Randy A Brown

Category: Tools & Workflows

  • The Best Tools for Technical Writers (Free and Paid)

    The Best Tools for Technical Writers (Free and Paid)

    Reading Time: 3 minutes

    You don’t need a massive toolkit to be a great technical writer.

    But the right tools can make your work faster, clearer, and more professional.

    This guide covers the most useful tools across the entire workflow, from writing and editing to screenshots, diagrams, and publishing. You don’t need all of them. Start simple and expand as needed.

    1. Writing and Editing Tools

    This is your foundation. Everything starts here.

    Microsoft Word

    Still one of the most widely used tools for documentation. It’s my personal favorite. Great for:

    • Structured documents
    • Track changes and collaboration
    • Exporting to multiple formats

    Google Docs

    Many clients use Google Docs. Perfect for:

    • Real-time collaboration
    • Sharing drafts quickly
    • Working across devices

    Notion

    Useful for:

    • Organizing documentation
    • Creating internal knowledge bases
    • Managing projects alongside writing

    Takeaway:
    Start with something simple like Google Docs. Tools don’t matter as much as clarity.

    2. Markdown and Developer-Friendly Editors

    If you work with developers, you’ll likely use Markdown.

    Visual Studio Code

    A powerful (and free) editor that supports:

    • Markdown
    • Extensions for preview and formatting
    • Version control integration

    Typora

    A clean, distraction-free Markdown editor with live preview.

    Why this matters:
    Markdown is simple, portable, and widely used in modern documentation workflows.

    3. Documentation Platforms

    These tools help you publish and organize content.

    GitHub

    Great for:

    • Hosting documentation
    • Version control
    • Collaboration with developers

    Read the Docs

    Popular for:

    • Technical documentation
    • Automatic publishing from repositories

    Docusaurus

    A modern tool for building clean, structured documentation websites.

    Takeaway:
    If you’re just starting, your blog is enough. Move to these tools as your projects grow.

    4. Screenshot and Screen Capture Tools

    Clear visuals can make or break your documentation.

    Snagit

    This is my capture tool of choice. It’s a premium tool with:

    • Easy screenshots
    • Annotations (arrows, highlights)
    • Basic video capture

    Greenshot

    A solid free alternative for quick captures and simple annotations.

    Lightshot

    Lightweight and fast; great for quick sharing.

    Tip:
    Don’t overcomplicate screenshots. Focus on clarity.

    5. Diagram and Visual Tools

    When concepts get complex, diagrams help.

    Microsoft Visio

    A professional tool for:

    • Flowcharts
    • System diagrams
    • Technical illustrations

    Lucidchart

    A browser-based alternative that’s easy to use and share.

    draw.io

    Free, flexible, and surprisingly powerful.

    Takeaway:
    If you can’t explain something clearly with text, a diagram might be the missing piece. Visio is my personal favorite.

    6. Grammar and Clarity Tools

    Even experienced writers benefit from a second set of eyes.

    Grammarly

    Helps with:

    • Grammar
    • Tone
    • Clarity suggestions

    Hemingway Editor

    Focuses on:

    • Readability
    • Sentence simplicity
    • Reducing complexity

    Important:
    These tools assist you; they don’t replace good judgment.

    7. Version Control Tools (Basic Level)

    If you work with teams, version control becomes important.

    Git

    Tracks changes and allows collaboration.

    GitHub Desktop

    A beginner-friendly way to use Git without the command line.

    Why it matters:
    You can track revisions, collaborate safely, and avoid losing work.

    8. Publishing Platforms

    Where your documentation lives matters.

    WordPress

    Ideal for:

    • Blogs
    • Tutorials
    • Affiliate content

    Medium

    Good for:

    • Reaching a broader audience
    • Simple publishing

    Takeaway:
    If your goal is traffic and income, your own website (like WordPress, my platform of choice since 2009) is the best long-term option.

