Effective software documentation is the best way to get computer applications working quickly without any issues.

Simply put, software documentation is information that helps describe the product to the people who use online manuals and help capabilities discussed in design documentation or session notes. 

What is the purpose of software documentation?

When document software becomes more complicated, technical writers take over the development and documentation process. Software documentation helps engineers or programmers have a way of describing their information technology (IT) products and developments. Also, software documentation helps guide the development process and is used when troubleshooting or during the installation process. 

Effective software documentation

How does technical documentation help?

Equally important, technical documentation helps break down information better so that it’s presentable and usable for the user. There are five steps to properly using documentation software

  1. Create a Plan
  2. Structure the Design
  3. Create Content
  4. Test
  5. Schedule and Update Maintenance Log

What are the different types of documentation?

As effective software documentation examines products, it’s essential to be aware of the different types of documentation. There are 14 types of documentation to help technical writers understand IT maintenance. 

  1. Process Documentation
  2. Planning Documentation
  3. Estimate Documentation
  4. Standards Documentation
  5. Metrics Documentation
  6. Scheduling Documentation
  7. Product Documentation
  8. System Documentation
  9. Requirements Documentation
  10. Architecture and Design Documentation
  11. Technical Documentation
  12. User Documentation
  13. End-user Documentation
  14. System Administrator Documentation

Each type has its tasks to help complete the user’s needs, but each one uniquely complements the other maintaining the development of the software. So, what does each one do? Well, let’s find out.

Process Documentation:

Process documentation is documentation that consists of a process using step-by-step procedures to state instructions for software users. The process can be documented using policies and other forms of order. 

Planning Documentation:

To start, planning documentation is an outline of the software development plan that guides the developers in how to create the project, it also includes methods of development as well as monitoring the project as you go. 

To add, the planning aspect of documentation allows developers to know the product, how to use it, and what needs to work better so, the plan of any software is crucial for any development because the software would be hard to understand.

Estimate Documentation:

This element of documentation revolves around time estimation. It’s a structure to estimate the time duration for technical documentation. The minutes/hours-based method indicates the activity involved in the documentation process. 

For example, it would spell out the time it takes to complete tasks in the ordering documentation. Such as a computer application, for instance, it takes X time to develop, Y much time to design, and Z time for installation. 

Standards Documentation: 

Standardized documents should be easy to read and easily accessible. For instance, it should have a consistent pattern of quality and structure, so the document process must be easy to cope with other types of documents. 

Nonetheless, all standard documentation should align with the other documents produced during software projects; however, documentation standards verify that products are tangible and that it guides how the software works.

Metrics Documentation: 

This document illustrates the qualitative and quantitative responses to properly operating software, therefore, documentation metrics give insight and data on how the software development is going. 

In this way, these documents lead to productivity and working operations, also, they should provide a measure of software characteristics found in numerical data.

Scheduling Documentation:

Scheduling documentation is the most common tool used to test software. Based on the testing procedures, you schedule a time to test the software and record reports and meeting notes on how the product did.

In other words, a document tests the patterns and fluctuations so that the development of the software continues to improve. Therefore, the information should indicate when the created project is and when the finished date is.

Product Documentation/System Documentation/User Documentation:

Product documentation separates into two groups; system documentation and user documentation. Also, the end product is described and provides instructions on how to perform the operations of the software. 

System documentation requires all the parts for the software to work with descriptions and help guides, comparatively, user documentation is what the user should know about the project following the manuals and the tutorials associated with the product. 

Requirements Documentation:

Firstly, in software engineering, having requirements documentation is significant. Secondly, for any software involving the production of the product, you need a requirements document that communicates how the software functions. Lastly, it should keep track of the progress as an agreement on what the software will do.  

Architecture and Design Documentation: 

For example, to construct a software product, you provide a description and system elements for building the system. So, that’s what architecture and design documentation do. 

Also, every system installs software found in the set of principles and properties of the elements used in the design. So, the documentation serves as projections for the architecture and design.

Technical Documentation:

As mentioned before, this source of information is needed for the writers to explain the product to the user. For instance, it’s documentation that states the purpose of the product and how to make it.

End-user Documentation: 

This type of documentation links to user documentation as it serves as a guide for how to use the product, except this software development allows the user to access the product to see its success.

System Administrator Documentation:

System administration is in charge of any issues with the software, troubleshooting, or installation issues. For instance, a manual is clear and concise on what actions are needed to fix the problems in the help guide. 

Furthermore, these different types of documentation help realize that every documentation for software development is thorough and direct on instructions. Also, Information Technology (IT) solutions are found in these types of documentation to avoid problems with the system.

How do you construct software documentation?

The content in software documentation is essential. It’s required to know a set of steps for easy explanation. There are seven steps to include in your system documentation:

  • Understand the Purpose
  • Have Important Guiding Questions
  • Outline Documentation
  • Gather Required Information
  • Write a Draft
  • Add Visuals (illustrations, charts, data)
  • Final Editing

Which software is best to document a product?

To begin, you may be wondering which software tools are best for better quality and better results. So, here’s the answer, there are the ten best software tools that you can take advantage of to document your product:

  1. Document360
  2. Nuclino
  3. GitHub
  4. MarkdownPad
  5. Proprofs
  6. Read the Docs
  7. Doxygen
  8. ClickHelp
  9. iA Writer
  10. SimpleMDE

So, it’s easy to get caught up in all the complications that software development offers. However, documentation reduces system slip-ups about the software you are computing. For instance, a set of rules or procedures can benefit IT strategy in many ways.

If you are looking for more expertise in software documentation, always know Essential Data Corporation is here to help.  EDC’s professional technical writers can help take on any of your business needs for your business to succeed.

With a team of consultants that produce a complete line of documentation or a single technical writer for a brief project, Essential Data’s Engagement Manager will lead the project from start to finish. At Essential Data Corporation, the quality of our work is guaranteed. Contact us today to get started. (800) 221-0093 or sales@edc.us


Written by Lucas Van Deventer