In the software development industry, knowledge is power. But how you transfer that knowledge depends on your software documentation.
Software Documentation refers to the manuals, tutorials, documents and documentation material describing a software product’s development, connectivity, capability and use. Software documentation is part of any software. Software documentation practices are essential for the success of the product. Good software documentation must include an interactive user experience, information architecture and a good understanding of your audience. It needs to serve the motive of straightening out issues encountered by the developer or the end user.
As a software developer, you can’t avoid writing documentation. Writing software documentation is an art, and it’s known as Technical Writing. Like regular writing, this is also a thing you can practice and get better with time. There are many types of software documentation, and these include:
- Requirements Documentation
- Architecture Design Documentation
- User Documentation
- API Documentation
- Quality Assurance Documentation
NOTE: It’s advised that you suggest building the documentation deliverable into your development process while attempting to use the agile methodologies for software development.
It’s pretty demanding to write software documentation. And for your software to be successful, you must include a detailed and comprehensible presentation of information that talks about the product. The process of writing software documentation varies from business to business.
Here are some ideal approaches to ensure the process can be smooth and generate excellent results if adhered to.
Understand the document’s purpose
To deliver ideal software documentation, you need to take a step back and acknowledge why you are creating the document. When writing software documentation, the main goal is to ease life for both the users and developers. Even the best technical writers can fail to identify this documentation’s primary objective since many objectives are available. Because of this, you must align your attention to the primary goal of your documentation. If you’re writing intending to deliver practical end-user support, the document must assist users in understanding how to set up the software and use its features. The document must be simple and well organised by laying out all the information users require in one place, so they won’t have to go around the website to understand how the product works. If you’re documenting to provide product information, then the document must hold details about the product. For example, the document should discuss the critical features and how they operate, the required hardware and software requirements, compatibility details, the installation process, and any other crucial information they may need.
Action tip: Open a blank document and write the purpose of documenting your software. Therefore, write your document based on its purpose. Also, clearly indicate who this document is intended for. Generate personalities who might need to read your content.
Know your target audience
First, you need to know who you’re writing this documentation for. Usually, when writing software documentation, you’re writing for software developers like yourself. That’s an advantage because it will be easier for you to spot what’s essential to them. There is no multipurpose when creating the documentation. That’s why you must determine your audience accordingly. Developers are not the people who are looking for creative prose but rather expect summarised documentation that answers all their inquiries. When writing to end users. The goal of documentation is to provide the information that will satisfy the reader’s needs before they can get in touch with the technical support for troubleshooting assistance. Therefore, you have to understand the users’ needs and consider them from the beginning of the development process. The documentation must address those needs and provide the necessary help. If you’re writing to end users, you are probably less technical and wordier to help them understand what you’re writing. You can accomplish this by using infographics and refraining from technical terms or explaining them.
Action tip: Establish several audience characters from the convenient information. Find each of their goals, needs and preferences. This way, you can determine the correct information for your audience.
API Documentation
API documentation is the technical content that documents the API. It contains information on how to effectively use and integrate the APIs. API documentation describes individual functions, methods and components of your library. These brief statements explain the purpose of the function, showing its type and its return in the form of a function header. This header usually contains an embedded link to the source code’s function definition. API documentation is the only way to figure out how your library works. Remember, when writing API documentation, if a function, class or variable is plainly exposed, it must be documented. The documentation must contain a summarised description of the component and indicate any extreme cases that may occur. Think of API documentation as a user manual with all the information needed to work with the API.
Action tip: First, find your API, then edit the description of the API. You can include lists, tables and external links.
Adapt agile or DevOps methodology for documentation
The agile approach is not only beneficial during the software development process, but it is also useful when writing your software documentation. The agile approach does not let you create all your documentation as late as possible but instead assists you in creating docs suitable when you have to deliver them. This approach helps you document continuously. You write your software documentation throughout the project, updating it as you update your code. Many technical writers are using Docs Like Code or Just In Time methodology, both subsets of agile. Which encourages collaboration among stakeholders. They also offer flexibility in version and source control.
Action Tip: Write your documentation “Just In Time”. Wait before documenting—it’s the best way to avoid gathering false and outdated information. Generate the documentation when it’s needed, not before.
Use documentation visuals
Pictures and tutorials are worth a thousand words. Using visuals to supplement your documentation minimises the length and complexity of the document. Good documentation usually contains photographs and tutorials on using the library for use cases and how to get it done using its inner functions. When adding pictures and making tutorials for your documentation, think of all the situations your library will use. Then, pick a few use cases and explain to your users how they should implement them. You can include your graphics as you write the document if available. These images and tutorials are used by technical writers to highlight and elaborate on a technical idea. Having many pictures and tutorials does not indicate good documentation. It’s not about quantity but rather quality.
Action Tip: When writing your software documentation, pick out a few technical issues and add tutorials and pictures that explain how to go about those issues.
Create an Outline
Writing software documentation calls for understanding the outlining process. The next step is to generate a suitable design for your document. You must start from scratch when writing a particular document for the first time. As with everything else, you can’t use a single template to write all types of software documentation. Your documentation layout and structure usually depend on the precise objectives you wish to achieve and the level of your audience.
Action tip: Do research and generate a documentation plan. To structure and design your document, use templates for a consistent on-page design.
Bottom Line
Above are some of the approaches for perfect software documentation. These include using visuals, creating an outline and adapting the agile methodology. The key to producing quality software documentation is careful planning. Software documentation should never be rushed, just like any other technical writing. Additionally, it’s never a solo endeavour. Software developers and other parties directly or indirectly associated with the documentation work together to see it through.