    A Simple Starter Stack

    You don’t need everything if you’re just beginning.

    Start with:

    • Google Docs (writing)
    • Greenshot or Lightshot (screenshots)
    • WordPress (publishing)

    That’s enough to create professional documentation.

    How to Choose the Right Tools

    Don’t chase tools; choose based on your needs.

    Ask:

    • Do I need collaboration?
    • Am I working with developers?
    • Do I need visuals or diagrams?
    • Where will this content be published?

    Pick tools that solve real problems, not ones that add complexity.

    Common Mistakes to Avoid

    • Using too many tools at once
    • Switching tools constantly
    • Prioritizing tools over writing quality
    • Choosing complex tools too early

    Tools should support your work, not slow you down.

    Final Thought

    Great technical writing doesn’t come from tools.

    It comes from:

    • Clear thinking
    • Understanding your audience
    • Explaining things simply

    Tools just help you do that more efficiently.

    Start simple. Stay focused. Add complexity only when you need it.

    Did I miss your favorite tools?

  • Book Review: Technical Writing For Dummies 2nd Edition

    Book Review: Technical Writing For Dummies 2nd Edition

    Reading Time: 2 minutes

    Technical Writing For Dummies, 2nd Edition by Sheryl Lindsell-Roberts is positioned as an entry-level guide to technical writing. Published in 2023, it aims to introduce readers to the field, covering everything from documentation types to career paths and tools used in modern workflows.

    At a high level, the book succeeds as an introduction, but not necessarily as a guide to the actual act of writing.

    This article contains affiliate links

    I purchased the Kindle edition. It’s also available in paperback.

    Amazon

    What the Book Does Well

    The strongest aspect of this book is its broad overview of the profession.

    • It explains what technical writers do day-to-day
    • It covers documentation types (manuals, e-learning, etc.)
    • It introduces collaboration, tools, and workflows
    • It discusses career paths and opportunities

    Much of the early content focuses on “working as a technical writer” and organizing projects, including teamwork, planning, and production schedules.

    For someone brand new to the field, this is valuable. It helps answer questions like:

    • What does a technical writer actually do?
    • What skills are expected?
    • How does documentation get produced in real environments?

    In that sense, the book functions more like a career primer than a writing manual.

    Where It Falls Short

    Despite the title, it doesn’t spend much time teaching writing itself.

    What’s missing:

    • Deep instruction on sentence clarity and style
    • Step-by-step examples of rewriting weak documentation
    • Detailed breakdowns of tone, voice, and readability
    • Practical exercises focused on improving writing skills

    Instead, the book leans heavily toward:

    • Process
    • structure
    • workplace context
    • tools and trends

    That’s useful, but if your goal is to become a better writer, you may finish the book feeling like something important was skipped.

    Who This Book Is For

    This book is a good fit if you are:

    • Considering technical writing as a career
    • Transitioning from another field
    • Curious about how documentation teams operate
    • Looking for a high-level overview before going deeper

    It’s less helpful if you:

    • Want to sharpen your writing skills
    • Need detailed instructions on crafting clear documentation
    • Are already working as a technical writer and want to improve your prose

    Final Verdict

    Rating: 3.5 / 5

    Technical Writing For Dummies, 2nd Edition is a solid introduction to the field, but its title is somewhat misleading. It teaches you how technical writing works as a profession far more than it teaches you how to write.

    Think of it as:

    • A “what the job is like” guide
    • Not a “how to write better sentences and documents” guide

    Bottom Line

    If you pair this book with something more writing-focused (like style guides or hands-on documentation books mentioned in my articles The Top 5 Technical Writing Books for Non-Writers and The Top 5 Technical Writing Books on Amazon (And Why They Matter)), it becomes much more valuable.

    On its own, it’s informative, but you will need other resources if your goal is to learn about writing.

    Amazon

    Have you read Technical Writing For Dummies, 2nd Edition? Tell us your thoughts below.