Google's Technical Writing Course: A Checklist

Checklists are used every day in a range of professions that allow little room for error, like engineering, aviation, and even surgery.

When the World Health Organization introduced a checklist for medical professionals to use before, during, and after surgery, inpatient deaths following operations dropped by 40 percent, according to data published in the New England Journal of Medicine.

Checklists are effective because they:

Remove reliance on memory

Create a repeatable, measurable process

Prevent distraction by listing objectives

Build disicipline and good work habits

Below is an actionable checklist that can be referenced for technical writing projects. The checklist is inspired by Google's Technical Writing Courses for Engineers.

Tech Writing Checklist

Words

Define new or unfamiliar terms

Use terms consistently

  Don't cycle between different words for the same thing

Use acronyms properly

  Do define acronyms that appear many times
  Don’t define acronyms that would only be used a few times
  First use, spell out term and put acronym in parentheses
  Use only the acronym going forward

Use pronouns clearly

  Introduce the noun before using a pronoun
  Place the pronoun close to the referring noun
  Make sure “it” and “they” have clear referring nouns
  Include a noun immediately after using “this” or “that”

Active Voice

Use mostly active voice rather than passive voice

  Active voice = actor + verb + target
  Passive voice = target + verb + actor

Clear Sentences

Choose strong verbs

  Avoid forms of be: is, are, am, was, were, etc.
  Avoid weak verbs like “occurs” and “happens”

Reduce there is/there are

  Replace with a real subject and a real verb

Minimize amorphous adjectives and adverbs

  Replace with objective/numerical information

Short Sentences

Focus each sentence on a single idea

  Avoid forms of be: is, are, am, was, were, etc.
  Avoid weak verbs like “occurs” and “happens”

Convert some long sentences to lists
Reduce extra words that don't help the reader

Reduce subordinate clauses

  These usually begin with which, that, because, since, etc.

Lists and Tables

Use a bulleted list or a numbered list for ordered items
```
  Start numbered list items with imperative verbs
```

Introduce each list and table

  Consider using the word "following" in the intro sentence

Keep list items parallel

  List items agree in: grammar, category, caps, punctuation

Create readable tables

  Label each column with header
  Keep cell text short (no more than two sentences)
  Keep info inside each column parallel

Paragraphs

Write a focused opening sentence

  Establish the paragraph's central point

Focus each paragraph on a single topic

  Each paragraph is an independent unit of logic

Answer what, why, and how

  What are you telling your reader?
  Why is it important that the reader know this?
  How should the reader use this knowledge?

Create readable tables

  Label each column with header
  Keep cell text short (no more than two sentences)
  Keep info inside each column parallel

Audience

Define your audience

  Identify audience roles. Sample roles include:
  	- software engineers
  	- scientists
  	- technical program managers
  	- non-technical positions

Determine what you audience needs to learn

  What are you telling your reader?
  Why is it important that the reader know this?
  How should the reader use this knowledge?

Write for your audience

  Consider appropriate vocabulary, concepts, abbreviations, etc.

Use simple words over complex words
Keep writing culturally neutral
Avoid idioms

Documents

State your document's scope (and non-scope)

  Explain what your document covers and does not cover

State your audience

  Specify any prerequisite knowledge or experience

Summarize key points at the start
```
  Answer readers' essential questions
```

Define your audience's needs

  Who is your target audience?
  What is your audience's goal?
  What do readers know before they read your document?
  What will readers know after they read your document?

Organize the document to meet your audience's needs
```
  Create a logical outline
```

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