It’s almost launch time for your newest product—exciting, right? But wait. There’s one big problem: You still need user guides. You don’t have a dedicated technical writer on staff, but that one marketing writer is pretty great, so they can just pivot to technical writing. After all, writing is writing, isn’t it?
You hand them an impossible deadline because you need the documentation ASAP. Oh, and they also still have to keep up with marketing because you can’t let that slide. The writer, being the rockstar they are, gives it their best shot, but quickly realizes that technical writing is a different beast. The project drags, revisions pile up, marketing suffers, and by the time you finally release the guide (riddled with unclear instructions), you start hearing complaints. Eventually, your writer patches things up, but the damage to your credibility is done.
There’s a better way. Instead of putting your writer, your reputation, and your bottom line through this avoidable mess, outsource your technical writing. You’ll get expert-crafted documentation, keep your marketing on track, and—bonus—save money. Here’s why it makes sense.
Technical writers (TWs) specialize in turning complex information into clear, accessible content. They don’t just write; they translate technical jargon into language anyone can understand, often using Plain English or the more specialized Standard Technical English to ensure even people not familiar with your product can learn how to use it. Whether it’s user manuals, safety guides, installation instructions, or knowledge bases, they know how to create documentation that makes sense.
Plus, many TWs use AI-powered writing assistants and specialized technical writing tools like MadCap Flare, Paligo, and Adobe RoboHelp to streamline content creation. These tools help ensure consistency, enhance readability, and even automate formatting—things your marketing writer probably won’t have the time (or patience) to learn on the fly.
If you’ve ever tried writing product documentation, you know it’s no quick task—especially if the person writing it has a full plate of other responsibilities. Outsourcing technical writing allows your team to stay focused on what they do best while experts handle documentation efficiently.
With AI-assisted tools, technical writers can also speed up the process while maintaining high accuracy. Tools like Grammarly, PerfectIt, and AI-powered style guides help ensure the content is clear, professional, and tailored to your audience’s needs.
Who doesn’t want to save money while still getting top-tier documentation? Hiring an in-house technical writer means recruiting, onboarding, and paying a full salary (plus benefits). Instead, outsourcing gives you access to specialized expertise when you need it—without the long-term commitment.
Plus, an experienced contract TW is already proficient in your industry’s best practices and documentation standards. That means no steep learning curves, no wasted hours on training, and no trial-and-error experiments that slow down production.
Your in-house team is deeply involved in the product. That’s great for development but not always for documentation. When you’re too close to a project, it’s easy to assume users know more than they do. A contract technical writer offers fresh eyes and an unbiased perspective, ensuring that documentation is truly user-friendly.
Additionally, AI-driven analytics tools can help writers understand user behavior, identify common questions, and refine documentation based on real-world usage data. This means your documentation isn’t just clear, it’s backed by data to ensure it actually meets users’ needs.
Great documentation isn’t just about content—it’s also about presentation. Poorly formatted guides make information harder to find and reflect poorly on your brand. TWs are skilled at using structured authoring tools, style guides, and templates to create polished, professional-looking documentation that enhances your brand’s credibility.
And thanks to AI-driven formatting tools, they can maintain consistency across multiple types of documentation without tedious manual adjustments. Whether it’s a quick-start guide, a help center article, or a compliance manual, everything looks clean and professional.
Next time you need to create or update documentation, don’t pile it onto your already stretched-thin team. Instead, bring in an experienced technical writer who knows how to get the job done efficiently and effectively. You’ll save time, cut costs, and get top-notch documentation that keeps your customers happy.
Your team will thank you. Your customers will thank you. And most importantly, you won’t have to suffer through another product launch disaster.
Outsource your technical writing—you won’t regret it.
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“Best outsourcing quotes from business leaders.” SixEleven. Accessed 2/21/25. https://www.sixelevenbpo.com/blog/best-outsourcing-quotes/
Velasco, Cam. “Here are 20 Famous Outsourcing Quotes to Get Inspired Today.” Floowi. 4/12/2024. Accessed 2/24/25. https://floowitalent.com/here-are-20-famous-outsourcing-quotes-to-get-inspired-today
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