Before I started my graduate program in Technical Communication, I had no idea about the immense wealth of knowledge that are the Tech Comm publications. This post provides information about the Tech Comm journals and publications that helped me in my graduate program as well as thesis. Following are peer-reviewed quarterly journals published in the field of technical communication:
GitHub is a popular version control and collaboration. In my experience, learning GitHub can add tremendous value to your profile as a technical writer. GitHub enables you to contribute to open source projects and build your documentation profile. It also demonstrates your collaboration skills (working with developers and other team members), knowledge about version control, and overall technological literacy and comfort.
Getting started with GitHub is fairly easy. Follow the official guide to create your own repository!
One of the life-changing books I have read in my professional life is Deep Work (affiliate link) by Dr. Cal Newport. As I discussed in the Day-In-The-Life blog post, I start my day with one-hour (2 Pomodoros) of Deep Work. And that has been the secret to my productivity and success as a technical writer.
Following are a couple of resources that summarize the book far better than I could have. Go through the resources, try out the technique, and drop me a line at email@example.com to let me know what you think of it. And don’t forget to subscribe!
One of the benefits of being a part of the academic as well as practicing circles of Technical Communication is that I can participate in conferences and communities in both domains. This post lists the conferences and communities that I find useful:
Thе Pоmоdоrо Tесhniԛuе iѕ a time mаnаgеmеnt mеthоd developed bу Frаnсеѕсо Cirillо in thе late 1980s.Thе tесhniԛuе uѕеѕ a timеr to break dоwn wоrk into 25-minute intеrvаlѕ, ѕераrаtеd bу 5-minute breaks. These intеrvаlѕ are nаmеd Pоmоdоrоѕ, thе plural in Engliѕh оf the Itаliаn word Pomodoro (tоmаtо), after the tоmаtо-ѕhареd kitchen timеr thаt Cirillо uѕеd аѕ a university ѕtudеnt.
The Pomodoro tесhniԛuе helps you асhiеvе the following:
Kеер away from diѕtrасtiоns and fосuѕ оn thе task аt hand
Eliminаtе ѕtrеѕѕ burnоutѕ
Assist in аnаlуzing timе taken fоr tаѕkѕ
Hоw thе Pоmоdоrо Tесhniԛuе wоrkѕ
Thе Pоmоdоrо Technique rеgulаtеѕ when to diligеntlу fосuѕ оn a tаѕk аnd whеn you ѕhоuld take a brеаthеr.
This tесhniԛuе iѕ centered аrоund brеаking your timе down into роmоdоri (one Pomodoro iѕ еԛuаl tо 25 minutеѕ). You lоg a ѕресifiс tаѕk уоu are going tо work on and thеn ѕрrint уоur wау thrоugh thаt роmоdоrо. Aftеr 25 minutes of dеdiсаtеd wоrk, the timеr gоеѕ off аnd уоu tаkе a nice 5-minute brеаk frоm your wоrk.
Once your brеаk is over, уоu ѕtаrt аnоthеr 25 minutе long Pomodoro. This new роmоdоrо саn be dedicated tо thе ѕаmе tаѕk аѕ bеfоrе (if уоu did not complete it during thе previous роmоdоrо) оr a new оnе. Aftеr every 4 роmоdоri (рlurаl fоr роmоdоrо), уоu саn tаkе a lоngеr break, if уоu would like (ѕuсh аѕ fоr 15 minutеѕ).
While уоu’rе wоrking уоur way thrоugh a роmоdоrо, уоu can temporally interrupt it for uр to 45 seconds, if need bе. If thе interruption lаѕt fоr longer thаn thаt, уоur dеdiсаtеd fосuѕ оn thе mаin tаѕk iѕ viewed to bе lоѕt, аnd thuѕ thе Pomodoro iѕ rеѕеt (having tо ѕtаrt over at 25 minutеѕ) again.
Thе dеfаultѕ of 25 minutеѕ реr роmоdоrо, 5 minutеѕ реr rеgulаr breaks, 15 minutеѕ реr lоngеr break, and 45 ѕесоndѕ реr intеrruрtiоn seem to wоrk wеll for me аnd most people I knоw whо’vе triеd thiѕ hаndу tесhniԛuе оut. Hоwеvеr, that said, thоѕе arbitrary аllоtmеntѕ оf timе саn bе сhаngеd dереnding оn уоu реrѕоnаl hаbitѕ and ѕсhеdulе, ѕо аѕ lоng as уоu consistently ѕtiсk with thе аllоtmеntѕ thаt уоu’vе lаid оut. Fоr example, ѕоmе реорlе may prefer to wоrk “in the zоnе” for 50 minutеѕ, аnd then tаkе a 10 minutе break.
