Technical Writing and Its Role in Presenting Qualitative Data Analysis

What is technical writing?

Technical writing is a type of writing that explains how something works or how to do something clearly and simply. Technical writers simplify difficult ideas for an audience.

Examples:

A big machine has so many parts. A technical writer composes a manual to demonstrate how to use it.
An app is developed. A technical writer writes an instruction manual for end-users.

This kind of writing can be applied in almost all science, technology, and business sectors.

What Is Qualitative Data Analysis?

Qualitative data analysis is about words, not numbers. It displays opinions, feelings, and thoughts.

Example:

If someone says, “I love this blue shirt because it feels soft,” that is qualitative data.
Another person would say, “The Park is my favorite place because it is quiet and peaceful.”

Researchers collect this type of information to get to know people better. They ask questions, listen to stories, and type out what people say.

Why Do We Need Technical Writing for Qualitative Data?

Qualitative data can be challenging to convey. The content contains many details and words; if it is not written clearly, most people will not understand.

Technical writers make this Information readable. They use plain language and short sentences and arrange the information so readers can quickly find what they want.

Imagine you have a box full of jigsaw pieces. It looks messy and confusing. A technical writer helps you put the pieces together so you can see the whole picture.

How Does a Technical Writer Help?

Breaking Down Big Ideas

Sometimes, researchers write long reports full of complex words. A technical writer takes the big ideas and explains those using simple words.

Example:

Researcher’s Report: “Respondents expressed a clear preference for the blue shirt, attributing this preference to the haptic properties of the shirt.”
Technical Writer’s Version: “People preferred the blue shirt because it was soft.”

The second version is shorter and easier to understand.

Organizing Information

Qualitative Information is messy. It can include extended interviews, notes, and stories. A technical writer organizes all this material and puts it in:

Headings and sub-headings.
Bullet points.
Tables or charts.

This makes the data neat and readable.

Simple Words

Hard words confuse the readers. A technical writer uses simple words instead

For example:

Hard Word: “Comprehend”
Simple Word: “Understand”

This keeps the writing clear for all.

Steps to Write on Qualitative Data

Writing qualitative data is similar to a puzzle-solving game. You take steps, and then your writing becomes more precise and complete.

Step 1: Understand the Data

Before writing, a technical writer needs to read the data carefully. They look for the main points and ask:

What does this data show?
Why is it important?

Step 2: Know Your Audience

Different people read reports for different reasons. A technical writer thinks about who will read the Report.

If the audience is kids, they use simple words.
If the audience is experts, they add more details.

Step 3: Use Headings and Subheadings

Headings help readers find what they need. For example, instead of having one long paragraph, the writer uses headings like:

“Why People Like Soft Clothes”
“What We Learned from the Interviews”

This makes the Report easy to follow.

Step 4: Add Examples and Stories

Examples make data real. Stories keep readers interested.

Example:

Data: “Most people said they like soft clothes.”
Story: “Mary said, ‘When I wear this soft blue shirt, I feel happy and comfortable.'”

Step 5: Proofread

The writer finally proofreads the Report before publishing it. They check for:

Spelling and grammatical mistakes.
Omitted words or unclear sentences.

Why Is Technical Writing Important for Qualitative Data?

When researchers collect data, they want people to understand it. If the writing is too hard, readers might give up. This means the data will not help anyone.

Technical writing makes sure the message is clear. It turns complicated ideas into something everyone can understand.

Tools Technical Writers Use

Technical writers use special tools to make their work better. These tools help them:

Write faster.
Spell check.
Include tables, charts, and figures.

Some of the more common tools are:

Microsoft Word: In writing and formatting the Report.
Grammarly: Checking for grammatical and spelling errors.
Canva: Bright and colorful charts and figures.

These save so much time and make writing appear professional.

Real-Life Examples of Technical Writing

Technical writing is everywhere. Here are some examples:

Instructions Guides: A guide on installing a TV.
Research Reports: Explaining Why People Prefer Soft Clothes.
Online Help Pages: How to use a new app.

All these are writing about something, using simple words.

Common Problems in Qualitative Data Writing

Sometimes, writing about qualitative data goes wrong. Here are common problems and how to fix them:

1. Too Many Words:

Problem: The Report is too long.
Fix: Use short sentences and bullet points.

2. Confusing Words:

Problem: The writing is full of complex words.
Fix: Replace them with simple words.

3. No Organization:

Problem: The data is messy.

Solution: Use headings, tables, and charts.

How to Make Reports Fun to Read

Reports do not have to be boring! Here are some tips:

Use pictures to show data.
Add short stories from real people.
Use colors to make charts and headings pop.

Example: A Simple Report

Say researchers asked people about their favorite parks. Here is how a technical writer might write the Report:

Heading: Why People Love Parks

60% say parks are peaceful.
30% love the fresh air.
10% enjoy playing in the park.

Example Story

Jane said, “I walk in the park every morning. The air smells fresh, and the trees make me feel calm.”

This is a very short, clear, and easy-to-read report.

Conclusion

Technical writing is like a bridge. It connects challenging ideas to readers in a simple way.

Technical writing, hence, becomes so paramount in matters of qualitative data. It bridges the gap in what the word is intended to mean.

Therefore, straightforward writing is one of the best ways for researchers to share their findings with the world. If others understand the message, they are empowered to make informed choices and solve problems.

In expressing ideas clearly, go first with technical writing; it is a piece of cake in learning for everyone.