative appetite.
• Do not be lured by the money. There are only a handful of writers who see this as a dream job! The rest see it as an optional job that pays well, when they are not able to get their dreams jobs. But do not opt for technical writing just for this reason because when reality sinks in, you will be disillusioned.
• Do not focus only on documentation tools. Many wanna-be writers believe that knowing desktop publishing tools will get them a job. Instead, focus on:
  o Language, writing, and presentation of information.
  o Subject and technologies (electronics, if you want to document electronics consumer items or finance, if you want to document banking software).
• Read, read, and read. Try to read about various aspects of technical writing and understand the profile well. Apart from this, also take up reading as a hobby to improve your language. Learn to read for pleasure.
• Practice. Practice writing in a restricted manner, using the generic rules and guidelines. Refer to books and the style guides. The more you practice, the more perfect you become.
• Come out of the comfort of the cocoon. If you are basically a loner, try to become communicative and expressive with your thoughts and ideas. Strange as it may sound, this will help you a lot in your career as technical communication is about communicating. You just can't avoid it!

More than a decade ago, I chose the lesser known career options of that time and it has definitely made all the difference—I am sure many of you will agree with me!

About the Interviewer

Anagha (anagha.bhat@siemens.com) is a mechanical engineer by fate and a technical writer by choice. She is currently working at Siemens PLM Software, Pune.

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