Artificial Intelligence AI in Technical Writing – Examples and Reusable Prompts

Will AI replace technical writers? What is the future of AI in technical writing? 

The US Bureau of Labor Statistics reports an 8% expected increase in technical writers’s demand from 2023 till 2032. This growth is faster than the average for all occupations, highlighting a positive outlook for technical writing careers [1].

While AI will not replace Technical writers, AI writing assistants are an important weapon in any technical writer’s arsenal. From content drafting to reviews, translation and more, AI tools for technical writing can assist with a number of use cases.

Let’s take a look at AI Technical writing use cases in daily life:

Generate User Manuals using AI:

User manuals are comprehensive documents designed to guide end-users in understanding and using a particular product or system. They provide step-by-step instructions, troubleshooting tips, and essential information for a smooth user experience.

AI Technical Writing Prompt:

Create a [user manual] for [a new smart home device], guiding users through setup, operation, maintenance, and troubleshooting.

Prepare Instruction Manuals using AI:

Instruction manuals focus on guiding users through specific tasks or processes, offering clear and detailed step-by-step instructions. These manuals often include visual aids, such as diagrams or illustrations, to enhance comprehension.

AI Technical Writing Prompt:

Craft step-by-step instructions for [assembling a piece of furniture], including clear visuals and concise explanations for each step.

Write Procedural Guides using AI:

Procedural guides detail the steps involved in performing a specific process or operation. They provide a systematic and organized approach to completing tasks, often in industries such as software development, manufacturing, or operations.

AI Technical Writing Prompt:

Develop a procedural guide for installing a [widely-used software application], detailing system requirements, download instructions, and configuration steps.

Prepare Technical Reports using AI:

Technical reports present detailed information about a scientific study, research project, or experiment. They follow a structured format, including sections on methodology, results, analysis, and conclusions, catering to a specialized audience in academia or industry.

AI Technical Writing Prompt:

Write a technical report summarizing the findings of an experiment in a scientific field of your choice, covering methodology, results, and conclusions.

Create Business Proposals using AI:

Business proposals are persuasive documents created to propose a specific project, product, or service to potential clients, investors, or stakeholders. They typically include details on project scope, budget, and anticipated outcomes.

AI Technical Writing Prompt:

Draft a business proposal for implementing a new project management system in a fictitious company, addressing costs, timelines, and anticipated benefits.

Generate White Papers using AI:

White papers are authoritative documents that explore and explain complex topics, often related to industry trends, technologies, or policy issues. They aim to educate and inform a target audience, providing in-depth analysis and insights.

AI Technical Writing Prompt:

Create a white paper exploring the potential applications and impact of a cutting-edge technology in a specific industry.

Draft Policy Documents using AI:

Policy documents outline an organization’s rules, guidelines, and principles. They communicate expectations and standards to employees, ensuring a consistent approach to various aspects such as conduct, operations, or data privacy.

AI Technical Writing Prompt:

Formulate a policy document for a company’s approach to data privacy, outlining guidelines for employees and best practices.

Prepare Standard Operating Procedures (SOPs) using AI:

SOPs define step-by-step instructions for performing routine tasks or operations within an organization. They serve as a reference for employees to ensure consistency, safety, and compliance with established protocols.

AI Technical Writing Prompt:

Develop SOPs for the safe operation of a complex piece of machinery in a manufacturing environment.

Write Troubleshooting Guides using AI:

Troubleshooting guides assist users in identifying and resolving issues with a product or system. They provide a structured approach to problem-solving, often including a list of common issues and corresponding solutions.

AI Technical Writing Prompt:

 Craft a troubleshooting guide for a software application, providing solutions for common issues and user-friendly explanations.

Complete API Documentation using AI:

API documentation explains how to use and integrate a software application programming interface (API). It provides developers with information on available endpoints, request methods, parameters, and response formats.

AI Technical Writing Prompt:

Write comprehensive documentation for a programming interface, guiding developers on integration and usage.

Generate Scientific Papers using AI:

Scientific papers report the methods, results, and findings of scientific research. They adhere to a formal structure, including abstracts, introductions, methodologies, and conclusions, catering to a specialized audience in the scientific community.

AI Technical Writing Prompt:

Create a scientific paper on a topic of interest within the field of environmental science, adhering to the standard structure of scientific publications.

