Mastering Technical Writing Skills: A Process Backed by the PRISM Approach

In today’s fast-paced, knowledge-driven workplace, technical writing is more than just documentation—it's a strategic skill that bridges understanding between ideas, people, and actions. Whether you're drafting SOPs, reports, manuals, or instructional guides, clear technical writing drives efficiency, safety, and informed decision-making.

But how can we make this process more structured, inclusive, and sustainable? That’s where the PRISM framework—Prepare, Respect, Implement, Share, Maintain—adds value, offering a people-centric approach to mastering technical writing.

Prism Session on Strategic Success

What is Technical Writing?

Technical writing is the art of transforming complex or specialized information into reader-friendly content. It emphasizes clarity, structure, and accuracy to support audiences such as engineers, clients, end-users, or leadership teams.

Key Characteristics:

• Audience-focused

• Purpose-driven

• Organized logically

• Rich in visuals (diagrams, tables, charts)

• Supported by appropriate tone and terminology

The Technical Writing Process

A streamlined technical writing process typically involves:

1. PlanningDefine purpose, audience, scope, and format.

2. ResearchGather accurate and relevant data from SMEs, systems, and documentation.

3. OrganizingStructure content using logical flow, headings, and sub-sections.

4. WritingDraft with clarity and precision, using concise language and active voice.

5. ReviewingEdit for grammar, consistency, and technical accuracy.

6. Publishing & FeedbackDistribute and incorporate user feedback for improvement.

Enhancing the Process with PRISM

Let’s explore how each element of PRISM can be applied to the technical writing journey:

P – Prepare

• Define purpose, audience, and platform.

• Use tools like MindMeister or Miro to brainstorm structure and flow.

• Set timelines and gather reference material.

💡 Tool Tip: Use Trello or Notion for task preparation and tracking.

R – Respect

• Respect the reader’s time, context, and level of understanding.

• Use inclusive and culturally sensitive language.

• Engage SMEs respectfully to extract authentic insights.

💡 Tool Tip: Apply Grammarly or ProWritingAid for tone-checking and language refinement.

I – Implement

• Begin writing with structured sections (intro, body, summary).

• Integrate visual aids, infographics, and annotations where needed.

• Maintain consistency in voice and formatting.

💡 Tool Tip: Use Canva for visuals or Snagit for annotated screenshots.

S – Share

• Share drafts for peer and SME review using Google Docs or Microsoft Teams.

• Invite constructive feedback and iterate accordingly.

• Communicate final versions through appropriate channels.

💡 Tool Tip: Use Loom to record quick walkthroughs of documents.

M – Maintain

• Create a version control system.

• Schedule periodic updates to reflect changes in policy, tech, or processes.

• Store files systematically with metadata and access control.

💡 Tool Tip: SharePoint, Confluence, or Dropbox Business are great for document lifecycle management.

Final Thoughts

Incorporating the PRISM approach into your technical writing process ensures more than just documentation—it fosters accountability, collaboration, and long-term usability. Whether you're a leader preparing strategic reports or a team member creating SOPs, this model empowers clear, sustainable, and impactful communication.

As we move into our final engagement with PRISM, let’s carry forward its values to transform how we write, share, and preserve knowledge.

For more info - get in touch with Dr.Anubha Walia : anubhawalia@gmail.com .