The Art and Science of Technical Documentation: Strategies for Success

Technical documentation is an integral part of any tech-driven organization—and it’s just as essential as the development, testing, or any other phase of a product’s life cycle.

This is because, along with breaking down complex ideas for the internal and external audiences, technical written documents provide a detailed description of the work dynamics and architecture of a project, technology, or product.

In other words, technical records describe the nuts and bolts of how any product works. And where companies are constantly building new projects, these documents help keep track of processes and procedures, which is critical for maintaining quality control and preventing errors.

But documentation is only as good as the ability to use it. That’s why, when writing technical documentation, you must have the right approach and best practices around it. Otherwise, complex and hard-to-interpret documents are never useful in users’ eyes. 

This post covers the most common technical documentation best practices to help you write effective documentation. Among others, we will cover:

• What is technical documentation, and why is it so important?
  • Overview: What is technical documentation?
  • Why is technical documentation so important?
  • Types of technical documentation
• 11 Technical documentation best practices

Let’s dive in…

What Is Technical Documentation, and Why Is It So Important?

Overview: What is technical documentation?

Technical documentation refers to documents or written records describing production, operation, performance, and product design. These records are written for end-users, bosses, employees, or clients and explain how to use, maintain, and troubleshoot products and systems.

Typically, technical documentation includes a combination of prose, diagrams, screenshots, videos, and even code snippets. 

Examples of technical written documents are:

• User guides
• Technical specifications
• Requirements documents
• Design documents
• Test and release schedules
• Installation guides
• Configuration guides
• Admin guides
• API documentation
• SDK documentation
• White papers
• Product roadmaps
  

While technical documentation is popular among developers, these documents are also very useful in other industries: The legal sector, healthcare, engineering, IT, insurance, automobile, and marketing, just to name a few.

Why is technical documentation so important?

The goal of technical documentation is to make it easier to understand or use a product or service. As such, IT documentation appeals to both internal and external end-users.

Here are some benefits of technical documentation:

• Improve the customer experience (CX)
• Helps save time by cutting off at least 50% of time employees spend finding information
• Improve team alignment

Types of technical documentation

Different types of technical documentation have different purposes, uses, where, and how you can employ them. The common types of documentation are: 

• Requirements documentation: Primarily used by product managers, developers, and testers, this type of documentation lists out the functionality that needs to be delivered for the product to be successful.
• Technical specifications: This documentation is also used by developers and testers and goes into more detail about how the product or technology should work. Technical specifications can include information such as data formats, API calls, and other technical details.
• User documentation: This type of documentation is used by customers and covers everything they need to know about using the product or technology, including how to install it, set it up, and use all its features. User documentation can be delivered through a user manual, an online help system, or a series of video tutorials.
• Marketing collateral: The marketing team uses this type of documentation to promote the product or technology. Marketing collateral can include product brochures, website content, and case studies.

11 Technical Documentation Best Practices

Now that we know what technical documentation is, where, and how to use the different types of documentation, let’s look at the most common best practices that agilists and project managers can adopt for effective tech documentation.

#1: Create a plan and outline

In technical documentation, a plan is defined as a framework for tackling a task. Simply put, it’s an outline addressing what needs to be done, how it will be done, and when it needs to be completed. 

Creating a plan will help you determine the steps necessary to complete the documentation process and ensure no key details are left out. A plan should include:

• The purpose of the documentation
• Target audience
• Deliverables/the type of information that needs to be included
• The format of the documentation
• Tools that will be used 
• Timeline for completion, etc.

Furthermore, creating such an outline will also make it easier for you to delegate tasks and collaborate with other team members. 

#2: Define your audience

One of the most important aspects of documentation is understanding who will be reading it. After all, if you don’t know your audience, how can you ensure that the information you provide is relevant and useful to them?

When defining your audience, consider factors such as their:

• Technical expertise
• Role in the company
• Relationship to the project 
• Level of interest in the information

This will help you to gauge the level of detail that needs to be included in the documentation and how complex certain concepts should be explained.

If, for instance, you are writing software documentation for developers and programmers, expect to write user guides, which would likely include sophisticated industry jargon. In contrast, feature general, easy-to-understand language when writing proposals or reports for project stakeholders. 

Pro Tip: When in doubt, use simpler language for all of your audiences. Even if your work is banal, it will come across as well-informed—thus more useful.

#3: Define the purpose/goal of your documentation

The next step is to define the purpose or goal of your documentation. This will help you determine the information you need to include and how it should be presented. Goals can be anything from:

• Explaining the features and functionality of a product 
• Documenting a process or procedure 
• Providing instructions for using a tool 
• Offering an overview of a project’s progress 
• Communicating design decisions

By understanding the purpose of your documentation, you can better assess the needs of your audience and ensure that the information you provide is relevant and useful to them.

Pro Tip: It can be helpful to think of your documentation as a product with specific features that address the needs of your audience.

