3 proven strategies for creating outstanding documentation

Have you ever wondered what separates great technical documentation from the rest?

Not all technical documentation is created equal. Some are frustrating, cluttered with jargon, and more confusing than helpful. Others are effortless to read; they guide users smoothly through complex tasks. So, what makes the difference?

Great technical documentation doesn’t just provide information – it makes complex concepts easy to understand and apply. It helps users figure things out on their own, giving them the confidence to solve problems without having to call support. That’s the difference between a manual that collects dust and one that people actually trust and rely on.

In this article, we’ll walk through three proven strategies that turn your documentation from something people tolerate into something they actually rely on.

Straight to the point

Technical documentation exists for one reason: to give people the information they need, right when they need it.

Unlike creative writing or storytelling, which can entertain, persuade, or make you think, technical writing is all about practical, real-time help. It’s there to guide users and help them complete tasks quickly and easily.

That’s why technical documents are short and to the point – they don’t waste time with unnecessary details. You’re not reading for fun; you just need the right information, fast.

When someone turns to a user manual or troubleshooting guide, they’re looking for answers right now. The goal isn’t to explain and showcase product features – because most of the time, users aren’t looking for the what or why, they just need to know how to get things done. Every word should add value, making it easy to find, understand, and apply the information.

Now, imagine this:

You just bought a brand-new home automation system and can’t wait to set it up. You’ve got two user guides in front of you. One is clear, well-structured, and walks you through each step in simple, easy-to-follow language. The other is long-winded, cluttered with unnecessary details, and feels more like a textbook than a guide.

Which one are you actually going to use?

The answer is obvious. When you’re in the middle of a task, you don’t want to dig through pages of unnecessary details – you just need clear, direct instructions to get the job done.

Good technical documentation isn’t just about providing information; it respects the reader’s time. By keeping content focused, well-structured, and easy to act on, great documentation helps users find answers quickly so they can solve their problem and get back to what they were doing.

Laser focus

Good technical writing isn’t about cramming in as much information as possible – it’s about focusing on exactly what the reader needs and nothing more.

Our reader is busy trying to solve a problem, and we need to respect their time. Now isn’t the time to explain background operations or go into every little detail about what the product can do. They don’t need a deep dive – they need a clear, direct solution so they can fix the issue and move on.

But being concise doesn’t mean leaving out important details. It’s about making sure every piece of information has a purpose and supports the user’s needs. Laser-focused documentation delivers the right information, in the right way; it filters out the noise while ensuring nothing critical is lost.

Think of a sculptor chipping away at a block of stone. They don’t add details randomly. They remove everything that doesn’t belong until all that’s left is the essential form. Great technical writers do the same. They refine, trim, and sharpen their content until every word earns its place and every sentence serves a clear purpose.

Let’s look at two examples. First, here’s a cluttered, hard-to-read version:

1. To initiate the powering-on process for your device, first ensure that the power cable is properly inserted into an appropriate electrical outlet that meets the required voltage specifications as listed in the technical documentation.
2. Then, proceed to locate the power button, which is typically positioned on the upper right-hand corner of the main unit.
3. With a firm yet gentle press, depress the power button and hold it for a duration of three to five seconds, at which point the device should begin the boot-up sequence, as indicated by an illuminated LED indicator light.
4. Once powered on, the device will initiate its advanced performance optimization process, ensuring a seamless and efficient user experience.

Now, here’s what it looks like when the writer stays sharp and keeps only what matters:

To turn on your device:

1. Plug the power cable into an outlet.
2. Press and hold the power button for three seconds.
3. When the LED light turns on, the device is ready to use.

When documentation has laser focus, it doesn’t just provide information. It filters out the noise, keeps things sharp and to the point, and makes sure users get exactly what they need without the clutter.

This is a special skill that develops over time. If you don’t know how to do it yet, don’t worry. With practice, you’ll learn how to refine content, strip away the unnecessary, and make every word count.

If you want to learn more about how to refine your technical content, reach out to us. We’d love to help!

Cut through the jargon

Technical writing should make things clearer, not more confusing. But too often, it’s packed with jargon that feels like a secret code only insiders can understand.

But the problem is that jargon creates barriers. A term that makes perfect sense to an expert might leave everyone else scratching their heads. Good technical writing translates those insider terms into plain language, making sure anyone, no matter their background, can understand the information.

This isn’t about dumbing things down. It’s about choosing words that communicate, not complicate. Instead of drowning readers in terminology, strong technical writing keeps it simple and familiar. And when technical terms are necessary, they’re explained in a way that actually makes sense.

Here’s a piece of text that is full of jargon, making a simple task seem overly complicated:

Prior to initiating the operational functionality of your smart thermostat, it is imperative to establish connectivity with the designated wireless network infrastructure.

1. Navigate to the device’s graphical user interface (GUI) and access the network configuration protocol via the system settings menu.
2. Ensure compliance with the prescribed security encryption standards (WPA2 or higher) to facilitate a secure and stable connection.
3. Once authentication has been successfully established, the unit will synchronize with the cloud-based optimization algorithms, enhancing thermal regulation efficiency.

This version uses plain, simple language that anyone can understand:

Connecting your smart thermostat to Wi-Fi:

1. Open the thermostat’s settings menu.
2. Select Wi-Fi Setup and choose your home network.
3. Enter your Wi-Fi password and tap Connect.
4. Once connected, your thermostat will automatically adjust for optimal energy efficiency.

In the end, the goal is simple: to make knowledge accessible to everyone, regardless of their background or expertise. When your content is straightforward, focused, and jargon-free, it helps readers feel more confident and in control. Instead of being frustrated or overwhelmed, they know they can rely on your documentation to give them the exact information they need, when they need it.