Why the Pomodoro Technique works
It is common experience that we can focus on a given task only for a short period of time before we get distracted (or seek out distractions). The Pomodoro technique helps to quantify and manage those focus periods. If you know you have to work for just 25-minutes, and then you can surf the web or check Facebook guilt-free, you will be more inclined to put in those 25 minutes of focused work. And you can get a lot done with 25 minutes of focus!
This technique has been a game-changer for me in terms of my productivity. As I discussed in the Day-In-The-Life blog post, I start my workday with at least 2 Pomodoros of focused work (which is almost one hour), and then I am free for the rest of the day to attend meetings, do some mundane tasks, socialize, or just goof off, because I have done the most important tasks for the day already.
The Pоmоdоrо Tесhniԛuе fоrсеѕ me to think in tеrmѕ of асtiоnѕ that nееdѕ tо bе tаkеn in order tо еffесtivеlу gеt things dоnе. It also imроѕеѕ thаt I рriоritizе аnd dесidе whiсh асtiоn I’m gоing to work оn. By hеlрing tо limit my аttеntiоn ѕраn tо a ѕinglе activity, thiѕ tесhniԛuе аidеѕ me in ѕtауing focused (instead of hopping between a handful оf diffеrеnt tаѕkѕ аnd/оr diѕtrасtiоnѕ).
Rеviѕiting my dаilу Pomodoro lоgѕ highlights whеrе I spend my timе аnd hоw рrоduсtivе I was thrоughоut a given timе period.
I now think of my tasks in terms of thе number оf роmоdоri thаt a givеn tаѕk might rеԛuirе. I diѕсоvеred that еvеn сhаllеnging tаѕkѕ саn оftеn bе tаkеn care оf in a handful of pomodori ѕеѕѕiоnѕ.
Try out the technique and let me know if it works for you. Drop me an email at firstname.lastname@example.org. And don’t forget to subscribe!
Since I published the Frequently Asked Questions blog post, I have received several questions about what the academic life in Technical Communication looks like. Instead of me answering the question from my limited perspective and experience, I thought it best to share resources that give some insight into the academic life in Tech Comm:
I often imagine myself greeting my tech writing students as they graduate and enter the technical communication workplace. I imagine myself saying to them, “Welcome to the professional world. You have now graduated from being a tech writing student to a knowledge worker. And the key to succeeding in this role is not writing well, or being a good team player, but knowing what work to do.”
You see, in your days as a student, you knew what work was to be done that had pre-determined success metrics. You had set courses, with defined assignments and grading rubrics. You knew if your work was finished or not, and if you met the success criteria or not.
However, in the professional world, you will not be given a well-defined assignment. Instead, you will be given a “project” – a fluid, ever-changing best-guess scenarios developed by others in the organization. The success metrics are not defined either. As David Allen puts it, “There is usually no right answers; there are choices instead”.
As a technical writer, this is the part of the job I struggled with the most. With a never-ending stream of emails and Slack messages, changing roadmaps and company priorities, I was drowning in an information overload. I couldn’t get a handle on all the things that need to be done, let alone actually doing the tasks. At a time, I was juggling three highly technical projects that each required a considerable amount of brainpower and writes and rewrites. On the brink of a breakdown, I found David Allen’s Getting Things Done: The Art of Stress-Free Productivity (affiliate link). The book has been my savior. It has led to massive increase in my productivity and helped me maintain my sanity.
The Concept of Stress-Free Productivity
Anxiety quickly builds up when we begin to think about all the tasks we have to complete each day. It’s impossible to rely on our brains to remember it all! The Getting Things Done (GTD) strategy works on the premise of relieving our brains of the stress of remembering all that needs to be done by appropriately capturing everything in writing.
Capturing this information in what is dubbed our “external brain” allows us to be fully focused on what we’re doing in the present moment. This increases efficiency and creativity.
My GTD workflow
Develop the 4 Vital Habits for GTD Success
Applying GTD effectively requires more than just recording your to-do list. Making the GTD system truly work for you means embracing the following essential habits: capturing/collecting, daily processing, organizing, and weekly reviewing.
Capturing: Record ideas immediately. Keep notepads in places you frequent, make use of your smartphone’s virtual assistant (such as Siri or Cortona), or create a bullet journal. This helps your brain release the pressure of having to hold on to something to try to remember it. This ultimately releases your mental space so that you can focus on the present.
