Writing technical documents is more than just writing. It’s managing lots of details, keeping things updated, ensuring consistency across files, and dealing with repetitive fixes. Doing all this manually can be tiring and slow.
That’s why many technical writers use automation and productivity tools. These tools handle the repetitive work, so you can spend more time writing and less time fixing.
This is the third article in our series, Best Tools for Technical Writers in 2025. Here, we’ll introduce you to some of the most helpful tools that every technical writer should know about. Whether you’re just starting or want to improve your workflow, these tools will make your work easier and faster.
But first, let’s look at why automation matters in technical writing.
Why automation matters in technical writing
Technical writing is more than just putting words on a page. It involves a lot of repetitive and detail-heavy work that can take up your time and energy. Automation helps make that easier.
Here are a few reasons why automation is important:
- Saves time: Automating repetitive tasks like formatting, updating links, or fixing typos means you spend less time on busywork.
- Reduces mistakes: Automated tools catch errors before they slip through, so your documents stay accurate and consistent.
- Keeps things organized: Automation can help manage different versions of your documents so you don’t lose track of changes.
- Improves productivity: With less time spent on small tasks, you can focus more on writing clear, useful content.
- Keeps up with fast changes: When products change quickly, automation helps you update documentation faster without missing important details.
Using the right tools to automate parts of your work makes your job easier and your content better. Next, we’ll explore some of those tools and how they can help.
Core automation tools for technical writers
Automation tools can make your work easier by handling the boring, repetitive stuff. Here are some essential automation tools every technical writer should consider.
1. Version control automation
Version control is a system that tracks every change made to your documents over time, and version control automation builds on that by automatically performing tasks whenever you make changes, so you don’t have to do it manually. You can learn more about it in our article, “The Importance of Version Control in Technical Writing”. Some of the tools you can use are:
a. Git
Think of Git like a smart save button that remembers every change you make to your documents. Instead of keeping many copies, Git tracks all the changes in one place. If you make a mistake, you can go back to an earlier version easily.
Source: Git
b. GitHub Actions
GitHub Actions is like having a helper who watches your work. When you update your documentation, it can be configured to automatically build and publish it.
Source: GitHub
c. GitLab CI
GitLab CI does the same thing as GitHub Actions but works with GitLab. It automates tasks like building and uploading your docs when you update them.
Source: GitLab
2. Style and grammar linters
Style and grammar linters are tools that scan your writing for grammar, tone, and formatting issues. When automated, they can run checks every time you update a document. Some tools you can use include:
a. Vale
Vale is a tool that checks your writing as you go. It looks for grammar mistakes and helps keep your writing style consistent with your company’s rules. You can also integrate popular style guides, like the Google Style Guide.
Source: Vale
b. Proselint
Proselint scans your writing for common issues such as long sentences, redundancies, or unclear phrasing.
Source: GitHub
3. API documentation generators
These tools turn API specifications into readable docs and can automatically update them whenever the code changes.
a. Swagger
Swagger helps you create clear, interactive API documentation using the OpenAPI specification. With tools like Swagger UI and Swagger Editor, you can show how your API works and let users test it right from the docs.
Source: Swagger
b. Redocly CLI
Redocly CLI takes API descriptions and makes neat, interactive websites where developers can read and try out the API.
Source: Redocly
Using tools like these can make your technical writing faster, cleaner, and less stressful. Up next, we’ll talk about productivity tools to keep you organized and focused.
Time-saving productivity tools
Writing good documentation takes time and focus. Productivity tools help free up your attention so you can write better. They help free up your time so you can concentrate on writing well. Below are tools that help you stay organized, work faster, and reduce mental clutter.
1. Text expanders
These tools let you type short keywords that expand into full sentences, code, or templates. They save you time by cutting down on repetitive typing.
a. Textexpander
Textexpander works across platforms: Windows, Mac, Chrome, and Mobile. It lets you create short snippets that expand into full sentences, links, or templates. It also supports team sharing, so everyone can use the same shortcuts.
Source: Textexpander
b. Espanso
A free, open-source alternative that works offline. Espanso is great for developers and writers who want a customizable experience without paying for a subscription.
Source: GitHub
These tools are helpful when you’re repeating the same content, like support replies, command line instructions, or style guide reminders.
2. Note and idea organizers
These tools help you collect and organize your thoughts and outlines in one place.
a. Notion
Notion is an all-in-one workspace where you can write, plan, and organize. You can build pages, databases, checklists, and more. It is great for doc outlines, feedback tracking, and team collaboration.
Source: Notion
b. Obsidian
Obsidian is a note-taking app that stores your notes locally in Markdown files. It lets you link notes together like a network, which is perfect for creating a personal knowledge base or tracking ideas over time. It also works offline and gives you full control of your data.
Source: Obsidian
3. Task and project managers
These tools help you stay on top of your to-dos. You can create checklists, set deadlines, and track your progress as you work.
a. Trello
Trello uses drag-and-drop boards and cards to organize tasks. Its layout makes it easy to track writing progress or feedback rounds at a glance.
Source: Trello
b. ClickUp
ClickUp is a powerful all-in-one project management tool. It offers documents, boards, goals, and time tracking in one place. It might take time to set up, but it’s great for more complex workflows.
Source: ClickUp
These tools help you stay on top of deadlines and communicate better with teammates, especially when working remotely.
You don’t need to use all these tools at once. Start with one that solves a real problem for you, like using a text expander to save time formatting headings or keeping your API doc checklist in Trello. Then build from there.
Building a personal productivity stack
No two technical writers work the same way. What helps one person stay productive might not work for another. That’s why building your own productivity stack is so important.
Start by thinking about the tasks that take up most of your time or cause the most frustration. Pick tools that solve those specific problems.
For example, if you write a lot of similar phrases, a text expander can save you loads of time. If tracking tasks gets confusing, a simple project manager like Trello might be just what you need.
The key is to keep it simple. Too many tools can slow you down and create more problems than they solve. Choose a few that fit your workflow and learn them well.
As you get comfortable, you can add more tools or automation to make your work smoother. Over time, your productivity stack will evolve to match your needs.
The best tools aren’t the most popular; they’re the ones that actually help you work better.
Final thoughts
Automation and productivity tools do more than speed up your work. They help you create clear, consistent, and reliable documentation. When your writing process is smoother, your docs become more organized and user-friendly.
You don’t need to use every tool out there. Focus on the ones that help you stay clear, helpful, and efficient. That way, your content supports your users, making their experience better and your work more rewarding.
If you enjoyed this article, be sure to check out other articles in this series, like Top Tools for Writing and Editing Technical Content and Best Documentation Publishing Platforms for 2025.
📢 At WriteTech Hub, we believe the right tools combined with simple strategies can transform how technical writers create content, making it easier to share knowledge that truly matters
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