These are key pillars and guidelines for success in writing about technology and IT Solutions at Minnesota State University, Mankato. Always reference the University Brand and Style Guide (login required) when writing about the university.
Be Clear and Direct
When writing about IT, keep your communication clear and straightforward. Avoid unnecessary complexity and focus on making technical details accessible to your audience.
Know Your Audience
Understand who you are writing for. Consider whether your audience is IT staff, faculty, staff, students, or service users (like those using TeamDynamix or Workday). Adjust your tone and level of detail accordingly.
Create Easy-to-Scan Content
Break up long paragraphs, use headings, bullet points, and clear formatting. This helps readers quickly find the information they need. Keep your messages concise and to the point.
Avoid Jargon
Technical terms like “domain,” “client,” or “metadata” may confuse non-technical readers. Unless writing for IT professionals, minimize the use of jargon and explain terms when necessary.
Simplify IT Terminology
Use clear terms that are universally understood. For example, instead of abbreviating system names or departments, write them out in full (e.g., “IT Solutions Center” instead of “ITSC”).
Explain the "Why"
Whenever possible, explain the reasons behind actions, especially for changes like service outages or new technologies. This helps your audience understand the benefits and importance of the updates.
Write Clear Subject Lines
For emails, the subject line should be specific and direct, and the key action or information should be indicated. For example, “Service Alert: Update to Workday” or “Service Alert: Maintenance Notification”.
Active Language Over Passive
Use active language to make your writing more engaging and direct. Active sentences are clearer and more concise, helping your audience understand your message quickly. For example, instead of "The system will be installed by IT Solutions," write "IT Solutions will install the system."
Proofread Your Content
Ensure your content is free from errors. Use spelling and grammar tools, like Grammarly, and have a colleague review your work before it’s published.