Daily Processing: Schedule time at the end of each day where you review each captured item and determine if you want to carry out the idea. If you do, you then need to determine the subsequent actions that must be taken. Actions that require extensive attention should be added to a project list.
Organizing: Actions that can be completed in 2 minutes or less should be further categorized into calendar lists, next actions lists, and follow-up lists. Calendar lists are for time-specific items. Next actions are important, but don’t need to be done within a specified time-frame. Follow-up list items are those that are dependent on additional information or actions from another individual.
Weekly Reviewing: Schedule about an hour at the end of each week to check the progress of your task completion. Reflect on where you see yourself in the next 3 to 5 years. Think about the projects and tasks that will help you accomplish that vision. Prioritize the action items that must be accomplished in the following week to make this vision real.
The GTD productivity strategy may seem like more work than you’re prepared to do. Hard work deserves a reward. Treat yourself to something you like at the end of your weekly review. The trick is that you can only effectively complete that weekly review to get the treat. Approaching your weekly review this way increases your motivation to get it done.
Bonus resource: An excellent YouTube video that discusses the GTD method:
So there you have it: the secret to my productivity and success as a technical writer. Next week, we will discuss another of my favorite productivity tools – the Pomodoro technique. Subscribe to stay tuned!
In January, we discussed how to get a job in technical writing: how to search for a job, craft your resume, write a cover letter, and build your portfolio. Graduates of professional technical communicator programs tend to have a sense of ambivalence about what to expect in their new careers. Several questions flood their minds. Is the work world really like the picture my lecturers have painted it out to be? What can I expect? What should I really be looking for? This article chronicles a day in my life as a technical communicator. I hope that sharing my experiences will help you better understand what to expect when you enter the real world.
Starting the day right
Preparation for my workday begins the night before. I follow the Getting Things Done (affiliate link) method by David Allen for planning out my week and workdays (detailed blog post here). By the end of my planning session, I know the meetings I have the next day, which deliverables are due (if any), and what documentation project I need to focus on that day. I juggle several projects, so it’s important to have a focus project for each day to reduce context-switching.
I then break down the focus project into tasks I need to get done that day. Some of these tasks include: meeting people to get information, drafting, editing, reviewing and publishing.
This night-before preparation helps me start my day right. My morning routine begins with a nice, relaxing cup of coffee, cereal with oats, nuts, and apples/bananas, getting ready for work, and a half-hour commute.
I am lucky to work at a company that understands that every individual has different work environment and timing preferences, and encourages us to figure out a schedule that works best for us. For me, I love getting my writing tasks done in the morning even before I reach the office. Most workdays, I go to my favorite cafe at Union Square, get myself a Chai Latte, and put in an hour of Deep Work (affiliate link) (detailed blog post here). In this hour, I work on tasks that require a fresh mind and focus: drafting a technical document or studying how a piece of technology works. I time myself in Pomodoros (detailed blog post here). Once I get at least 2 Pomodoros of the most important task of the day done, I walk to my office at around 11 AM.
At the Office
The first thing I do when I arrive in the office is pour myself a large glass of water and sift through emails and Slack messages. I adjust my task list based on these emails and messages, if required.
I then do some “shallow work” for an hour at noon. Shallow work includes editing something I had written before, processing GitHub issues, and publishing stuff to our Docs site.
At around 1 PM, I have lunch and check my emails and forums such as Reddit and Hackernews. All my meetings are usually post-lunch. This is the time to socialize, meet my colleagues, discuss work projects with them, get information, and so on. The 1 PM to 4 PM time slot is when my energy is the lowest in the day. So, I don’t do any writing tasks then. I leave work around 5 PM and head home for another Deep Work sprint.
At Cockroach Labs, we have a thing called Free Fridays, which basically means you can do whatever you choose to do. You can continue working on your work projects, or put work is placed on the back burner and work on any personal projects, or just take the day off. I usually do my most difficult writing tasks at home on Fridays, and also get in an hour at the gym.
This is just a basic outline of my work day. Each technical writer may have a different experience. Following are some day-in-the-life blogs of other technical writers that I found interesting. I hope that sharing my routine and the routine of other technical writers gives you a clearer picture of what it is like to work in the industry:
Now that we have discussed what a technical writing job looks like on a daily basis, let’s move on to how to succeed at a technical writing job. In my opinion, the most important skill for a technical writer is figuring out the scope of work and planning it well. And that’s what we will discuss in detail in next Wednesday’s blog post. Subscribe to stay tuned!
Now that you have familiarized yourself with the basic architecture and programming of apps and websites, you might want to scale your app, host it on a cloud platform, and deploy it on a orchestration platforms such as containers. Sounds daunting? That’s because it is.
