Graphing Bureau of Labor Statistics Data to Track Trends in Technical Writing Employment

As a second response to the same LinkedIn conversation as mentioned in the The Complex Web of Industries Technical Communicators Support post, I created the following short procedure explaining how to make your own Bureau of Labor Statistics (BLS) graphs tracking the top client industries of technical writers nationwide:

1. Go to http://www.bls.gov/oes/tables.htm
2. Download the National industry-specific and by ownership Excel files for the years that you desire to include in your final graph (for example, download oesm11in4.zip and extract file nat3d_M2011_dl.xls)
3. In Excel, select all of column D (occ_code). Go to the Data tab and click the Filter button.
4. At the upper, right corner of column D, a down-triangle will appear. Click it to display a Filter pop-up window.
5. In the Filter window, de-select the Select All checkbox, select the 27-3042 checkbox, and click the OK button.
6. Create a new Excel file and name it TechWritingByYears.
7. Select all rows in the original BLS Excel file and copy them to a new spreadsheet in your TechWritingByYears file. Create a new spreadsheet for each year to be included. Repeat steps 1-5 for each of these years and copy the rows into the year-based spreadsheets in TechWritingByYears.
8. Sort each new spreadsheet on column G (tot_emp).
9. Copy the top rows of the first spreadsheet to a new file (name this one Graph) with new spreadsheets for each year.
10. Repeat steps 8 and 9, copying the top rows of each TechWritingByYears spreadsheet to the corresponding Graph spreadsheet.
11. Create one more spreadsheet within the Graph file. Name this spreadsheet Actual Graph.
12. Copy the top rows out of the first year's Graph spreadsheet and into the the Actual Graph spreadsheet. Eliminate all columns except for the naics, naics_title, and tot_emp columns.
13. Take note of the naics code for each of the technical writing client industries in the Graph spreadsheets created in steps 10 and 11 (for example, naics code 541000 for Professional, Scientific, and Technical Services). (That is, take note of the naics code on each row.)
14. From the Graph year-based spreadsheet for the second year, copy the tot_emp cell from the row that has the naics code corresponding to the naics code for the first row of the first column. Paste the value one column to the left of the cell containing the first year's tot_emp for that naics code. Repeat this process for the second row and each following row until you build an entire column (accounting for all of the technical writing client industries for that year).
15. Repeat steps 13 and 14 until you fill each column for each year. If the titles naics_title and tot_emp are on the spreadsheet, remove naics_title and replace each tot_emp with the year for that column. Delete the naics code column. At the end, you should have a table like that shown below.

Select all rows of the table, go to the Data tab and generate a Line graph.

The Complex Web of Industries Technical Communicators Support

During a LinkedIn conversation at the Technical Writer group, certain technical writers mentioned that the web of industries supported by technical communicators is very complex.  By chance, I had created an illustration in support of a point in my thesis that graphed the top employers of technical writers (refer below).

Although this table and graph only show five sets of industries, the Bureau of Labor Statistics (BLS) data shown comes from the top 10 employers of technical writers.  If you go to the source databases (http://stat.bls.gov/oes/tables.htm, National), you will find that there are over 100 industries that employ technical writers.

From the Trenches of Technical Writing: All Quiet on the Hardware Front

The Only Noise Comes from the Drone of Oilfield Equipment

So, working as a technical writer in the oilfield has its benefits (such as continuing to maintain paid employment during this protracted recession/lame recovery).  As oil climbs to $109/barrel, I am certain that conditions will become tighter for technical writers as more of all companies' resources become tied up by our need for energy.  However, since technical manuals are a resource often sought after by the one group that our employers must not ignore (our customers), technical writers must point out the benefit of providing good technical manuals.

A recent discussion on LinkedIn accented the link between quality technical manuals and good customer relations.

On the Software Front, Single Sourcing is Hot

In technical communication circles associated with software companies, single-source methodologies have taken center stage.  Although this new methodology requires the writer to write toward self-contained topics, concepts, references, or tasks, this methodology allows us to write text once and use it many times.

Please Forgive the Sporadic Posts

Because I am still working on my thesis, these posts will remain light and tight.

Working with Engineers (Part of the "Things to Expect" Series)

Good news and bad news

When it comes to the relationship between engineering and technical writing, there is good news and bad news.  First, the good news comes in a message of continuity – as long as there are products to be designed, companies will need engineers.  Similarly, as long as products are engineered, writing (status reports, white papers, presentations, product brochures, operations manuals, and much more) must support the products.  On the other side, the bad news seated in many engineers’ attitude of writing plagues may technical writers.

Neither of these issues are new.  In her 1990 article Engineering Writing/Writing Engineering, Dorothy Winsor reported on the existence of attitudes that I have encountered throughout my years of working with engineers.  Just as she observed, I have encountered engineers that have seen their job as only designing products – not writing reports or manuals.  Some engineers have pigeon-holed writing as “secretarial work.”  A few engineers have insisted on only providing short answers in personal interviews and data sheets as input to manuals and reports that I have written for them.

