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Attention technical writers: Stop overwhelming your users with endless details. The most effective technical writing isn’t about doing more. It’s about doing it right. 🚫 Writing without knowing your audience. 🚫 Skipping critical workflows or user pain points. 🚫 Overloading users with content that lacks clarity or accessibility. We’ve spent years honing processes that work, so we know: ✅ Who we’re writing for. ✅ What challenges they’re facing. ✅ How to position our content to provide the best solution. Here's how anyone can do the same. These are the four layers to elevate your technical writing: 1️⃣ Audience Clarity ↳ Define user personas and address their workflows. ↳ Use consistent language and highlight user goals. 2️⃣ Authoritative Content ↳ Provide user manuals, API docs, and troubleshooting guides. ↳ Add visuals like diagrams to simplify complex topics. 3️⃣ Accessible Design ↳ Use clear headings, alt text, and concise formatting. ↳ Optimize content for global audiences and readability. 4️⃣ Feedback and Iteration ↳ Gather input from users and SMEs. ↳ Refine content regularly based on analytics and feedback. By implementing this framework, you’ll: Build trust with your audience. Deliver content that simplifies and empowers. Create documentation that evolves with user needs. What’s your approach to making documentation user-focused? Let us know in the comments 👇 Want more career insights for technical writers: Follow Technical Writer HQ Like the post. Repost to your network.

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I recently posted about agencies asking freelancers to do free test projects. I’m sure you understand why I vehemently disagree with the practice. Most responses were positive—even from agencies that believe in paying for test work. And then there was this: “While we agree that it is unacceptable to ask freelancers to perform full-fledged projects, we do ask for small tests that should not take more than 30 minutes. The purpose is not only to assess the individual’s capabilities – as you mentioned, that can be done by reviewing their portfolio – but their professionalism, reliability, and reaction to unexpected impediments. These aspects are equally important to skill, and they can’t be measured otherwise.” I call BS. You mean unexpected impediments like… not being paid for work delivered? Here’s the reality: Asking for free work—whether it’s 30 minutes or 3 hours—is asking a professional to give away their billable time. If you want to assess professionalism and reliability, here’s an idea: Pay them for a test project. That way, you get a deliverable, and they get a client who values their time. Win-win. Freelancers are business owners, not job applicants. You wouldn’t walk into a coffee shop and say, “I’d like a free latte to test your barista’s reliability.” So why is it acceptable to demand free labor from freelance businesses? If a company truly respects freelancers, they’ll invest in them. And that starts with paying for their work.

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A few years ago, I was checking the links on my writing samples page (a good practice for writers to do periodically) and found that all of the blog posts I’d written for a former client were gone.   Dozens of articles I was proud of—that were the main clips I had demonstrating expertise in a particular industry—just disappeared, overnight. I couldn’t even find them on the Wayback Machine.   I signed up for Authory soon after that.   One of the great things about having a freelance writing business is that it’s relatively easy to keep overhead low. A lot of freelance expenses and tools you see people talk about aren’t *really* necessary. If you want to keep your business lean, it’s pretty easy.   But Authory is the paid tool I find myself recommending to other writers the most.   There are a couple of main benefits I get from it that make the cost worth it: 1.    The most straightforward: it saves all those writing samples.   Over the years, current and former clients will do content audits and updates that involve removing your work from the web (or updating it with someone else's name). It’s inevitable. It happens to all of us, no matter how good your work is. If you don’t have them saved somewhere, you risk losing all evidence of your hard work. 2.    It keeps them looking professional.   Even if you have your work saved in old Word or Google Docs, it just doesn’t look as impressive or professional to share them with prospects in that format. Authory maintains whatever images the piece was originally published with, and keeps the look slick and official. Sharing an Authory link looks a lot better than sending over the same article as a Word attachment.   3.    It makes it easy to search all your old work.   Putting together a list of relevant samples for prospects used to take me *much* longer. I’d have to try and remember what I wrote, or go searching through old folders on my desktop or in Google Drive. With all my work saved in Authory, I can search keywords there and bring up all the articles that touch on a topic. It makes the process of putting together a list of relevant samples much faster and easier.   I’m not being paid by Authory or anything (although I’ll drop my referral link in the comments for anyone considering it), I just genuinely find it to be valuable. I still see writers sometimes bemoaning clips they’ve lost. I know that feeling too well, and want to help others avoid it.  