Yet that is what deeply-technical writers do at their everyday jobs. The technologically complex products that our companies develop do not work in isolation. These products are used in an even more technologically complex environment. And to document these products well, it is imperative to understand the ecosystem they are used in. For instance, to document CockroachDB, me and my fellow technical writers at Cockroach Labs need to learn how to deploy CockroachDB on AWS, Google Cloud, Azure, and how to use orchestration technologies such as Kubernetes and Docker. And we have to evolve our knowledge in parallel with the evolving technological landscape.
This can definitely seem daunting for a beginner tech writer, and rightly so. But the important thing to remember is you can never familiarize yourself with all the technology out there – no one can. What you can do, however, is become comfortable with the technology and its ever-evolving nature. In my experience, learning how to learn is the mandatory skill for a technologically-literate writer.
To that end, let’s familiarize ourselves with the common tech jargon that forms the everyday vernacular of developers. Understanding these technical concepts will help you to communicate better with the developers and take on technically challenging documentation projects with confidence. This month’s resources will discuss:
How does the internet work? (Scheduled for 02/09/2018)
Cloud computing for beginners (What is cloud computing? Introduction to AWS and DigitalOcean) (Scheduled for 02/16/2018)
Containers for beginners (What are containers? Introduction to Kubernetes) (Scheduled for 02/23/2018)
This blog post gives you a peek into the life of a Graduate Teaching Assistant (GTA) in the Technical Communication graduate program at Missouri S&T.
The Graduate Teaching Assistantship comes with financial benefits. In my first year, the out-of-state fees were waived and I had to pay partial fees for in-state tuition. I was also paid a stipend. In the second year, all the fees were waived. Such a blessing!
A Graduate Teaching Assistantship usually involves conducting labs and assisting a professor with grading, and so on. However, in the Technical Communication program at Missouri S&T, being a GTA means that every semester, you teach a section of the technical writing service course. Each section has 20 undergraduate students. As the GTA, you are responsible for the section for the entire semester – right from writing the course syllabus (based on a syllabus designed by Dr. Northcut), teaching the class, planning the assignments, designing the grading rubrics, grading the assignments, taking attendance, raising academic flags – the whole deal. You are the instructor-of-record for the section. It was the highlight of my experience as a grad student.
The GTA program is driven by Dr. Northcut. My GTA program started with a full-day GTA Orientation on the Friday before the first semester started. During our orientation, Dr. Northcut discussed essential things like FERPA, academic flags, health and support resources for our students, and so on. I had no clue being an instructor involved so many crucial responsibilities! She also taught us about dailies (daily lesson plans), taking useful peer observation notes, handling difficult students, and so on. It was a deeply informative and slightly intimidating session.
For the first semester, my fellow GTAs and I observed Ms. Roberson’s class. We attended each of the lectures, completed the assignments, and took copious observation notes. Each of the GTAs taught one topic – to help us get a feel for teaching a class and getting feedback about our teaching styles from each other and Ms. Roberson.
At the start of the second semester, we took the SPEAK test (similar to the speaking section of the TOEFL exam) and gave a mock lecture to a panel of students and instructors. Only if you pass the tests are you allowed to teach as a GTA. Thankfully, I passed 🙂 The second semester onwards, each of the GTAs taught a section of the undergraduate course in technical writing. It was an exciting and nerve-wracking experience. My students of all three semesters were co-operative, understanding, and brilliant. They appreciated my industry experience and engineering background, which sparked interesting discussions about how things work in the real-world job situations. All our assignments were geared towards real-world scenarios instead of hypothetical ones. I learned from them as much as they learned from me.
We also had hour-long weekly GTA meetings, where Dr. Northcut provided a platform for the GTAs to share and learn from our fellow instructors. In each meeting, all GTAs individually shared how we were planning to approach the upcoming assignment, and Dr. Northcut, Ms. Roberson, and the senior GTAs used their experience to corroborate our approaches or point out the possible problems we could run into. If we had difficult students or situations that were beyond our purview, we informed Dr. Northcut and she would handle it for us. We also had grade-norming sessions, wherein all of us graded a set of assignments individually, followed by a discussion of why we graded the way we did. This helped us normalize our grading across sections. We attended the meetings all through the two years of the graduate program.
I did not realize the value of the training until I interacted with faculty from other universities at the ATTW and CPTSC conferences. That was when I realized that Dr. Northcut had set us up for successful academic careers, and I am so thankful to her for it.
If you have questions, suggestions, or blog post requests, drop me a line at email@example.com