Although some of these engineers would never admit it, most of engineers would agree with Ms. Winsor’s assessment of engineers’ reliance on writing.  That is, “while … writing is not the final product, it is an essential means by which that product is created because it is the essential means by which engineering knowledge is created” (343).  These engineers would most likely also agree that the layout, writing style, and formatting used in many of their reports are based only on engineering department tradition that is only perpetuated in order to prove that the engineer is an engineer.  Therefore, the need for trained technical communicators who know to focus on the needs of the user should be painfully obvious.  Through the research of James Paradis as expressed in his Text and Action, it is.

Mr. Paradis discusses how task-oriented literature (user guides, operations manuals … ) must be used make technology useable by people.  As both positive and negative proof of this contention, he points out:

·         Some of the benefits of textual delivery of technical information.  For example, texts can deliver a cost-effective teacher/student ratio (p. 368, first paragraph) or break down complex events or objects (373).

·         A few of the drawbacks of poorly written instructions.  One such drawback occurs when the linearity of written instructions and the need to reduce complex situations results in the omissions, vagueness, and misunderstanding (368).  Another happens as technology becomes more complex and thereby forces the operationalization of human behavior.

·         The textual elements of object, agent, conditions, and action (367) used in task-oriented text.  As I mentioned in my first bullet, the use of action to break down complex events or objects (373) is a very effective tool of writers.  However, as Paradis points out, engineers often ignore this tool.  Therefore, this points to the need for technical writers.

·         Studies of two court cases centering on accidents involving stun guns.  The weaknesses in the manuals (produced as an afterthought by personnel whose primary role was not one of writing for the user) was found to be a major causal factor in the accidents.

Finally, Mr. Paradis observes that “in the legal context, operational discourse takes on the social and material consequences of liability” (375).  Similarly, I have considered how the greatest portion of my writing is used to protect my employer from lawsuits (for example, when I write manuals describing the safe operation of equipment).

Gloomy Good News

So technical writers can expect a good job forecast for the foreseeable future.  Also, before I finish this post sounding like glass-half-empty pessimist, I have to mention that there are indications that things are improving (and those indications will be discussed later).

References

Paradis, J. (1991). Text and action: The operator's manual in context and in court. Textual dynamics of the professions: Historical and contemporary studies of writing in professional communities, 256-278.

Winsor, D. A. (1990). Engineering writing/writing engineering. College Composition and Communication, 41(1), 58-70.

Blogging into Technial Writing

Recently at the Society for Technical Communication group on LinkedIn, a member asked:

Hello, I am considering starting my own blog in hopes of landing a job in Tech Com. Any suggestions on how I should go about that at no cost? For those who have a blog, how has it helped your career? Thanks

At first, this seemed to go against the grain of what I had been taught about both blogging and technical writing.  In Content Rules:  How to Create Killer Blogs, Podcasts, Videos, ... , Handley and Chapman ask "Who are you?  What's unique about you?  What are your point of view and your perspective?"  (p. 21) when pointing the reader to defining himself or herself as a blogger.  Similarly, Macarthy suggests:

Solve Problems
One of the main reasons that people search the Internet is to find solutions to their problems, whether it be how to sew a button back on to their shirt, how to house train their dog, or how a guy makes himself irresistible to the opposite sex. Focusing on the solution to problems, especially for businesses, is a great way to come up with new ideas for blog posts and attract web traffic. Think about the problems that your customers want solving and use your expertise to tell them how they (or your business) can help. To go back to my dog example, a pet store owner might blog about the best way to stop your dog from barking, or how to teach it to sit or fetch. Think about how you can become an invaluable blogging resource for both your customers and those searching for solutions to their problems on the Internet.

Based on these quotes, it would seem that you would at least need to be an emerging expert on the topic before you started blogging.  Similarly, authors of technical writing textbooks have both sought to make technical communicators into experts on information delivery and have encouraged us to seek out the expertise of our subject matter experts (SMEs) (Rainey, Turner, Dayton 324).  Therefore, it does not seem that we should expect to turn both of these paradigms (that of blogging and of technical writing) on their heads.

The problem with this line of thought is that it assumes all bloggers are seeking a wide audience of people seeking our technical writing expertise.  However, the newbie blogger really is seeking to showcase his or her own technical writing skills to potential employers.  Rather than answering the questions of how to perform technical writing tasks, this blogger demonstrates how they have a mastery of the technical writing tool.

Therefore, it seems best to encourage all new and aspiring technical writers to blog.

References

Handley, A., & Chapman, C. C. (2012). Content rules: how to create killer blogs, podcasts, videos, ebooks, webinars (and more) that engage customers and ignite your business (Vol. 13). John Wiley & Sons.

Macarthy, A. (2012). 500 Social Media Marketing Tips: Essential Advice, Hints and Strategy for Business: Facebook, Twitter, Pinterest, Google+, YouTube, Instagram, LinkedIn, and More! Kindle Edition.

