Hello, I want to work on technical documentation, but sometimes I am confused if it is the same as technical writing. Can you help me understand this?
This is the type of question we often get from beginners who are starting a career in technical writing but want to focus on technical documentation.
If this question applies to you, here is what you need to know about technical documentation. Find out!
Table of Contents
- What is technical documentation?
- What are the types of technical documentation?
- Why is technical documentation necessary?
- How to create a technical document
- Conclusion
What is technical documentation?
“Technical documentation refers to the documents that involve product-related information and data; it holds the details about a technical product or service that is either under development or already in use.” – Bit.AI
In other words, technical documentation describes the creation and purpose of an application or architecture of a product or service. Technical documentation is a type of technical writing referring to various documents containing product-related data and information. It includes information on a technical product in development or already in use. You can make it available for printing or viewing online.
Regarding technical documentation, things can quickly go from “here’s how to use this if you’re unfamiliar and have limited experience” to “here is an unedited transcript of everything our developer told us about this obscure application of our API.” The first option will have you using the product immediately, while the second option will cause you to experience visual distortions.
Therefore, any document that explains a product’s use, functionality, creation, or architecture is considered part of a product’s “technical documentation.” Think of it as a step-by-step “how-to” guide for your users, new hires, administrators, and anyone who needs to know how your product works. This guide is intended for everyone who needs to understand your product’s work.
What are the types of technical documentation?
There are three significant documentation types: product, sales, and process.
Product Documentation
The product documentation includes in-depth guides, training manuals, and information that teaches users how a product should work or how to use the product. Product documentation can also include information that shows users how to troubleshoot problems with a product. The phrase “product documentation” is what most people have in mind when they hear the term “technical documentation.” Instructions and walkthroughs designed to assist end users in completing tasks are typically included in the product documentation. They contain manuals, illustrations, and reference sheets that go over the following topics:
- Users need information regarding the requirements or system specifications to run the product effectively.
- Detailed instructions for installation and operation are included.
- A knowledge base or a list of frequently asked questions (FAQs)
Utilizing technical writing software and software documentation tools to generate user-friendly and helpful product documentation is highly recommended. These tools can make documentation easier to use.
Sales and Marketing Documentation
The documentation for sales and marketing presents information that can assist your company in determining its place in the market and offers sales enablement content to assist in acquiring additional clients. The following are some examples of technical writing that are used in these types of documentation:
- Documents such as market requirements and business plans that assist in laying the foundation for a company
- White papers and case studies are excellent ways to demonstrate how prospective clients use their product or service.
- Requests for proposals (RFPs) and proposals help bring new business partners and secure new contracts.
Process Documentation
On the other hand, process documentation shows an internal team what they need to know to execute a task correctly. It includes plans, schedules, and notes that establish standards and patterns for various processes. This information helps create consistency and accountability within your organization, so it’s essential to ensure it’s being used. These types of documentation include;
- Internal wiki.
- The reports and metrics track the performance of the project, the staff, and the resources.
Why is technical documentation necessary?
A product with a technical document is an advantage over all other products because it has what it takes to provide essential information about the product or service to a person or organization who needs it. Here are the advantages of technical documentation;
- Ensures accurate tracking of all aspects of a product and improves the quality of the product.
- Increases the productivity and efficiency of development teams in product development.
- Facilitates user training and assists with the use of the product.
- It makes it easier to understand and maintain code.
- Coordination of work on an internal level is improved.
- In the event of sudden departures of people from the company, the technical document ensures that knowledge is decentralized, which reduces costs and effort.
How to create a technical document
- Create a documentation plan: A documentation plan is a short guide that will lead you throughout the project. Clearly state your goals, tools, technologies, writing style, and timeline.
- Outline your topics and structure: Segment it into subtopics when you’ve picked what you want to write on.
- Develop the document’s content: After creating your plan and structure, you can create the technical document. Use clear and concise terms to explain the product. When writing, have your target audience at the back of your mind and work towards developing content that this audience understands.
- Create an update and maintenance plan: A technical document is ever-evolving because there might be new updates or releases to the product. The technical documentation must be reviewed and updated with new product releases or updates. You must create a schedule for regular maintenance and updates of the company’s product.
Conclusion
Technical documentation is essential to provide developers and customers with information on your product’s design and uses. As a beginner, technical documentation is continuous, as you’ll need to update the record of an application continually.
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