Technical Documentation Explained Clearly

Technical documentation is far more than a necessary evil - it is a strategic tool. Whether it's software, machines, or complex systems, without clear and comprehensible documentation, companies risk not only customer frustration but also legal consequences. In this article, you will learn what technical documentation means, why it is indispensable, and how to create information products professionally.

Do you find that a process description, manual, or instructions are no longer current? Your Confluence area seems confusing and is full of "side docs"? Is your support team struggling with recurring requests because critical information is missing or unclear? With professional technical documentation, you can avoid precisely these scenarios in the future.

Technical documentation comprises the structured collection, preparation, and regular updating of information on a technical product. It ensures that users can operate products safely and in compliance with standards. Well-known examples of everyday use include installation manuals or operating instructions.

Technical documentation at Arvato Systems

At Arvato Systems, technical documentation is firmly anchored in information management. It aims to convey knowledge about how IT solutions work in a clear and understandable manner. The information products are created digitally, continuously updated, prepared, and provided in a clear and structured format.

Formats and working methods of the editorial team

The field of technical documentation, contrary to its rather monotonous-sounding name, is highly diverse. In addition to classic formats such as operating manuals, whitepapers, and release notes, multimedia content, including instructional videos and podcasts, is also created depending on the requirements and target audience. AI bots are used explicitly for complex tasks to automate repetitive activities, accelerate research, and enhance editorial quality. This leaves more room for content that is precise, comprehensible, and consistently geared towards the needs of users.

Technical documentation plays a key role in making complex products and processes understandable and comprehensible. In an era of constantly growing volumes of information and increasing data streams, a clear information structure is becoming increasingly crucial. The need for systematic information management is often underestimated and recognized too late. The advantages are obvious:

• Improved user experience: Clear instructions reduce frustration and increase satisfaction. 

• Efficiency increase: Fewer support requests, relief for development and product teams, faster familiarization, fewer queries.

• Knowledge retention: Knowledge is retained, even when employees leave. 

• Legal security: Missing or inadequate documentation leads to liability risks and recalls in regulated industries.

• Stronger brand image: High-quality information products foster trust in the product and brand.

Many companies have outdated, confusing, or duplicated information. Structured technical documentation, managed through a central content management system, provides a remedy by bringing order and reducing sources of error.

Enable such editing systems:

• modular content

• consistent output formats (HTML, PDF, Confluence)

• a uniform corporate design

• increased comprehensibility through graphics, diagrams, and visual elements

The choice of the appropriate language register is just as important: while developers require precise technical depth, customers expect clear, easy-to-understand information. Technical documentation, therefore, translates technical language into user-oriented language - also multilingual or accessible if needed.

But how do the editorial processes work in practice in a corporate context? This simplified process graphic illustrates this:

1. Departments provide content and access (SharePoint, Confluence, JIRA).

2. The editors analyze and clean up the information.

3. Content is transferred manually or automatically to the content management system.

4. Graphics, diagrams, and screenshots are created in accordance with the corporate design.

5. Departments check the drafts.

6. After approval, the editorial team publishes the final information products.

All processes run iteratively and in close exchange to continuously align expectations and ensure quality.

Proven principles support sustainable documentation quality:

• Define the target group: Select an appropriate language, tone, and level of detail.

• Create a clear structure: Table of contents, chapters, and a logical order.

• Phrase simply and understandably: Avoid unnecessary technical terms.

• Use visualizations: Use images, diagrams, or videos.

• Ensure up-to-dateness: Check, maintain, and version content regularly.

• Ensure digital accessibility: Make it available online, mobile-optimized, and accessible.