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Stressed marketing executive to freelance writer: “My company needs to publish four blog posts in the next week.” Your company might think it really needs them - although I doubt that number of blogs are essential. Nine times out of 10, it’ll have a bigger problem, beyond the deadline. In my 20+ years of advising companies on their thought leadership writing common underlying problems include: 1. Little or no long-term planning for content (at least three months, but ideally six months or more). No content calendar. 2. No newsroom-style editorial systems to smooth the production of content from ideas to commissioning, writing, editing and distribution 3. The content/editorial department within the company is reactive and bounced into ideas by sales, marketing, tech - regardless of the quality of the ideas 4. A shortage of great writers - internal or external. Ideally at least a few of which have a journalism background 5. Confusion over what the company wants to say, why and how What have I missed?

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Freelance writers have nothing to fear from AI. We just need to do a little adjustment. Adjust! Adjust through the grammar-check bots, auto-content generators, changing client expectations, 10,000-word articles that get written in 3 minutes, clients who want 'just the basics' because ChatGPT can handle everything else, plagiarism checkers, clients who want you "to keep it below 5% AI written," AI-written blog posts ranking higher than yours, Google prioritizing its own answers and not yours, and the fact that an entire newsroom could be replaced by a single subscription to Jasper. Other than that? Smooth sailing ahead.

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24,000 hours. That's how long I've spent writing in the past 10 years as a freelance writer. Over those years I've definately changed....for the better. Here are 10 lessons I learned from being a freelance writer for over a decade. 1️⃣ Your words are your reputation: Every piece you write represents you. I have two main brands – Twins Mommy and Elna Cain and I've learned that clients look at my Twins Mommy business and vice versa. This told me that I had to work on a cohesive brand that blended both audiences. 2️⃣ Consistency beats talent: It wasn’t my talent that kept clients coming back—it was showing up, hitting deadlines, and delivering results. You would be surprised by this. Of course my skill and expertise is what landed me the gig but KEEPING it all relied on consistency. 3️⃣ Business skills matter: Writing well is one thing; knowing how to price, pitch, and manage clients is what sustains a freelance career. I learned this the hard way in my first year as a freelancer! 4️⃣ Boundaries protect creativity: Saying “yes” to every project drained my creativity. Learning to set boundaries transformed not just my business but my peace of mind. 5️⃣ You’ll never stop learning: AI, trends, new niches—this industry changes constantly, and so do you. You have to adapt to be relevant. 6️⃣ Networking over cold pitching: The best opportunities often come from connections, not cold pitches. Relationships with fellow writers, editors, and clients are your secret weapon for long-term success. This still holds true! 7️⃣ Not every client is your client: It’s okay to say no. Trust your gut, and remember that a bad-fit client can cost you more in stress than the money is worth. 8️⃣ Diversification is key: Relying on one niche, one client, or one income stream is risky. Branching out into new topics, formats, and platforms has kept my income stable and my work exciting. I'm glad I started a digital product business to supplement my income. 9️⃣ Your voice matters: In a world full of AI-generated content, your unique tone and perspective are your greatest asset. Don’t try to blend in—stand out. 🔟 Celebrate small wins: Whether it’s landing a new client, hitting a word count, or simply finishing a tough piece, every step forward is a step in the right direction. These little celebrations fuel your motivation for the long haul. I’m still learning, still growing, and still writing—but these lessons have helped me stay grounded and humbled. What’s lessons have you learned as a business owner? Drop it in the comments—I’d love to hear! 👇

