Please document

Documentation is very important in every organization, no matter if we are talking about traditional or modern organizations. Documenting designs and processes allows us to better understand how things are going to be done, how they are being done and how things were done. In addition, if we have documentation we can audit that we are really working as we say we are working, because as Peter Drucker said:

What gets measured, gets managed
Peter Drucker

Technical documentation is an important aspect of any software development project. It helps developers, users and stakeholders understand the system, its functionality and how to use it effectively. One thing you hear a lot is that in agile environments there is no need for documentation. Nothing could be further from the truth. The agile manifesto says nothing of the sort, it simply states that working software should prevail over comprehensive documentation, but not that documentation should be left out.

However, creating effective technical documentation is not always easy. Today, we are going to discuss some characteristics of technical documentation that will help to ensure that the documentation is clear, concise and effective.

Know your audience

The first characteristic of technical documentation is to know your audience. It is essential to know who is going to read your documentation and what they want to achieve. Are your readers developers, system administrators or end users? Are they experienced with the system or are they beginners? Understanding your audience will help you tailor your documentation to meet their needs and provide the information they need in a way that is easy to understand. It is also true that we cannot create a document adapted to each of the people who are going to read it, so a balance must be found.

Keep it simple

When creating technical documentation, it is important to keep it simple. Use simple language and avoid technical jargon that your readers may not understand. Break down complex concepts into smaller, more manageable parts. Use examples and illustrations to clarify your points. Also consider the format of your documentation. Use headings, subheadings, bullets and other formatting tools to make your documentation easy to scan and read.

Be comprehensive

Comprehensiveness is another important principle of technical documentation. Documentation should cover all aspects of the system, such as installation, configuration and use. Include step-by-step instructions, screenshots and examples to help readers understand how to use the system effectively. Also, consider including troubleshooting tips and frequently asked questions to help users solve common problems.

Keep it up to date

It is essential to keep documentation up to date. Would anyone want to read a travel guide 50 years ago? The information would be too incorrect to be of any value. As the system evolves, so must the documentation. Update the documentation regularly to reflect changes to the system and new features. This will help ensure that users have access to the latest information and can use the system effectively. In most instances, it is better to have no documentation than to have the wrong documentation,

Make it accessible

Accessibility is an essential principle of technical documentation. Documentation must be easily accessible to all users, regardless of their capabilities. This means making it quick and easy to find but also using accessible fonts, colors and contrasts, as well as providing alternative text for images and other visual elements. In addition, consider providing documentation in multiple formats, such as HTML, PDF and plain text, to ensure that users can access it in the way that suits them best.

Finally, technical documentation is an essential component of any software development project. By following these technical documentation principles, you can create clear, concise and effective documentation. Remember to know your audience, simplify it, be thorough, keep it up to date and make it accessible. This will ensure that the documentation provides the information users need to use the system effectively.