Technical Writing in Learning and Development: Creating Effective Training Materials

If you are an instructional designer or training manager looking for tools and techniques for creating clear, concise written communication, this article is for you. 

The short answer is to learn best practices in technical writing. The long answer? Keep reading. ?

This article is all about technical writing in learning and development.

Let’s get real.

Technical writers everywhere are grimacing at the output of AI-developed content. AI is a great tool for getting past the brainstorming phase and helping with ideas, but it hasn’t mastered creating clear and concise learning content…yet.

So, what is technical writing, and what is its role in learning and development?

Technical writing bridges the gap between complex technical information and the learners who need to understand it. 

In learning and development, technical writers work closely with instructional designers, project managers, learning experience designers (LXDs), and subject matter experts (SMEs) to develop clear, concise, and actionable adult learning materials.

If you’re in the learning and development space, understanding the role of technical communication best practices can elevate your training content. 

The Role of Technical Writing in Learning and Development

Technical writers bridge communication gaps with documentation.

In learning and development, technical writers act as translators. They take complex technical concepts and turn them into materials that are easy for different audiences to understand. 

Think user manuals, online help systems, white papers…technical documentation is key to ensuring learners grasp difficult concepts.

A technical writer may start with reference material provided by SMEs and reformat it into user guides or knowledge bases. This process requires a clear understanding of the target audience and a knack for visual communication and document design.

These same technical writing best practices can be used to create effective learning materials.

Technical writing skills go beyond creating documents. They’re also essential for designing effective training content. 

Similar to how a software documentation technical writer creates documentation with the end-user in mind, a learning and development technical writer ensures the materials meet learning objectives. Technical writing skills are used to outline course content and craft knowledge checks, ensuring conciseness and clarity.

One of the best practices in technical communication is tailoring content to meet the needs of the intended audience. In this capacity, a technical writer often steps into the role of an instructional designer. 

The tech writer combines instructional design principles with technical writing best practices to create engaging, easy-to-understand training content. This dual role highlights the value a technical writer brings to any learning and development project.

Key Skills for Technical Writers in Learning and Development

Every instructional designer should have some core technical writing skills.

I believe this wholeheartedly! Because at the heart of technical writing is a strong command of the written word. 

But that’s just the beginning. 

Technical communicators are also experts in technical editing, information design, document design, and usability. These skills help you create training and assessments that resonate with learners and achieve learning outcomes.

How can instructional designers gain technical writing skills?

Formal training, like graduate school or certification programs, can help gain technical writing expertise. Courses in technical communication, user experience (UX) writing, business writing, technical editing, and information design can help instructional designers master new skills and adapt to emerging trends. 

Check out Coursera, Udemy, or your local college for tech writing certification programs.

What tools do technical writers use in instructional design?

Content Development

• Other than “old-school” Microsoft Word (haha!), I often use Google Docs to create templates because of the ease of collaboration with my team.  
• PowerPoint is a powerful content development tool, especially for mocking up storyboards and other visuals, like diagrams and infographics.
• I like to use AI tools for idea generation and editing assistance. Grammarly is one AI tool that helps me reduce the cognitive load.

Project Management

• I use the Harvest time tracking app to stay productive and track my time throughout the day and week.
• Gantt charts and Kanban boards help me to visualize my workflow.

Other Software

• WordPress: Content management system
• Piktochart: One-pagers, flyers, and infographics
• Canva: Stock images and social media assets
• Articulate Storyline and Rise: eLearning materials

Best Practices for Technical Writing in Learning Design

How can instructional designers craft effective technical documents?

Creating effective technical documents requires a balance of curiosity and communication skills. One must be curious enough to ask the right SME questions and communicate that message to the learner.

A best practice is to always keep in mind the target audience’s needs and the course outcomes. For instance, if the audience includes novice skilled tradesmen, the content might focus on specific tasks, such as troubleshooting. 

Quality assurance is another key factor. It is so very important to ensure documents are error-free and aligned with learning objectives. Strong writing skills and attention to detail go a long way in achieving this.

Collaboration with SMEs and stakeholders is key to success.

Collaboration is at the core of technical writing in learning and development. Instructional designers often collaborate with stakeholders to ensure that course content aligns with business goals. 

They may also interact with project managers and subject matter experts (SMEs) to gather the necessary information for training materials. A project manager might provide input on deadlines and resources, while a subject matter expert (SME) might supply technical field details. 

By working together, these stakeholders ensure the training content is accurate, engaging, on budget, and on time. 

Always be sure to manage time and resources.

Like technical writers, instructional designers often juggle multiple assignments, from creating online courses to updating course content. Practical skills, such as organizing tasks and meeting deadlines, help stay on track.

One thing I’ve learned is that communicating early and often prevents rework and overdesign.

Another effective way to manage time is to reuse content whenever possible. For example, a knowledge base article can be repurposed into a training manual, job aid, or quick reference guide. This approach not only saves time, but it also ensures consistency across materials.