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𝗧𝗶𝗽𝘀 𝗳𝗼𝗿 𝗧𝗲𝗰𝗵𝗻𝗶𝗰𝗮𝗹 𝗪𝗿𝗶𝘁𝗲𝗿𝘀: 𝗧𝗵𝗲 𝗣𝗿𝗼𝗯𝗹𝗲𝗺 𝗪𝗶𝘁𝗵 𝗢𝘂𝘁𝗱𝗮𝘁𝗲𝗱 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁𝗮𝘁𝗶𝗼𝗻 (Part 2 of 4) Technical writers aren’t just documentation creators; we’re also caretakers. Our responsibility doesn't stop once a document is published. When content becomes outdated, it confuses and frustrates users, impacts support teams, and erodes trust. 𝗛𝗼𝘄 𝘁𝗼 𝗠𝗮𝗻𝗮𝗴𝗲 𝗢𝘂𝘁𝗱𝗮𝘁𝗲𝗱 𝗗𝗼𝗰𝘀 𝟭. 𝗘𝘀𝘁𝗮𝗯𝗹𝗶𝘀𝗵 𝗢𝘄𝗻𝗲𝗿𝘀𝗵𝗶𝗽 & 𝗧𝗿𝗮𝗰𝗸 𝗬𝗼𝘂𝗿 𝗗𝗼𝗰𝘀 Maintain an internal index that maps documents to owners and doc locations, ensuring nothing slips through the cracks. 𝟮. 𝗖𝗼𝗻𝗱𝘂𝗰𝘁 𝗥𝗲𝗴𝘂𝗹𝗮𝗿 𝗔𝘂𝗱𝗶𝘁𝘀 Schedule recurring reviews to identify stale content before users do. Tie reviews to release cycles so product changes don’t get missed. 𝟯. 𝗜𝗻𝘃𝗼𝗹𝘃𝗲 𝗦𝘂𝗯𝗷𝗲𝗰𝘁 𝗠𝗮𝘁𝘁𝗲𝗿 𝗘𝘅𝗽𝗲𝗿𝘁𝘀 (𝗦𝗠𝗘𝘀) Loop in developers, QA, and product managers to validate accuracy. A short SME review can save hours of user frustration. 𝟰. 𝗪𝗵𝗲𝗻 𝗬𝗼𝘂 𝗖𝗮𝗻’𝘁 𝗚𝗲𝘁 𝗪𝗵𝗮𝘁 𝗬𝗼𝘂 𝗡𝗲𝗲𝗱 If SMEs are unavailable or requirements are unclear, don’t “fill in the blanks.” Outdated or inaccurate docs are worse than missing docs. Leave it out and flag it until you can obtain the correct information. 𝟱. 𝗥𝗲𝘃𝗶𝗲𝘄 𝘁𝗵𝗲 𝗘𝗻𝘁𝗶𝗿𝗲 𝗗𝗼𝗰 When updating a doc, check the entire doc for accuracy, not just the section you edited. 𝟲. 𝗨𝘀𝗲 𝗩𝗲𝗿𝘀𝗶𝗼𝗻𝗶𝗻𝗴 & 𝗔𝗿𝗰𝗵𝗶𝘃𝗲 𝗢𝗹𝗱 𝗗𝗼𝗰𝘀 Archive, never delete. Old content may be required for audits, reference, or compliance purposes. Use versioning to track changes and clearly label deprecated material to avoid confusion. 𝟳. 𝗔𝘂𝘁𝗼𝗺𝗮𝘁𝗲 𝗪𝗵𝗲𝗿𝗲 𝗣𝗼𝘀𝘀𝗶𝗯𝗹𝗲 Use tooling (CMS workflows, scripts, or doc-as-code pipelines) to trigger alerts when APIs, features, or release notes change. Automation catches what humans miss. 𝟴. 𝗘𝗺𝗽𝗼𝘄𝗲𝗿 𝗨𝘀𝗲𝗿𝘀 𝘁𝗼 𝗥𝗲𝗽𝗼𝗿𝘁 𝗜𝘀𝘀𝘂𝗲𝘀 Add a feedback option to every doc. When users flag an issue, act quickly and thank them. Fast updates show the docs are active and that feedback is valued. 𝟵. 𝗧𝗿𝗮𝗰𝗸 𝗠𝗲𝘁𝗿𝗶𝗰𝘀 & 𝗦𝘂𝗽𝗽𝗼𝗿𝘁 𝗧𝗶𝗰𝗸𝗲𝘁𝘀 Watch for documentation-related tickets or repeated questions. They are signals that something in the doc isn’t clear or current. 𝗕𝗼𝗻𝘂𝘀 𝗧𝗶𝗽: Treat docs like code. If your devs wouldn’t ship untested, outdated code, neither should you publish stale documentation. (Stay tuned for Part 3: Keeping Docs Fresh Is a Team Effort.) 𝗪𝗵𝗮𝘁 𝗔𝗿𝗲 𝗬𝗼𝘂𝗿 𝗧𝗵𝗼𝘂𝗴𝗵𝘁𝘀? How do you handle outdated documentation in your organization? Do you use scheduled audits, automation, or feedback loops to keep content fresh? Share your strategies! #TechnicalWriting #DocumentationMatters #WritersHelpingWriters

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3 formatting styles to stop using in your writing: 1️⃣ Two spaces after a period Document software, such as Word, automatically adds a little extra space after a period. So you no longer need to use two spaces to separate sentences. 2️⃣ Justified text Although many printed articles still use justified text, this format is more difficult to read. Instead, use left-aligned text to make your writing more readable. 3️⃣ Serif fonts Traditional serif fonts, such as Times New Roman, have style elements that make the font harder to read. Instead, use a modern sans serif font, such as Helvetica or Arial. #medicalwriting #writing #healthcare #science

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AI won’t steal your job. But the writer using it might. That’s the truth no one wants to say out loud. Because while some writers are still debating whether AI is “real writing”... Others are quietly using it to: Beat writer’s block Test headlines in seconds Repurpose long essays into viral snippets And double their publishing pace — without doubling their stress They’re not replacing their creativity. They’re augmenting it. And in a world that rewards speed, clarity, and connection? That’s an edge. The AI-wielding writer still has to know how to tell a story. Still has to know their audience. Still has to have something to say. But now? They get to say it louder. Faster. More often. So the question isn’t: “Will AI take my job?” It’s: “Am I willing to fall behind just to protect my pride?” Use the tool. Sharpen your edge. And keep your voice at the center of it all.

