How to write technical documentation Blog Feature

How to Write Technical Documentation: 6 Ways to Impress Teams

Whether it’s understanding development processes, deciphering how to install computer software, or figuring out the build plans for a new product, technical documentation helps folks get the job done. 

But how do you ensure you’re crafting good technical documentation?

Fortunately, that’s what we’re here to answer. 🤩

While technical documentation doesn’t exactly have a glamorous or exciting reputation, that doesn’t mean you can’t have a little fun creating it. 

In fact, crafting technical documents is an excellent opportunity to put on your creative thinking cap, bond with colleagues, and provide vital info for readers, which adds purpose to your pursuits. 

With that in mind, let’s delve deeper into technical documentation, including its benefits and best practices. We’ll also walk through the step-by-step creation process so you know how to write technical documentation that shines. ✨

(Bonus: We’ll also spill the beans on an AI assistant that can speed up the process!)

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What Is Technical Documentation?

Technical documentation is a written resource that lays out the functionality and features of a product or tool. This type of technical writing might focus on design architecture, standard operating procedures (SOPs), instructional manuals, use cases, or how-to guides. 🛠️

Technical documentation varies greatly depending on the subject and intended audience. Unlike business proposals, business plans, or press releases, technical documentation focuses on (you guessed it) technical subjects.

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Some technical documents are meant for internal use to lay out development processes and best practices for developing tools and adding new features. Other technical writers use this type of documentation to help the user navigate new products and discover new ways to use them.

Most developers and designers will create dozens of different types of technical documentation throughout the software development life cycle (SDLC). In general, this type of documentation is written by technical writers. 

However, software engineers, subject matter experts (SMEs), and entry-level software product team members often create technical documentation as part of their daily task to-do lists. Whether you’re a pro or just getting started, there are many benefits to writing technical documentation.

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What Is the Importance of Writing Technical Documentation?

Technical documentation is a key tool for helping people understand your products, services, and processes. Not only does it help users, but it also lets you build a better, more efficient team. Here are some of the reasons why technical documentation is critical to your success. 💪 

Empowers better decision-making

Technical documentation helps the team understand how a particular tool works. When it’s time to add new features, they can easily refer to internal technical documents to see procedures.

These documents provide a centralized database of information, ensuring developers don’t get lost looking through emails or chats to find the details they need.

Improves user experience

Great technical writing skills lead to informative documents that streamline the user experience. Many developers add technical or project documentation right into the app or product so users don’t have to switch screens to get help.

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In addition to written technical content, visuals like graphs, clear headings, and infographics add context. That means users with less technical knowledge still get the most out of your products.

Reduces strain on customer support teams

With organized, well-considered, and well-executed technical documentation, your support team won’t have the hassle of redundant inquiries from customers. When you explain complex information in handy guides and FAQs, customers are empowered to get answers to their questions and troubleshoot simple issues on their own.

Fewer mistakes and better education

When you document technical processes and features, there’s less chance of making mistakes because you have a single source of truth. Plus, it’s easier to train users, stakeholders, and team members when you have good technical documentation at the ready.

That means more time for innovation and crafting new ideas. 💡

Offers a way to store ideas

Technical documentation creates a roadmap for future ideas and also documents past projects in one easy-to-find place. You can easily refer to previous documents to see what’s been worked on and gain insights for future iterations. 

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In other words, the right technical docs help you build product roadmaps to visualize your future offerings while understanding where things stand today. It’s the perfect tool for establishing procedures while also encouraging innovation and creativity.

Increases communication

By nature, creating technical documentation is a collaborative effort. That means it boosts communication and builds connections across the team. Everyone has to work together to create an informative and useful piece—and different perspectives lend better insights. 🤝

With strong internal documentation, team members can work more efficiently on their own. They’re able to refer to existing documentation to answer questions and can access resources to build new features.

Boosts security

Internal technical documentation lays the groundwork for better security and compliance with regulatory bodies. In your documents, highlight security procedures and best practices for creating new features and sharing documentation with the public.

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The 2 Main Types of Technical Documentation

There are several different types of technical writing and documentation but most fall into two distinct categories: product documentation or process documentation. 📃

Product documentation

Product documentation is all about the product itself including main features, functionality, and step-by-step instructions on how to use it. The most common example of product documentation is user experience (UX) guides on how to use the specific software or tool.

Another example of product documentation is a repair manual that explains how to fix issues with the product itself. The category can be broken down further to focus on system product documentation, which aims to inform product development teams and manufacturers, and user documentation to help the customer navigate the product.

Types of technical product documentation include: 

  • UX design including UX style guides and user personas
  • Product requirements sheets
  • Product descriptions
  • API documentation
  • Source code documentation
  • Feature updates
  • End-user guides including FAQs, release notes, how-to guides, and training tutorials
  • Technical design/architecture
  • User manuals like how-to guides, instruction manuals, and installation manuals

Process documentation

Process documentation is more of a behind-the-scenes technical document. These docs aim to lay out or explain the processes and procedures used to create products. Process documents include things like project plans, testing plans, and internal troubleshooting guides. 🎯

The target audience for process documents is developers and designers of the products and software. These documents aim to answer common questions, lay out roadmaps for building the tool, and offer clarification.

