Good Technical Documentation contributes to a Productive Team Environment

Documentation Writers: Everything You Need to Know

Technical documentation keeps a business running smoothly. When written properly, good documentation is easy to read, well-organized, accessible, and, most importantly, comprehensive. With essential data at its fingertips, a company can leverage its critical information into successful business outcomes.

Technical documentation is one of the best examples of professional technical writing services. That’s because tech writers are experts at documenting the highly technical aspects of products, services, and processes.

In this article, you will learn the definition of a documentation writer, the types of documents they write, and why they are critical assets for your business. Also, keep in mind that while documentation writers are technically a subset of technical writers, the two terms are often used interchangeably.

What Are Documentation Writers?

In every industry, big and small organizations use a variety of documentation. Companies cannot operate without these manuals, guidelines, and SOPs. They contain the company’s essential data. That is why business operations, continuity, and success depend on the quality and effectiveness of documentation. 

A documentation writer is responsible for communicating complex information in a clear and useful manner. They simplify product functionality and oversee and maintain document management systems and processes. 

Documentation writers obtain key information by working alongside subject matter experts (SMEs), developers, engineers, and project managers. They are usually experienced in various industries that rely on technology, like IT, medicine, marketing, and engineering.

7 Types of Technical Documents

Over the years, documentation writers have developed a misleading reputation. Many people often think that they produce simple documents, like board game instructions or TV guides. 

In actuality, they tend to focus on a wide range of specialized documents, from compliance policies to aircraft specifications to incident management plans. These are critical documents for business operations on a daily basis. 

Documentation writers produce so many types of documents that listing every kind is nearly impossible. But there are a few examples of technical documentation from the tech industry.

IT Documentation

IT documentation is a collection of documents describing how an IT team operates. These are critical documents for ensuring that all systems operate as expected, at all times.

API Documentation

API documentation is a reference manual on how to use and connect multiple APIs, which allows different software services to connect to one another seamlessly.

Process Documentation

Process documentation describes a series of steps to complete a task or process. This ensures that critical maneuvers are recorded and passed along to all future users.

Policy and Procedures

Policy and procedures documents are guidelines for a business’s day-to-day operations and other courses of action.

Knowledge Base

A knowledge base document is a collection of frequently asked questions (FAQs), how-to guides, and troubleshooting instructions.

Training Materials

Training materials are probably the most well-known type of work that a documentation writer does. They consist of a wide variety of manuals, job aids, and other tools to help employees learn specific skills or knowledge.

Java Documentation

The Java computer programming language can be very complex. Documenting its principal rules for an organization or one of its projects is critical for business operations. 

There are generally two types of Java documents: 

  • External documents: A description of the guidelines and restrictions in a Java program.
  • Internal documents: An explanation of a specific  code and its methodology.

That’s just an overview. If you want to learn more information about technical documents, and all the other types, click here.

The Skyrocketing Value of a Software Documentation Writer

Revenues for the global software market are projected to increase every year until 2027, when they may reach $813 billion. Everyone who works in software development will play a significant role in this great value creation.

Software is designed by engineers and built by programmers, in alliance with business goals. While some companies expect those specialists to explain the products they’re developing in clear writing, others know that a software documentation writer is best suited for this position.

Software documentation contains instructions explaining how to use a program or a service. This type of documentation needs to be targeted toward a specific audience, whether that’s an IT professional, a business leader, or an end-user at any level of any organization. 

Documenting this highly sophisticated technical material in simple terms is an artful balancing act best executed by a professional writer. The companies that realize this have seen firsthand the difference between clear and concise documentation of their essential data and sloppy writing that costs everyone time, money, and headaches.

Why Are Documentation Writers Important For Your Business?

When you invest in a documentation writer, you take an important step toward creating deliverables that ensure your in-house employees can achieve their goals. Documentation writers are not siloed workers. 

Instead, they work alongside computer hardware engineers and support specialists so that they can manage complex information flows. Their work keeps your company’s projects on time and under budget, freeing up resources for development and testing.

This happens whether documentation writers are on a project from the beginning or brought in later to fix errors, reduce redundancies, remove documents, and increase productivity. Their work lays down new standards that often serve as the single source of truth about company products or processes. 

This bridges the gap between current employees, who have gained valuable knowledge over time, and future employees who need to be quickly trained. In a tough business environment, seamless information flows can be the difference between increasing user satisfaction and retaining customers – or losing out to an organized, efficient, and well-documented competitor. 

How Essential Data Corporation Can Help Your Documentation

Documentation writers are essential to all businesses. Regardless of industry, they can translate complex information into clear, concise, and useful documents. For as long as businesses exist, there will be a need for documentation writers. Whether you need a single technical writer for a brief project or a team of consultants to produce a complete line of documentation, Essential Data provides the highest quality of technical writing services in every industry. Throughout your entire project, you will work closely with an Engagement Manager from one of our 30 local offices at no additional cost, and the quality of our work is guaranteed. To get started, contact us, schedule a free consultation, call 800-221-0093, or email – whatever is easiest for you.

Updated September 12, 2022


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