Career Insights for Technical Writers in Learning and Development

What are the career prospects for technical writers in instructional design?

Technical writing in the learning and development field offers a range of career opportunities. The field is full of possibilities, from freelance technical writers to in-house documentation writers or instructional designers. 

Many professionals start with a technical writing degree or certificate program and gain practical experience through internships or junior roles. My introduction to the field started as a part-time remote job, which I started at the beginning of my graduate technical writing program.

As you gain expertise, you can move into specialized positions, such as 

• Senior technical writers
• Senior instructional designers
• Learning solutions architects
• Learning specialists
• Project managers

These specialized roles often involve overseeing training materials, managing technical writing assignments, and mentoring junior writers and designers.

Here are some tips for technical writers transitioning into the learning and development field.

If you’re considering a career in technical writing, prior experience here are some tips for you.

1. Understand Instructional Design Principles

• Begin by learning the fundamentals of instructional design, which form the foundation for creating effective training materials.
• Familiarize yourself with models like ADDIE (Analysis, Design, Development, Implementation, and Evaluation) and Bloom’s Taxonomy.
• Learn how to align learning objectives with audience needs, a skill that translates well from writing clear documentation.

2. Build on Your Existing Skills

• Leverage your expertise in simplifying complex information. This skill is invaluable when designing training content for diverse audiences.
• Highlight your ability to adapt writing for different audiences, which directly applies to creating learner-focused materials.
• Emphasize your proficiency in tools, such as Microsoft Word, content management systems, and visual communication platforms, as they are widely used in Learning and Development (L&D).

3. Get Familiar with eLearning Tools

• Learn to use popular eLearning development tools such as Articulate Storyline, Adobe Captivate, or Camtasia.
• Experiment with creating interactive content, such as quizzes, simulations, and knowledge checks, to engage learners.
• Explore Learning Management Systems (LMS) like Moodle or TalentLMS to understand how training content is delivered and tracked.

4. Expand Your Knowledge of Adult Learning Theories

• Study adult learning theories, such as andragogy, which focuses on self-directed learning and practical application.
• Understand concepts such as active participation and experiential learning, which are essential for creating effective training experiences for adult learners.

5. Gain Practical Experience in L&D

• Volunteer to create training materials or lead workshops in your current role, which provides hands-on experience and helps build your portfolio.
• Collaborate with instructional designers or trainers at your organization to understand their workflows and how you can contribute.
• Take on projects that involve creating user guides, knowledge bases, or online help systems with a primary focus on training.

6. Pursue Relevant Certifications

• Consider earning certifications that bridge the gap between technical writing and learning and development (L&D).
• Certifications enhance your credibility, help with networking, and expose you to best practices in instructional design.

7. Develop Soft Skills for L&D

• Strengthen your communication skills, as L&D roles often require collaboration with subject matter experts (SMEs), trainers, and stakeholders.
• Also, strengthen design communication skills! I highly recommend the book Articulating Design Decisions by Tom Greever.
• Work on project management skills to handle the end-to-end development of training programs, from planning to evaluation.
• Cultivate a learner-first mindset, focusing on engagement and retention.

8. Create a Portfolio

• Develop a portfolio showcasing your work related to learning and development. 

9. Network with L&D Professionals

• Join industry groups and attend events focused on learning and development, such as ATD or eLearning Guild.
• Connect with L&D professionals on LinkedIn to learn about opportunities and trends in the field.
• Participate in webinars, workshops, or online forums to stay updated and gain insights into transitioning into the field.

Industry Demand and Future Employment Trends

The demand for technical writing skills in learning and development is higher than ever. With the rise of online courses and eLearning platforms, companies are seeking professionals who can create high-quality training content. These trends emphasize the need for instructional designers with technical writing skills who offer innovative approaches to meet the evolving demands of learning and development.

Some of the emerging and in-demand trends include the following:

1. The use of instructional videos is on the rise, and instructional designers are often tasked with writing scripts, creating storyboards, and collaborating with multimedia teams to ensure the content is clear and engaging.
2. The demand for interactive learning experiences is growing, from clickable simulations to virtual reality (VR) training modules. Instructional designers contribute by designing content that guides learners through these hands-on activities.
3. Short, focused training sessions are gaining traction as organizations aim to provide just-in-time learning. Instructional designers must condense complex information into bite-sized, actionable insights while retaining accuracy and depth.
4. As organizations expand globally, technical writers are increasingly involved in creating culturally relevant and accessible content for all learners, including those with disabilities, by adhering to localization and accessibility standards.
5. Metrics and analytics evaluate the effectiveness of training programs. Instructional designers must refine content based on learner feedback and performance data.

This article was all about technical writing in learning and development.

Technical writing is an essential part of learning and development. It ensures that training materials are accurate, engaging, and easy to understand. 

If you want to enhance your team’s learning materials or explore a career in technical writing, do it! The demand for skilled technical communicators is growing, and the opportunities are endless. 

Questions? Let’s chat!