What I learned about style guides from working with SMEs

I work in certification and exam development for the Linux Foundation. Every day, I collaborate with subject matter experts (SMEs) who help create the technical content for our exams. These SMEs come from many countries, speak and write in different ways, and bring perspectives shaped by their own communities and professional backgrounds. Diversity is one of the most valuable parts of open source work. It is also why I learned how essential a style guide is for any project that involves many contributors.

When dozens of experts write content together, the writing can vary widely. One SME may write in a short, direct style. Another may use long descriptive sentences. Some are native English speakers. Many are not. Some use idioms and localisms that feel natural in their region. Others write in ways influenced by their first language. All of these voices are valid, but when they appear inside a certification exam, candidates must parse the differences in style, and that extra effort can lead to test fatigue.

Certification exams should measure knowledge. They should not measure how well someone can adapt to shifting writing styles. A style guide helps ensure a fair, clear, and consistent experience across all exams and across the global market.

The patterns I started to see

The more I collaborated with SMEs, the clearer certain writing challenges became.

Inconsistency in voice and structure

Without a shared guide, questions might move from conversational to formal to overly complex. Tense would change. Comma usage would change. Some SMEs loved passive voice, others avoided it completely. Even small variations disrupted the reading rhythm.

Accessibility gaps

Contributors had different levels of familiarity with accessibility practices. Some included descriptive link text and helpful alt text. Others relied on visual cues that do not translate for screen readers. Without guidelines, accessibility depended on who wrote the question.

Readability differences

Readability is not about simplifying the content. It is about presenting information clearly so candidates can understand it without extra effort. When sentence structures shift frequently, it increases cognitive load and slows down comprehension.

None of these issues reflect a lack of expertise. They reflect diverse writing styles.

How a style guide changed the work

A style guide changed the process by providing a shared starting point without taking away individuality.

Our guide covers audience expectations, grammar and punctuation, capitalization, UI labels, numbers, lists, code formatting, accessibility basics, and a short word list. It also includes conventions specific to exam writing, such as how to present commands, how to format variables, and how to avoid region specific references.

The impact was immediate. SMEs wrote with more consistency. Reviewers spent less time rewriting sentences. Everyone could focus on technical accuracy rather than mechanics.

A few simple rules made a noticeable difference:

• Use present tense and active voice where possible.
• Spell out acronyms the first time they appear.
• Avoid idioms and cultural references that may not translate globally.
• Use code blocks for commands.
• Keep capitalization of UI elements and menu items consistent.
• Write out numbers below ten unless referring to units or versions.

These small patterns added up to a smoother experience for candidates and SMEs alike.

Why consistency matters for certification exams

Certification programs serve a global audience. Candidates take exams in many countries and bring different levels of English fluency. A consistent writing style creates fairness. It reduces confusion, lowers stress, and allows candidates to focus fully on demonstrating what they know.

Predictability in writing also helps build trust. When every question follows a similar structure, candidates feel grounded. They are less likely to misread a question or assume that a sudden shift in style signals a hidden trick.

A style guide also respects the time of SMEs. These contributors volunteer their expertise. A clear guide lets them participate without needing to be expert writers, too.

How any project can introduce a style guide

Creating a style guide does not need to be complicated. Start by reviewing the content your community already produces. Identify the patterns that work. Then choose an existing guide as a foundation. Several open source communities publish excellent examples. Adapt one for your project and keep it simple.

Share it widely. Reference it during reviews. Update it as your project evolves.

A style guide is a tool for inclusion

Working with SMEs taught me that a style guide is more than a set of rules. It is a way to support contributors, reduce barriers for readers, and create a consistent experience across global participation.

It helps many voices sound unified without losing their authenticity. It strengthens accessibility. It creates fairness.

Most importantly, it helps a community write together, clearly and confidently.