Examples of process documentation include:

  • Test schedules
  • SOPs for development workflows
  • White papers and case studies
  • Project plans
  • Product roadmaps 
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How to Write Technical Documentation

Ready to make better technical documents and create drafts that make your team more efficient? Here’s how to write technical documentation using software and writing tools like ClickUp Docs and ClickUp’s AI writing assistant. ✍️

1. Analyze and decide who your audience is to create targeted content

Before you start writing, you need to know who you’re writing for. The voice, tone, and writing style you use will be different if you’re creating documentation for the general public versus internal knowledge base materials. 

Ask yourself who your audience is and what they’re learning style is like. Consider what types of questions they may have and what they need from your documentation. 

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ClickUp Whiteboards are where you can jot down ideas and brainstorm. Use drag-and-drop functionality and take advantage of real-time collaboration so you can get the whole team to throw around ideas together. 

Best of all, create tasks directly on the board so you can seamlessly move on to the next step of the technical documentation process. 🌻

2. Research topics that will engage your readers and give them the answers they need

Next, you need to research topics. After all, you won’t know how to create technical documentation if you don’t know what it is you’re trying to say. 

Think about the goal of your technical documentation. Work backward from there considering what you want to include and what documents you may already have that will be helpful.

If you’re stuck and need help coming up with ideas, you can’t go wrong with ClickUp AI, the only AI-powered assistant tailored to your role. With dozens of use cases, it’s the perfect sidekick for generating ideas and coming up with relevant topics. 

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Get the whole team in on the action and assign ClickUp Tasks for brainstorming, topic research, and beyond. With more heads tackling the same project, you’re sure to hit all the bases and create documentation that will dazzle (and help) your audience.

3. Choose the best type of documentation and framework for the information you want to share

With your reader in mind, discuss what type of effective technical documentation makes the most sense. Maybe you’re writing an installation manual breaking down how to set up your product. Or perhaps you’re creating an SOP for adding new features or leveraging an API. 

Whatever technical document you’re drafting, use ClickUp Docs to create the framework. These customizable Docs are where you can collaborate, add sections and tables, and embed links and images with a click of your mouse. 🖱️

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What’s more, built-in AI writing tools let you create documents in a fraction of the time. Dropdown menus with suggestions help finish your sentences, change color schemes, update the typography, and more.

ClickUp’s templates also help you get started when creating a wide range of technical documents. Resources like SOP templates, technical report cover page templates, and bug report templates instantly build a framework where you simply have to fill in your specific details.

4. Create a content structure that’s easy to scan and organizes the information

Consider how your users will best understand your products or services and let it guide the design of your technical documentation. 

For instance, are your readers’ visual learners? Would graphs, charts, and other visual aids improve the user experience? ClickUp’s Integrations with tools like Github make it easy to add visual elements to support your written content right from your software workspaces.

Make your document easy to scan so readers can find the exact information they’re looking for. A table of contents goes a long way in establishing clarity, especially when it comes to longer instruction manuals. 👀

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Writing assistant software and tools take the guesswork out of building your document structure from scratch. Get spelling and grammar support, rewrite big chunks of text, and leverage auto-generated headlines and summaries based on prompts. 

5. Get feedback from teammates and test groups

Great technical documentation starts with a first draft but it doesn’t end there. It involves several iterations and plenty of fine-tuning.

Schedule conversations with designated team members to evaluate the progress and identify areas for improvement. They may point out ideas or features you may have missed. 

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Ask them to take notes, add suggestions, and ask questions directly in the document. Make changes and keep refining the content until it’s perfect. 🏅

When it comes to editing, it’s important to get reviews on your writing skills as well as the technical aspects of the document. Reviewers should keep an eye out for usability, readability, and ease of understanding.

6. Publish the content and automate action items to refresh it as needed

Once it’s passed an in-depth review, your content is ready for publishing. The benefit of using ClickUp Docs is it’s easy to share thanks to customizable permissions.

Create limited viewing permissions for internal software documentation or open it up to public access if you’re crafting end-user materials.

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Schedule review tasks as part of your workflows to refresh the content as needed. Use timelines and Calendar views to see when content was published and schedule reviews to ensure relevance and up-to-date information.

With ClickUp, you can automatically trigger a notification whenever a new feature is added. Instantly create a new task to update your technical documentation and assign it to the right team member. 

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It’s Time to Create Great Technical Documentation

Effective technical documentation is a form of communication that helps your readers better understand your products and makes it easier for software development teams to innovate and design. 

If you’re ready to level up your technical writing skills and create technical documentation that your readers will love, sign up for ClickUp today. 🏆

From drafting the actual content to triggering tasks and collaborating with colleagues, it’s an all-in-one tool that’ll make technical writing tasks (and everything else) seem like a breeze.

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