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Before you publish that technical or highly niche piece, have an internal or external expert review it first. Not because your writer didn’t do their research or the article isn’t detailed, but because even great research can’t replace lived experience. Your writer might miss a nuance or phrase something in a way that’s technically accurate, but not how professionals in that space would actually say it. An SME catches those things, and that extra layer of insight makes the article way more useful and credible. One of my clients does exactly that. For their most technical topics, they bring in SMEs to review and fact-check the drafts. As a result, their blog sounds authoritative, not like they’re faking expertise. So if you’re publishing in a complex space, this is a great way to build trust with advanced readers.  

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While some copyeditors love to trim unnecessary words (like changing “in order to” to just “to”), the real heart of copyediting is making sure everything is grammatically correct and spelled right. So, don’t worry if your copyediting job involves correcting spelling and grammar. You’re doing what’s required. #Copyediting #Spelling #Grammar

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Why do editors insist on lowercasing words? Are we just stubborn? Have you ever sent back an edited document and thought, wait… why did they lowercase ‘contractor’? Is this some secret editor rebellion? Are we just stuck in our ways? Stubborn? Secretly plotting against capital letters? Nope. We’re just sticklers for style—and trust me, there’s a method to the madness. Just today, a fantastic person I interviewed asked me why we lowercase job roles and certain words. He wasn’t annoyed, just genuinely curious. And honestly? It’s a great question. The answer: consistency and readability. In many publications, we follow Canadian Press (CP) style, which dictates that job titles remain lowercase. Why? Because it promotes clarity, keeps things looking clean, and prevents Unnecessary Capitalization Chaos. (Seriously, once you start seeing the alternatives, you can’t unsee them.) But here’s where it gets even more fun: Not all publications use CP style. Some swear by The Canadian Press, others live by The Associated Press (AP), and some have their own in-house rulebooks that make editors cry. That means while "contractor" might be lowercase here, another publication might insist it be uppercase—because why make life easy, right? Personally, I love a good style guide. Without one, you get a chaotic mix of capital letters popping up like uninvited guests (We aRe LeAdErS In QuAliTy!). I can’t tell you how many times I’ve seen company names styled in bizarre ways. It’s a design and readability nightmare. At the end of the day, editorial style is about making content smooth, professional, and easy to read. So, the next time you see a lowercase "project manager," or "contractor," rest assured—it’s not a mistake. It’s just style doing its job. And trust me, the world of words is better for it. #writing #editor #style

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Being a good copywriter or marketer isn’t just writing the words; it’s the taste to know what to talk about, choosing this and not that, and knowing what to strip away. And in a time when AI can offer you 100 headlines or 19 outlines, that taste is more important than ever.

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Proofreading vs proof-editing: my take. When I started out, back in 2012, I found myself doing more than a traditional proofread. That meant I wasn't only correcting what was "wrong" (proofreading) but offering suggestions to make the text more readable (proof-editing). I work with marketing and comms teams, content marketing agencies, charities, organisations and small businesses, who don't work with editors. I'd be working on raw text – text that hasn't been professionally edited. My eagle eyes would be the first to see it. There was no in-house or external editorial process. "Do whatever needs doing” quickly became my standard proofreading practice because I WAS the process. What I was doing didn't feel like copy-editing because it was language-focused rather than content-focused. But it wasn't proofreading either. Still, marketing teams and comms agencies would ask me to: overhaul the clunky sentences I’d highlighted trim the text (because it had exceeded the word count) rewrite areas I'd politely noted were repetitive. Time was of the essence (when isn't it?), and they trusted me to improve their writing. Proof-editing involves greater collaboration because I work with you to make your/your team's writing sound even better than before. Now you could argue this comes down to semantics. If you're happy with my changes and suggestions, what does it matter what the service is called? That's all well and good if you're charging for the work you're doing. I wasn't, so I separated the services (not as soon as I should have, mind). Not all copy-editors are proofreaders. They're different skill sets. And not all clients will know the difference between proofreading and proof-editing. It's up to us to be clear on what we do and what we don't do. Meghan Downs at Jammy Digital says: "The standard of work wouldn’t be as high without Yasmin. We’re writers, not trained proofreaders or proof-editors. Yasmin gives me the peace of mind not just that the work’s been done, but that it’s been done to a better standard.” 👏🏻 Here's some cool doodle art by the talented Amy Nolan. Couldn't believe my luck when I spotted this on her site. 🤡 I promise I bought it from her. I'm not using this ILLEAGALLY.

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