Word processors. Online help authoring tools. Graphics software.

When you peruse the job ads for technical communicators, you might observe that many prospective employers seek people who have skills with this type of software, which is called tools. You might conclude, then, that these skills are essential to performing the job of a technical communicator.

In one sense, these tools are essential to performing the job. The use of tools significantly reduces the time needed to produce communication products, the number of people needed to do so, and the number of errors in the process. For printed communication products, software tools eliminate many typing tasks as well as many tasks in preparing copy for duplication. For online communication products, software tools reduce or eliminate the need for a programming in preparing for the display of online information, as desktop publishing reduces or eliminates the need for production staff, compsitors, typesetters, and other skills.

Specifically, software tools assist with the following tasks:

• Word processing, including entering, changing text, and formatting text
• Copyediting, including spelling and grammar checking

Note: Although software tools can check spelling and grammar, they cannot identify or correct all spelling, usage, and grammatical problems with a draft. For example, if the spelling checker would appropriately miss the word hear in this sentence:

Place the computer hear.

• Providing interaction in online communication products, such as links among topics, menus, searching for particular topics, analysis of answers in tutorials, and selection of topics based on information provided by users
• Production of graphics, such as that described earlier
• Production of master copies for printing, such as that described earlier
• Integrating various media elements for presentation online, such as that described earlier

But you need to help the tools to help you. Following certain techniques, you can ensure that you receive the most value from your authoring tool:

• Use named styles. For example, if you are creating a level 1 heading, make sure you use the named style called level 1. The system can only automatically generate tables of contents and quickly change styles if you used named styles.
• Use templates whenever possible to reduce the amount of text entry and to reduce the number of inconsistencies within a document. See the description of Phase Five for a discussion of templates.
• Ask for help. Don’t be bashful.

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