Rainey, K.T., Turner, R.K., & Dayton, D. (2005).  Do curricula correspond to managerial expectations: Core competencies for technical communicators. Technical Communication, 52, 323–352.

Four Important Personalities at your Next Professional Society Meeting

When (not if) you visit the local chapter of your professional society, you will likely get more than you expected.  Whether you visited the Society for Technical Communication for a presentation on single-sourcing techniques or the American Medical Writers Association for tips on presenting medical information, you will likely encounter four types at the meeting. 

1. The Critic rarely finds anything or anyone that measures up to the lofty standards formulated by this person.  Although there is value in identifying things that are wrong in a situation, becoming identified with this person by other society members might not help your networking.  So (if you tend not to see the faults where they occur) go ahead and touch base with this person, but don't spend the whole meeting absorbing toxic words.  If you tend toward the critical, spend more time with the rest of the crowd.  In the end, hopefully you will have a good balance of perspectives.
2. The Newbie can bring a new perspective and new energy to old practice; however, if you are new to the profession or new to the profesional society, you do not start with a lack of either.  So the fellow newbies that you find at society meetings should be sought out and recruited as fellow laborers.  Make yourselves accountable to one another in order to stave off the critics.  Make yourself conversational on other newbies' tech comm hot topics.  Encourage eachother to attend meetings. 
3. The Networker keeps current on key technologies and demonstrates that knowledge in conversation and in articles.  This person also keeps in touch with the key people that might want to hire technical writers and the writers who might recommend a colleague.  Therefore, these people are worth following and emulating.
4. The Volunteer keeps the society going.  Therefore, without this class of people, there is no society, no advancement of the field, no opportunities for the critics or newbies, and no network.  By learning the things that make up the volunteer and his or her work, you will be well on your way to building a technical communication career that will make a difference.

Four Things that You Can Expect as a Tech Writer

Once you transition from technical communication classes to real-world technical writing, there are at least four things that you can expect.

1. Your boss will not have had any experience with technical writing.  Most likely, your boss will have worked his or her through the workplace environment.  Therefore, your boss may be very familiar with managing manufacturing personnel.  Your boss may be an expert salesperson.  However, unless you work for a firm that specializes in technical writing, the chance that your boss will be familiar with localization, page design, usability, or any other technical communication topic will be minuscule.
2. Your boss will likely provide grammar edits (usually incorrect), word choices (usually jargon-based), and layout demands that will completely contradict everything that you were taught.  Because you are the new kid on the block, this will be an opportunity to learn both tact and assertiveness.
3. Your boss will have no idea of how long it will take to interview Subject Matter Experts (SMEs), compile a manual, have it reviewed, and send it to print.  Nonetheless, your boss will likely be very familiar with the contractual delivery schedule that everything sold by the company must meet.
4. Your proposals to improve processes will meet resistance.  Still, do not let that stop you from writing style guides.  Your company needs to know to improve intercultural communication (even in brochures and tech manuals) and you need to stand on your training as a technical writer.

Five Things Aspiring Technical Writers Must Do

Anyone desiring to work as a technical writer should take the following five steps, reflect on the steps taken (to see if those steps reflect a true image of the writer), and repeat:

1. Write technically by finding a technical topic you know and producing something that educates the rest of us.  This will involve applying your writing skills in several venues, including:
• Writing articles for an organization that centers on technical communication (refer to #2 on this list)
• Writing procedures for open source programs or non-profit organizations that need documentation
2. Network locally at your local chapter of at least one of the following groups:
• American Medical Writers Association - A great resource for writers working for medical device companies, pharmaceuticals, or similar entities
• Association of Proposal Management Professionals - A place to learn about writing an exciting proposal under tough deadlines
• International Association of Business Communicators - The best resource for organizational writers, public relations writers, and other business writers
• IEEE Professional Communication Society - A resource for writers addressing electronics or software
• Society for Technical Communication - The largest group of technical writers (including a number of special interest groups)
3. Commit yourself to continual learning (of software, of technical writing techniques, and of the technologies we document).  This may involve:
• Accessing online help sites of popular software packages
• Reviewing the current topics in technical writing circles by reading:
• I'd Rather Be Writing - A blog produced by a technical writer
• ffeathers - Another blog written by a technical writer
• STC's Notebook blog - One of many resources available from the STC
• TechComm Today - Another resource from the STC
• One of the many other blogs on technical writing
• Taking classes or doing online research of the techology used by your new employer.  Since I have worked at NASA, a few oil exploration companies, and some computer companies, this has involved a wide range of learning.
4. Network online in addition to your local efforts.  Join LinkedIn groups that are organized around technical communication.  Create a profile for yourself on Monster, Dice, and CareerBuilder.  Make yourself known to the local headhunters.
5. Be visible -- Make certain that your newest writing is available online.  If the chapter of your professional society (refer back to #2) is not online, post it yourself.