#4: Creating the content

Now that you have a plan and understand your audience, it’s time to start creating your content. Like most writings, technical writing is an art as it is science. 

When writing technical documentation, it’s important to be clear, concise, and accurate. Here are a few tips to keep in mind:

• Use simple language and avoid too much jargon
• Be specific and include concrete examples
• Break down complex concepts into smaller, more manageable pieces
• Use headings and subheadings to organize information
• Use images, infographics, and videos to supplement text
• Write in an active voice
• Use the proper tone for your audience
• Edit and proofread your work before publishing

As you do this, try using humor, personal anecdotes, or real-world examples to make your documents interesting.

#5: Create documentation templates

Documentation templates are a great way to ensure that all the necessary information is included in your IT documentation and is presented in a consistent format. Templates can also be reused for future projects, which saves time and effort in the long run.

For those reasons, take control of your documentation by ensuring that you create templates for all documentation examples (user guides, technical specifications, process documentation, project plans, etc.) available in your company. 

When creating a documentation template, be sure to include all the essential elements such as:

• A table of contents
• Headings and subheadings 
• Placeholders for images, videos, and other multimedia 
• Fields for metadata (e.g., author, date, version number)

#6: Hire the right talent for the job

Not everyone is cut out for writing technical documentation. It takes special skills and knowledge to effectively communicate complex information to different audiences. 

When choosing who will write your documentation, look for someone with:

• Technical expertise in the relevant field 
• Excellent writing skills 
• The ability to use different styles and tones 
• The ability to simplify complex concepts 
• Patience and attention to detail

It’s also important to choose a writer who is familiar with your documentation tool. This will make it easier for them to create content that meets your specific requirements.

#7: Update your documentation regularly

As your products and processes change, so too should your documentation. As such, it’s important to make a plan to update your documentation on a regular basis.

By keeping your docs up-to-date, you ensure that they not only remain accurate but also relevant to your audience.

This can be done through periodic audits or via feedback from your audience:

• Periodic audits can help identify areas that need improvement. They can also help ensure that your documentation complies with company policies and industry standards.
• Feedback from your audience can also help identify areas that need improvement. By soliciting feedback, you can ensure that your documentation meets the needs of your audience.

Another way is to create a documentation change log. This document lists all the changes made to your documentation over time. Consequently, this can help keep track of updates and identify areas that need improvement.

#8: Optimize your technical documents for different platforms and devices

With the proliferation of mobile devices, optimizing your documentation for different platforms and devices is important. This way, your audience can access your docs from anywhere, anytime.

You can optimize your documentation for different platforms by:

• Creating responsive designs that adapt to different screen sizes
• Creating separate versions for mobile and desktop
• Incorporating accessibility features into your docs
• Using different file formats (e.g., HTML, PDF, ePub)

#9: Create a file for your project

Creating a file or folder for your project is an excellent way to keep all of your documentation organized in one place.

This will make it easier for you to find specific information when needed and ensure that nothing gets lost or misplaced. 

There are many different ways to do this, but some common methods include:

• Using a software documentation tool
• Creating a folder on your computer 
• Creating a Google Doc 
• Creating a Word document

Implementing such document storage systems can also help to improve communication and collaboration with teammates, thus improving productivity.

#10: Treat documentation like a requirement

Technical documentation is often considered an afterthought, especially in software and IT-related projects. But it is every bit as important as a requirement, just like all the other processes like coding, testing, and deployment. 

Failing to acknowledge IT documentation as a requirement can lead to negligence—taking away the importance of writing technical documents. 

To make documentation a priority in your organization, try doing the following:

• Include documentation tasks in your project plans and timelines 
• Assign specific roles and responsibilities for documentation 
• Set clear expectations for the quality and quantity of documentation 
• Conduct regular reviews of your documentation 
• Make documentation part of your review and approval process

Treating documentation as a first-class requirement will help ensure that it gets the attention it deserves and that your IT systems are well-documented.

#11: Use technical documentation software

Last but not least, take advantage of technical documentation software. This is because technical documentation software can save you time and effort by automating tedious tasks and providing an all-in-one platform for creating, managing, and publishing your docs.

There are numerous software tools available in the market for creating and managing technical documentation, and you can always choose one whenever you deem fit. Before settling for technical documentation software, consider a tool that has the following features:

• The ability to create documentation templates

• A built-in WYSIWYG editor
• The ability to add multimedia (e.g., images, videos)
• Support multiple documentation formats (e.g., HTML, PDF, Word, etc.)
• Version control and change tracking
• Integration with third-party tools (e.g., help desk software, project management software)
• Reader analytics and user feedback tools

Considering these features is vital since you ensure that you only get a system that appeals to your needs and requirements. 

Conclusion

The importance of technical documentation cannot be underestimated. If you want to increase your sales figures, satisfaction, and productivity levels in your workplace, ensure that your technical documents are carefully designed and follow the above best practices.

Remember, a nicely crafted set of technical documents is always your first chance to show others what you’re working on, instilling confidence in your products, processes, and systems.