Your company just rolled out a new feature in their product. As the technical writer, you work on updating the user documentation, making sure it is clear and easy to follow. A week later, you opened the document, and your updates were missing.
After digging through, you find out a teammate also made changes to the same document, saving their version over yours. Now, you have to work on updating the document again, wasting time and risking errors. Even worse, there’s no way to see what was lost or when the overwrite happened.
How do you ensure this doesn’t happen again? We’ll answer this question and more in this article.
What is version control?
Version control is a system that helps you track and manage changes in your documents over time. Whether you’re writing a technical manual, API documentation, or an engineering report, version control ensures that every change is recorded, making it easier to organize your work, collaborate with others, and avoid losing important edits.
Instead of saving multiple copies with different names like “manual_v1.docx” and “manual_v2_final.docx”, version control automatically keeps a history of changes. This means you can always see what was modified, who made the change, and when it happened.
How does version control work?
A version control system (VCS) works by storing different versions of a document in a central location. Every time you make a change, the system saves it as a new version while keeping a record of the previous ones. If you need to undo a mistake or compare past edits, you can easily access older versions.
Importance of version control in technical writing
Version control is important for a lot of reasons, some of which are:
- Tracking changes and preventing lost work: Version control automatically saves every change, allowing writers to view, restore, or revert to previous versions as needed.
- Improving collaboration without conflicts: Technical writing often involves multiple contributors. With version control, everyone can contribute without issues. It keeps a log of all modifications, shows who made each edit, and allows for merging changes seamlessly.
- Ensuring accuracy and consistency: Documentation needs to be precise and reliable. If outdated or incorrect information slips through, users could be misled, and products might be misused. Version control helps maintain accuracy by allowing writers to compare different versions, track modifications over time, and ensure that the latest, most reliable content is always accessible.
- Enabling automated checks for quality control: Many version control systems integrate with automation tools that run checks on documentation before changes are approved. These automated processes can catch spelling errors, ensure formatting consistency, and even verify that terminology aligns with style guidelines.
- Supporting open source contributions and wider collaboration: For technical writers involved in open-source projects, version control platforms like GitHub, GitLab, and Bitbucket provide a structured way to contribute to documentation. Writers can submit changes, get feedback from maintainers, and collaborate with developers on improving documentation for software projects.
Popular version control systems for technical writing
Several tools can help technical writers manage different versions of their work effectively. Choosing the right version control tool depends on the complexity of the work, the level of collaboration required, and the team’s workflow. Some of these tools include:
- Git: Originally created for software developers, Git is widely used for tracking changes in documentation. Paired with platforms like GitHub or GitLab, it allows teams to work on documents collaboratively.
- Subversion (SVN): Another version control system that stores document history and supports team collaboration.
- Google Docs & Microsoft Office: While not traditional version control systems, these platforms offer built-in version history features that let you see past changes and restore previous versions.
- Documentation-specific tools: Some platforms like Docusaurus, MkDocs, and Gitbook have version control built-in, making them great for technical documentation.
Best practices for using version control in technical writing
We’ve covered what version control is, and why it’s important. But how do you use it in the best way to keep your documents organized and error-free? Just having a version control system isn’t enough; how you use it really matters. Here are some simple ways to make sure you are using it right:
- Use clear and consistent file names: While version control tracks every change, having clear file names still helps teams navigate large projects. Use descriptive file names like “onboarding-guide.pdf,” or “troubleshooting-manual.docx. This makes it easier to find the right file when browsing a documentation repository or shared workspace, especially in projects with multiple contributors.
- Provide clear notes for edits made: Every time you make a change, provide a brief explanation so others, or even your future self, can understand why it was made. If you’re using Git, write meaningful commit messages instead of vague ones like “Updated docs.” A better approach would be “Added troubleshooting steps for login issues” or “Fixed typos in setup guide.” You can also follow a structured format like Conventional Commits to help ensure even more consistency. In collaborative writing tools like Google Docs, Notion, or Microsoft Word, where commit messages aren’t an option, you can still add context in different ways. Use “comments” to explain why a section was updated. If “suggesting” mode is enabled, include notes when making edits so collaborators can see the reasoning behind modifications.
- Use separate drafts or branches for big changes: Making big edits directly in the main document can cause confusion, especially in collaborative projects. A better approach is to create a separate draft or version for major updates. If you’re using a version control system like Git, this means creating a new branch. In documentation tools like GitBook, you can use versioning features to maintain different iterations of your content. For collaborative writing tools, duplicating a document or using built-in version history serves a similar purpose. This keeps ongoing work organized and prevents unfinished changes from affecting the main version.
- Review changes before finalizing: Version control systems track changes automatically, but reviewing edits before they are finalized helps prevent mistakes and improves clarity. In Git-based workflows, teams can use pull requests for code and documentation reviews. Platforms like Google Docs and Microsoft Word offer “suggesting” or “track changes” modes, allowing for collaborative review. Documentation tools such as GitBook often have built-in workflows to stage and approve edits before publishing. No matter the tool, having a structured review process helps ensure high-quality content.
- Automate checks where you can: Many platforms offer automation features to catch common errors before publishing. In Git-based documentation, tools like Vale, Markdown linters, or CI/CD pipelines can enforce style guidelines, check for broken links, and ensure consistency. Platforms like Google Docs provide built-in spell-check and grammar suggestions, while some documentation tools, like Docusaurus, allow for scripted validation of content structure. Automating these checks reduces manual effort and helps maintain clear, professional documentation.
Final thoughts
Keeping track of changes in technical writing can be messy without version control. It helps prevent lost work, avoids mix-ups, and makes collaboration seamless. Instead of worrying about overwriting edits or sifting through old drafts, you always have a clear record of every change. If you haven’t started using version control yet, now is the perfect time.
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