Consistent Word Use in Technical Communication
Why to Use Consistent Technical Terms in Software Doc Writing
Sep 4, 2009
In technical communication, consistency is critical. When an author of a technical document varies the word used for the same item, readers wonder why. Is a different meaning or nuance intended? If not, then this inconsistency in technical publications creates confusion.
This confusion can hinder both the end user of the technical documentation and other tech writers who update the document in the future.
Inconsistency in Technical Documents Confuses End Users
While, in creative writing, word choice can be varied for stylistic or emotional effect, in technical writing, the reader needs a concrete reason for every change. At the very least, a different word jars the end user, which halts him from completing the software task he is trying to learn by accessing computer help.
The time, however miniscule, the mind takes to process and resolve a discrepancy is time lost to the end user. For someone accessing technical docs, such as online help or other software documentation, to learn how to complete a software task at work, the well-known cliché applies: Time is money.
Technical writers need to make every effort to decrease the time spent by the end user seeking answers in software or other technical documentation. Using consistent terms is just one more tool to achieve this. When an end user accesses online help or tech support, he needs to trust that the same term is used every time.
Inconsistency in Technical Documents Makes It Harder for Future Authors Updating Content
Inconsistent word use in technical documents not only hinders end users trying to learn how to accomplish a technical task. It also makes it more difficult when future authors update the content, be the material a user guide or user manual, an online help topic, or an engineering design proposal.
If the original author leaves the company or changes job assignments, how does his or her replacement determine if different terms are intended or if the initial tech writer made a mistake? If the answer is not obvious, then valuable time may need to be spent researching the correct term.
Best Practice in Tech Writing - Maintain Consistency in All Cases
Specific word use may seem like a minor issue, and, in some cases, it may be. However, add up the time lost, and multiply it for every technical doc set in a company. Even more critical, consider the confusion resulting from a particularly technical term in the biomedical or military defense industry; in these cases, the discrepancy could affect the job security or safety of others.
Best practice in technical communication involves avoiding inconsistencies in all cases, major and minor.
Using Consistent Technical Terms Benefits Both End Users and Authors of Technical Documents
Both end users and documentation authors benefit from tech writers following a consistent style, including word use. When so much could be at stake, why risk misinterpretation in technical communication?
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