This document discusses the importance of big-picture editing and summarization when creating technical documentation. It argues that while proofreading is important, content can still fail if it is not tailored to the target audience, logical, or useful. The document provides tips for determining what information should be left out, such as removing redundant, ambiguous, or low-probability content. It also suggests cutting unnecessary words, clarifying meaning, and finding creative solutions like using graphics or placing content in the user interface. The overall message is that technical communicators should focus on the essential information readers need rather than unnecessary details.

1. Letting Go of the Little Things
Editing for the big picture.
Leah Guren
Cow TC
© 2015 Leah Guren

2. Agenda
 What’s it all about?
 Back to basics
 What to leave out
 Cut, clarify, and refine
 Finding creative solutions
 Conclusion and discussion

3. What’s it all about?
 Many people focus on proofreading:
 punctuation and spelling
 some rewriting for clarity
 The problem is that nicely-written
content can still fail if it is:
 wrong for target audience
 illogical, unnecessary, or not useful
 But big-picture editing is difficult
because you have to:
 use your brains, logic, and research skills
 take initiative
 be fearless

4. Back to basics!
 What is the document purpose?
 Who is the audience?
 What info do they need?
 How does the doc fit in the overall
strategy?

5. A Case Study
Document: manual for a medical
device
Intended audience: nurses and
doctors
Contained: patient-facing info

6. What to Leave Out
Let it goat go!

7. Consider the learning curve.
 Users often have a short, steep
learning curve.
 If you focus on the novice experience,
you skew the shelf-life.
 Solution: strip novice info into a
tutorial or Getting Started topic.

8. Consider natural exploration.
 User discovery is fine for non-critical
info.
 Ask:
 can they get by without this info?
 do they need it right now?
 Solution: allow users to explore and
discover on their own.
I am on a UI
adventure!

9. Drop redundancy.
 Avoid excess repetition.
 Avoid multiple methods.
 Solution: determine the best way the
user would perform an action.

10. Skip low-probability actions.
 Avoid odd-ball tasks.
 Solution: write an
application note.
 Discussion: what about
mystery legacy content?
How to make
cottage cheese
before milking.

11. Cut, Clarify, and Refine
You’ve got this!

12. Remove fluff.
 Extra words and empty phrases.
 Pompous or overly-formal writing.
 Solution: restate in simplest form.
Flufffffffy!

13. Purge ambiguity.
 If it is open to interpretation, it is wrong.
 Watch vague modifiers.
 Solution: rewrite to avoid any
confusion.
I thought it
was cheesy.

14. Refine.
 Once the meaning is clear and simple,
rewrite for style.
 Test.
 Solution: try several iterations.
Quality takes
effort and
practice.

15. Find Creative Solutions
Shift your focus!

16. Take a different approach.
 Replace words with a graphic.
 Try a flowchart instead of a text-based
procedure.
 Place content in the UI.
 Solution: get away from your desk
and oxygenate your brain.
 Exercise

17. Conclusion and Discussion
 Rethink the scope of your TC role.
 Consider what you can leave out.
 Cut, clarify, and refine.
 Find creative solutions.
 What’s your best tip?

18. Thank you!
Leah Guren
Cow TC
technical communication
training & consulting
tel: (+972) 54-485-3473
email: leah@cowtc.com
website: www.cowtc.com
A butter
approach to
TC…