Catalog / Technical Writing Templates Cheat Sheet
Technical Writing Templates Cheat Sheet
A quick reference guide to utilizing templates in technical writing, covering document types, elements, and best practices for creating and using effective templates.
Template Essentials
What is a Template?
A template is a pre-designed document structure providing a consistent format and style for creating documents efficiently. It includes placeholders for content, headings, and formatting guidelines. |
Templates ensure consistency, save time, reduce errors, and facilitate collaboration across technical writing teams. |
Key Benefits:
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Types of Templates
Document Templates |
For full documents like manuals, reports, or specifications. |
Section Templates |
Reusable sections for specific content types (e.g., warnings, procedures). |
Style Templates |
Define formatting styles (fonts, headings, lists) for consistency across documents. |
Template Elements
Essential elements to include in a technical writing template: |
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Creating Effective Templates
Planning & Design
Before creating a template, consider: |
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Template Creation Steps
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Best Practices
Keep it Simple |
Avoid unnecessary complexity. The template should be easy to use and understand. |
Use Clear Instructions |
Provide guidance on how to use the template correctly. |
Ensure Accessibility |
Adhere to accessibility standards to make the template usable for everyone. |
Regularly Update |
Templates should be reviewed and updated to reflect changing requirements or best practices. |
Advanced Template Techniques
Conditional Content
Use conditional content features (if available in your software) to display different text or sections based on specific conditions. Useful for creating variations of a document using a single template. |
Example: Displaying different warranty information based on the product model selected. |
Automated Fields
Definition |
Fields that automatically update with current information (e.g., date, author, file path). |
Usage |
Insert automated fields to reduce manual updates and maintain accuracy. |
Examples |
Date fields for tracking document versions, author fields for indicating document ownership. |
Macro Integration
Use macros to automate repetitive tasks or insert complex content into the template. Requires advanced knowledge of scripting or programming languages compatible with your document software. |
Example: A macro that automatically generates a table of figures based on captions in the document. |
Template Management
Version Control
Implement a version control system to track changes to templates and manage different versions. This is crucial for maintaining template integrity and ensuring that users are using the correct version. |
Examples: Using a file naming convention that includes the version number, or using a dedicated version control system like Git. |
Centralized Storage
Purpose |
Store templates in a central, accessible location for all users. |
Benefits |
Ensures everyone is using the same templates and facilitates easy updates. |
Methods |
Shared network drive, document management system, or cloud storage. |
Training & Support
Provide training and support to users on how to effectively use the templates. This includes creating documentation, offering workshops, and providing a point of contact for questions. |
Training should cover template usage, customization, and best practices for technical writing. |