Technical documentation — writing that describes the use, development, or architecture of a product or service — plays a central role in every industry. It describes what your organization has to offer and how users can benefit from it.
Outdated technical documentation, however, can damage your operations, lower productivity, and tarnish your reputation. Updating technical documents to reflect changes creates a more positive experience for internal and external users.
4 Best Practices for Keeping Technical Documentation Current
Updating your documentation sounds easy enough, but it quickly gets complicated when you have hundreds or thousands of documents. Implementing these best practices results makes the process less painful.
Regularly Review and Update Technical Documentation
Create a schedule for your reviews and stick to it. How often you review and update each document depends on its type and purpose. An annual update is acceptable for some documents, while others require more frequent changes.
Establish a Documentation Management Process
Streamline your documentation management by assigning specific responsibilities to different reviewers. Create and share procedures for identifying revisions and changes, such as naming conventions. Make use of version control systems and tracking tools to trace, reject, and accept changes.
Collaborate with Stakeholders and Subject-Matter Experts
Updates to technical documentation should be a team effort. Consult with subject-matter experts and stakeholders to identify problems and changes. They have inside knowledge that may not be obvious to others.
Incorporate Feedback from End Users and the Development Team
Feedback from developers and end users often includes valuable insights into what is and isn’t working in your documents. Review their comments and look for patterns of common concerns.
Types of Technical Documentation
Your management process might differ for each type of document you produce. Think about the specific requirements and features of each of these types of documentation.
Software Documentation
Software documentation explains its design, function, and features. This allows users to deploy and maintain software with minimal problems correctly.
Read more about software documentation.
User Manuals and Guides
User manuals and guides tell end users how to install, operate, and maintain a product. Some are printable PDF manuals, while others are interactive online guides.
API Documentation
Software documentation also includes documents that describe how to use an application programming interface (API). They might include tutorials, getting-started guides, code examples, and screenshots.
Learn more about API documentation.
Code Documentation
Code documents explain how code works and how to use it. These documents help present and future developers know how to change the code when necessary.
Process Documentation
Like software documentation, process documentation makes organizations more efficient and productive. It explains all the steps in a task, making it easier to replicate processes and reduce errors.
System Documentation
System documentation informs stakeholders and team members about the underlying technology of a system. This allows them to maintain, test, modify, and expand it properly.
Internal Documentation
Internal documents serve as a reference for employees and create more consistent performance. They include details about processes and procedures, best practices, and software specifications.
Key Components of Effective Technical Documentation
The structure and content of technical documents are different for every organization. However, easy-to-use technical documentation usually has a few essential features.
User-Friendly Language and Structure
Use language, spelling, and grammar that’s correct and appropriate for the audience. Stick to short words and sentences, and define technical terminology.
When you set up a document, use a scannable format with white space rather than one large chunk of text. These and other technical documentation quality metrics make the information easier to digest.
Visual Aids and Diagrams
Don’t rely exclusively on text to convey information. Incorporate diagrams and other visual aids, such as graphics and tables.
Practical Examples and Use Cases
Make the application of a service or product clearer by providing examples and use cases. This makes the concepts more concrete for users.
Challenges in Keeping Technical Documentation Current
It might be important, but updating technical documentation isn’t easy. Organizations sometimes fail to keep documents current because of the obstacles they encounter.
Constantly Evolving Technology and Software Development
Software constantly changes. Mobile apps, for example, update every three weeks, on average. Changing technical documents might feel like a never-ending battle, but prioritizing and consolidating updates makes it more manageable.
Balancing the Needs of Developers, Customers, and Stakeholders
Because they engage with your products in different ways, stakeholders, customers, and developers might have separate expectations for your documentation. Reconciling their definitions of quality requires careful analysis.
Communicating Complex Technical Concepts Effectively
Explaining technical points in a way that many users can understand takes skill. Likewise, ensuring the information is accurate and relevant requires research and frequent collaboration.
Meeting Regulatory Requirements and Standards
Some industries have very specific documentation standards. Failing to meet them could result in penalties or fines. When updating a technical document, reviewers might make changes that inadvertently cause compliance issues.
Tools and Resources for Maintaining Technical Documentation
Keeping technical documents current is easier when you make use of the right resources.
Component Content Management Systems
A component content management system (CCMS) identifies relationships between topics and documents. It takes a holistic view of your documentation, making it easier to maintain, deliver, update, and translate it.
Documentation Tools and Templates
Pre-made templates minimize the time you spend designing documents. Editing tools reduce errors that could be distracting or make your documentation difficult to understand.
Collaboration and Version Control Systems
Version control systems are increasingly popular tools, with a global market size of $663 million in 2022. They allow you to save and merge different versions of documents and easily undo changes. Use these and other collaboration tools to allow team members to work together more seamlessly, even if they’re in separate locations.
Outsourcing Technical Writers and Developers
Many businesses don’t employ internal technical writers or software developers. Instead, they partner with third-party providers, such as Contiem, who specialize in content creation and development.
Optimizing and Updating Your Technical Documentation
Technical documentation is only useful when it’s current. While it might feel cumbersome and require negotiating with different stakeholders, the benefit of updated technical documentation far outweighs the inconveniences of creating it. If you’re struggling to keep your documentation up-to-date, Contiem is the solution. Get in touch with the content lifecycle management experts at Contiem to simplify your documentation management and maintenance.