How to write technical documentation? How to implement a programmer step by step into the team?

Technical documentation is an integral part of software development. Personal changes in teams, taking over projects and adding new functionalities becomes much easier when a programmer can rely on clear guidelines and instructions. So how do you prepare good technical documentation to be useful for the whole organization and speed up processes inside the software house?

Why create technical documentation?

Not many programmers like to write documentation. Some companies employ technical writers who specialize in translating a technical language into one that users can understand. However, it is important to understand why technical documentation is crucial for the projects of software houses.

Some programmers and project managers believe that documentation is only necessary if the client uses the tool. Nothing could be further from the truth! Such a document can also be used by team members. As the project develops, it may turn out that it is necessary to hire an additional person or develop new functionality. Then a clear manual will be invaluable. 

The documentation will also be useful if the client decides to terminate the collaboration with the software house and continue the project with another contractor. Taking over the project without instructions will be much more problematic and the cost much higher. Software house should therefore prepare documentation for each commissioned project.

Good technical documentation - what is it?

Good technical documentation must be as concrete and transparent as possible. All necessary information should be explained in the most accessible way possible. This way, even people who have not been in contact with the software before will be able to familiarize themselves with it and start working on the project quickly.

Thanks to well-prepared documentation:

• Onboarding of new team members is faster and more efficient,
• The amount of time spent on additional explanations and solving technical problems is reduced,
• Communication with customers who use the software is improved,
• Conditions are created for further product development and its effective scaling.

When to write technical documentation?

The documentation should be created for each project. Of course, its form and scope may vary, depending on the type of product and the degree of initiation of the co-workers. Sometimes it is enough to prepare a short README file with a description and installation instructions, sometimes the documentation will be even several dozen pages long. How extensive the document will be is a secondary issue - the most important thing is that it contains guidelines understandable to those who will use it.

What is important is that the documentation should be written on an ongoing basis, while still developing the software. After many months of work, even a programmer may forget some parts of the code or business conditions of certain features. It is therefore worth introducing writing into your daily routine and devote at least 2 hours a week to updating files. Reliable documentation will greatly facilitate the team's work and help to avoid many questions. 

How to write technical documentation step by step? 

• Specify who will be its recipient

The most important thing in creating documentation is to make it understandable for people who will read it. It is their profile that determines the choice of vocabulary and detailed descriptions. In most cases, in a software house the recipient of the document will simply be a different programmer. In this case, the language should be as specific, legible and technical as possible. However, it is worthwhile to include in the manual all issues that may be unclear to a developer who has not been in contact with the project before. When writing technical documentation, it is worthwhile to familiarize yourself with the concepts of plain language and ASD-STE100. These are sets of guidelines that define how to write documents in a simple and understandable way for the widest possible audience - engineers with technical education, laymen, people of all ages and social classes. The use of such guidelines can be an invaluable help for all those who create technical documentation. 

• Prepare a table of contents

The table of contents is not only a list of chapter titles. It is primarily a guide that helps the recipient to use the document efficiently. Documentation should start with an introduction containing general information about the program and description of its operation. In the following parts, however, there should be explanations of particular technical aspects: installation instructions, descriptions of the algorithms used and the way the components work. The table of contents will make the documentation legible and all its elements easily accessible to the recipient.

• Explain technical issues

The most important part of the technical documentation is to explain the components and commands used in the software. Ideally, each element should be explained with an example. It is often much easier to explain the principle in a practical way than to prepare extensive descriptions. Every programmer will also appreciate placing code fragments in the documentation, so that he or she will have clarity about what exactly they refer to. When preparing a technical document, it is also worth to start by explaining the easiest things, gradually moving to more advanced ones. This will increase the chance that the manual will be understood efficiently and correctly.

Technical documentation generators

Some good news: there are tools that can greatly simplify and shorten the process of creating documents. They are compatible with various popular programming languages such as PHP, Java, Python, IDL or C++. Examples include Slate, Doxygen and Natural Docs. What is more, when writing technical documentation, you can also use software that improves syntax and spelling, as well as analyzing and simplifying the form of text. Such tools include Hemingway Editor and readable.io. 

Still not sure how to create documentation? Please contact us. As an experienced software house we will be happy to support your project and give you step-by-step guidance to create efficient software, scalable projects and clear instructions.