Many project managers and business leaders struggle when hiring a technical author. The difficulty comes from one simple problem: they have never worked with one before.
People often misunderstand technical authors. The title suggests someone who simply writes documents. In reality, the role is far broader. A good technical author analyses complex information, structures knowledge, designs documentation systems, and communicates with specialists across multiple disciplines.
Because of this, hiring a technical author requires a different approach from hiring other roles.
Understanding how to evaluate their skills is the first step.
Start by defining the problem you need to solve
Before reviewing candidates, organisations should clarify why they need a technical author. Project managers should do the same.
Different environments require very different documentation. For example:
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- Engineering projects may require procedures, safety documentation, and operational manuals.
- IT environments may require knowledge bases, configuration guides, and migration documentation.
- Regulated sectors often require policies, audit evidence, and controlled documentation.
- Infrastructure programmes may need large volumes of technical documentation to support operations.
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Hiring mistakes often occur when organisations advertise for a “technical writer” without defining the real requirement.
A clear job description should include:
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- Types of documentation required
- Stakeholders involved
- Documentation systems used
- Level of governance required
- Whether the role is strategic or operational
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Once this is clear, evaluating candidates becomes much easier.
Evaluate how the candidate approaches information
The strongest technical authors show structured thinking.
Writing is only one part of the job. Most of the work happens before we write the first sentence.
During interviews, ask candidates how they would approach documenting a system they know nothing about.
Sound answers usually include:
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- discovery interviews with subject matter experts
- audience analysis
- document hierarchy and structure
- information mapping
- controlled templates
- review and approval workflows
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Candidates who focus only on writing skills may lack experience managing complex documentation environments.
Ask about real documentation environments
Writing samples alone rarely reveal the full picture.
Many technical authors work in regulated industries where documents are available internally only.
Instead of focusing only on samples, ask candidates to explain previous projects.
For example:
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- What documentation problem were they solving?
- Who were the stakeholders?
- How did they gather information?
- How did they structure the documentation?
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These answers often reveal far more about their experience than a writing sample.
Assess Communication Skills
Technical authors operate between different professional groups. They may work with engineers, project managers, operations teams, and senior leadership.
The role requires strong communication skills.
Candidates should be able to explain complex ideas clearly and confidently and show experience interviewing subject-matter experts and translating technical information into structured documentation.
A simple test is to observe how clearly they explain their previous work during the interview.
Test their ability to structure information
A practical exercise can reveal how a technical author thinks.
Provide a short set of disorganised notes and ask the candidate how they would structure them into documentation.
You are not looking for perfect writing. Instead, look for evidence that the candidate can organise information logically.
Strong candidates often talk about:
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- document hierarchy
- workflow structure
- templates
- navigation and indexing
- diagrams or process flows
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This shows their ability to design usable documentation.
Check their experience with documentation systems
Modern documentation environments rarely consist of simple folders.
Technical authors often work with systems such as:
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- SharePoint
- Confluence
- Asite
- document management systems
- knowledge repositories
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Ask candidates how they manage document repositories and maintain document integrity.
Experienced authors usually discuss:
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- metadata
- taxonomy
- version control
- document lifecycle management
- review workflows
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These are essential skills for maintaining controlled documentation.
Look for Governance Awareness
In many industries, documentation supports compliance requirements.
Technical authors often work within frameworks such as:
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- ISO 9001
- ISO 27001
- IT service management frameworks
- internal quality systems
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Candidates should understand how documentation supports governance and audit readiness.
This demonstrates that they view documentation as a controlled information asset rather than simply a collection of files.
Contract Roles vs. Permanent Roles
Organisations often hire technical authors in two different ways.
Contract roles focus on projects. They often support system migrations, major programmes, or documentation backlogs.
Permanent roles focus more on long-term governance, knowledge management, and documentation standards.
Understanding the difference helps determine what type of experience is required.
Final Thoughts
Hiring a technical author can be challenging if you have never worked with one before. The key is to focus on how candidates think about information rather than simply evaluating their writing style.
The most effective technical authors combine several skills:
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- structured thinking
- strong communication
- documentation governance
- knowledge management
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When these skills are present, documentation becomes more than a collection of files. It becomes a managed knowledge asset that supports projects, operations, and long-term organisational memory.
If you would like help to build or improve your organisation’s documentation environment, visit techwriting.co.uk to learn more about technical authoring and information management services.