Writing an entirely new manual with AI

Blog series “Technical documentation and the power of AI”

It is the talk of the day: Artificial Intelligence, also known as AI. Whether it’s at the coffee machine at work, or during dinner with the family – The rapid development of AI is what everyone is talking about. From the huge impact it already has on our lives to the undiscovered possibilities (and challenges) that lie ahead. How does this affect our work and daily life?

At Foxiz we’re full of questions and ideas. By now, AI is part of the job for our technical writers, illustrators, translators, and consultants. We would like to take you with us on our journey of discovery. The thing is, we want to tell you so much; one blog simply doesn’t suffice. That’s why we’ve written an entire series of blogs on the matter, in which we highlight the different aspects of our job, as well as the impact AI has. Follow along as we explore AI.

Nr. 3 – Writing an entirely new manual with AI

Writing a manual is a time consuming and complex process. The end user must, after all, receive clear and complete instructions on the installation, use, maintenance, and safety of a machine. Not only that, the manual must also comply to certain rules and regulations like the NEN-5509 and Machinery Directive.

AI can speed up the process. If you give an AI tool a short product description and ask it for a draft of a manual, a first version can appear in a matter of seconds. This is by no means a final manual, of course, but it can certainly provide a regulation compliant structure. This way you ensure important elements aren’t overlooked and you can make a running start as a technical writer.

AI can also offer suggestions of important risks that must be mentioned in the manual. After all, the Machinery Directive requires that all possible risks when using the machine must be explicitly stated, with clear warnings. AI can create a first checklist for you, based on the product description provided. The expertise of safety experts remains indispensable, of course, but the help of AI does save time and reduces the chances of overlooking something.

From rough first draft to quality text

This way, creating a first, rough version of your manual is a piece of cake. But as every writer knows: the first version is never the best you can do, and technical manuals are no exception. Luckily, AI can also fulfil a supporting role in the next steps; for example as a smart spelling and grammar checker, like the one we know from Microsoft Word.

AI tools can not only correct spelling, but also offer suggestions on improved sentence structure, consistent use of terms and a clear writing style. All of these are crucial for a technical writer: the Machinery Directive states that safety information must always be unambiguous. Inconsistent use of terminology can have a big impact on the readability and comprehensibility of the manual.

Making technical documentation understandable

Right, is the manual ready now? Of course not. A technical writer is much more than a test reader. They build bridges between the engineer designing the machine and the user operating it. And those bridges must be sturdy, clear, and reliable.

AI can also play a supporting role here. It is perfectly capable of signalling technical jargon. Where an engineer effortlessly uses terms like clutch torque or servo actuator, the end user may not have a clue what those words mean. AI can signal complex wording and even suggest alternatives that could make the text more accessible.

Explaining complex concepts requires a certain amount of creativity, and AI can add surprising value in this regard as well. Metaphors may clear up a complex concept, and difficult procedures can be simplified with a step-by-step plan. That’s how AI can help you make technical documentation understandable!

The downsides of AI

All these advantages almost make it seem like AI can completely take over the writing of manuals. But there are more than enough risks and limitations to keep in mind as a writer.

For example, AI works on existing patterns and examples, not in-depth knowledge of a specific machine. A tool may therefore produce convincing texts that are factually incorrect. This can be quite dangerous, especially for complex or branch specific subjects.

Furthermore, not all content may be carelessly shared with AI platforms. Manuals often contain company sensitive information. That is why it is crucial to know how an AI tool processes information, in order to prevent data leaks.

Let’s not forget about the risks of taking the (seemingly) easy route! When you place too much trust in AI as a technical writer, your own writing skills and technical knowledge may deteriorate. AI can support you, but you as the writer are always responsible for the final product. In other words: AI can be a handy help, but it will never replace human expertise.

Foxiz and AI

What does the future look like for a technical writer? At Foxiz, we’re convinced this is hybrid. AI can take over the routine work, like structuring texts, creating checklists, and checking spelling, so that the technical writer can focus on what is really important: collaborating with engineers, tailoring the content to the target audience, making sure content is factually correct, and ensuring quality.

This way, we at Foxiz implement AI in a safe, smart, and effective way to aid our specialists with their work on technical documentation and translation. That’s how we create high quality technical content: by combining the best of both worlds!

In need of proper technical documentation for your product or system? Want to pick our minds on how to improve your documentation and its translation? Or are you interested in a job as technical documentalist? Please contact us! We are happy to help you.

TIP: read our last blog on finding information with AI . In our next blog we ask ourselves the question: how can you check and improve your own texts with AI? To be continued!