Write Proposal for Research Funding using AI:

Proposals for research funding seek financial support for specific research projects. They outline the research question, objectives, methodology, expected outcomes, and budget, aiming to convince funding agencies or sponsors.

AI Technical Writing Prompt:

Develop a compelling proposal seeking funding for a research project in a field of science or technology that intrigues you.

Prepare Feasibility Studies using AI:

Feasibility studies assess the practicality and viability of a proposed project or initiative. They analyze factors such as costs, benefits, potential risks, and environmental impact to determine whether the project is feasible.

AI Technical Writing Prompt:

Conduct a feasibility study for implementing a renewable energy project, exploring costs, challenges, and environmental considerations.

Write Marketing Copy for Technical Products using AI:

Marketing copy for technical products aims to promote and sell a product by highlighting its features, specifications, and benefits. It often uses persuasive language to attract and engage the target audience.

AI Technical Writing Prompt:

Write engaging marketing copy for a new technical product, focusing on highlighting its features, specifications, and benefits.

Generate Training Manuals using AI:

Training manuals provide structured information for training purposes. They guide instructors or trainers in delivering consistent and effective training sessions, covering topics such as processes, procedures, or skill development.

AI Technical Writing Prompt: 

Create a training manual for customer support representatives, covering essential communication skills, troubleshooting techniques, and company policies.

AI for Technical Content Drafting and Editing:

Crafting the initial draft can be time-consuming and challenging. AI tools, however, provide a head start by generating coherent drafts. Personally, when tasked with outlining complex software features, AI-generated drafts helped me focus on refining technical details rather than wrestling with a blank page.

AI tools can quickly draft and edit technical content, allowing writers to focus on refining ideas rather than spending excessive time on initial drafts.

AI Technical Writing Prompt:

“Generate an introductory paragraph on the importance of cybersecurity in modern business.”

AI Automated Documentation Generation:

Extracting details from intricate source code can be intricate. AI’s ability to automate this process is a game-changer. In my experience, automating the generation of API documentation not only sped up the process but also ensured accuracy, reducing the likelihood of manual errors.

AI tools can automate the generation of documentation by extracting relevant information from source code, significantly reducing the time and effort required for technical writers.

AI Technical Writing Prompt:

“Create a user guide for a software application with emphasis on troubleshooting.”

Multilingual Translation:

Translating technical content without losing accuracy is a significant challenge. AI-powered translation tools, however, excel at preserving technical nuances. While translating a user manual for a global audience, AI ensured that the technical details remained intact across multiple languages.

AI assists in translating technical content accurately across languages, ensuring that the meaning and nuances of the information are preserved.

AI Technical Writing Prompt:

“Translate a technical manual from English to Spanish while preserving technical accuracy.”

Error Detection and Correction:

Spotting and rectifying grammar errors can be time-consuming. AI tools proficiently handle this, enhancing the overall quality of writing. During the creation of a software release note, AI not only expedited the process but also ensured the document was polished and error-free.

AI tools assist in detecting and rectifying grammatical errors, enhancing the overall quality and professionalism of technical writing.

AI Prompt:

“Identify and correct grammatical errors in a software release note.”

Regulation-Proof Technical Docs

Tech world is full of rules and processes and it can be quite time consuming to follow strict tech writing compliance rules. 

AI checks your docs against the rulebook, making sure you’re not breaking any compliance codes.

AI Prompt:

“Give this [technical report] a once-over for [compliance] – keep it on the straight and narrow.”

Code Snippets, Minus the Confusion

Incorporating code snippets in a programming tutorial without overwhelming beginners is a challenge for technical writers.

AI reviews and simplifies the code snippets, making sure they are beginner-friendly while still conveying essential programming concepts.

AI Prompt:

“Make these [code snippets] newbie-friendly without sacrificing accuracy.”

The Future of Technical Writing is AI

In a nutshell, the future of technical writing is AI-driven. Artificial Intelligence is set to revolutionize how technical information is created and delivered, automating tasks, improving content quality, and making technical communication more efficient and user-focused. Expect personalized documentation, real-time updates, and a shift towards more accessible and accurate technical content.

References:

[1] Technical Writers – Bureau of Labor Statistics USA