The documentation problem in development

16 Jan, 2025

The Simplest Guide to Writing Great Documentation

Writing documentation has never been easy, not even for developers who love sharing their knowledge. It’s one thing to build a software tool, but explaining it to others in a way that’s simple and clear is a whole different challenge. One common mistake in writing documentation is approaching it from a position of expertise. This means the person writing forgets how it feels to know nothing about the topic and ends up skipping essential details that new users actually need.

Let’s focus on the main challenges people face when making great documentation and how to solve them step by step.

Why Documentation Matters

Good documentation is more than just nice to have—it's a powerful way to spread knowledge. For development teams, clear documentation keeps everyone aligned, helps make decisions visible, and ensures no one has to reinvent the wheel when new people join. For users, it saves time. Poor documentation, on the other hand, leads to confusion, support tickets, and more work for everyone involved.

Nearly every developer agrees that reading someone else’s source code is harder than writing your own. If there’s no documentation, developers are left spending hours or even days figuring out how something works by reading the code itself. That’s why good documentation is foundational to making your tool or library accessible. If you want people to use what you’ve built, adding proper documentation isn’t optional—it’s essential.

Common Problems with Documentation

Some key issues make documentation harder to use or less helpful for others:

1. Lack of a Learning Path: Many tutorials and guides throw users into advanced concepts without building a foundation. This makes it harder for beginners to follow along. The best documentation starts by teaching basic concepts in order and then builds up layer by layer.

2. Skipping First Principles: Documentation often assumes readers already know some background information, which isn’t always the case. A good guide starts from ground zero and ensures no prior knowledge is taken for granted.

3. Not Enough Examples: Code examples are crucial for understanding how something works. Without clear examples of how to apply what’s being taught, concepts stay abstract and difficult to grasp.

Key Ingredients for Good Documentation

Good documentation is like a user manual for unlocking the full potential of your software. Below are some practical tips for ensuring both quality and usability.

Start with Clarity – Use the MECE Principle

Taking inspiration from the MECE principle (Mutually Exclusive, Collectively Exhaustive), great documentation provides structure in two key ways:

• Mutually Exclusive: Ensure no part of your documentation overlaps or repeats unnecessarily. Each section should serve a clear, distinct purpose.
• Collectively Exhaustive: Cover everything a user might encounter, from all endpoints in an API to all edge cases, examples, and potential issues. Missing even a “small” piece will create confusion down the line.

Cover All Necessary Details

1. Document Every Endpoint Thoroughly: Skipping documentation for even a single endpoint can slow down developers or lead to mistakes. Every endpoint—no matter how minor—deserves clear explanations, including what it does, its parameters, and what to expect in return.

2. List All Errors and Status Codes: Errors are inevitable when using APIs. Great documentation explains what each error message means, what caused it, and how to fix it. For example:

   • 404 - Resource Not Found: Explains that the endpoint or resource doesn’t exist.
   • 401 - Unauthorized: Offers steps for authentication.

3. Provide Real-Life Examples: Code snippets for requests and responses make it easier for users to see your API in action. A few well-chosen examples can save hours of frustration.

Making the Documentation Easier to Read

The way documentation looks is just as important as what it says. Clean formatting makes it intuitive and approachable for users of all experience levels. Here’s how to make your documentation user-friendly:

1. Prioritize Readability

Use simple, clear language. Avoid jargon whenever possible, and explain complex terms in easy-to-understand ways.

2. Use Whitespace and Headings

Break the text into digestible chunks:

• Add space between sections so it doesn’t feel overwhelming.
• Use bold headings or larger fonts to guide users to topics they care about.

3. Choose Clear Fonts and Colors

• Font Consistency: Stick to one professional and readable font. A developer-friendly default like "Courier" or "Open Sans" works great.
• Minimal Color Usage: Highlight critical sections (like warnings or examples) with color, but avoid overloading the document with too many distracting hues.

4. Add Visual Aids

Visual tools help users understand tricky concepts faster:

• Tables: Summarize inputs, outputs, and error codes in an easy-to-scan grid.
• Flowcharts: Show how different components of an API interact.
• Examples: Share real-world code snippets that show working queries and responses.

5. Maintain Consistent Language

Consistency prevents misunderstandings:

• Stick to the same term every time. For example, use "endpoint" throughout the document instead of switching between “URL,” “method,” or “API path.”
• Write in an active voice for clarity. For instance, say, "Send a GET request to retrieve user data" instead of "User data can be retrieved by sending a GET request."

6. Offer a Glossary

If your API includes domain-specific or technical terms, add a glossary. This makes it easy for new users to follow along without struggling with unfamiliar words.

Keeping Documentation Updated

Software constantly evolves—so should its documentation. Outdated information creates problems for everyone involved. Here’s how to keep documentation current and accurate:

1. Track Changes with Version Control

• Use tools like Git to maintain a full history of revisions. This makes it easier to see changes, roll back errors, or identify missing updates.

2. Regular Reviews

Set a regular schedule for reviewing and updating the documentation. This could align with your feature releases (e.g., monthly or quarterly reviews).

3. Feedback Loops

Invite feedback from developers, testers, and users to catch errors or unclear instructions.

4. Use Changelogs and Notifications

• Keep a detailed changelog where users can see what’s new, improved, or deprecated in your API.
• Notify users of changes using emails, API headers, or an in-app banner. This ensures they know about updates or features being retired.

5. Add Transition Guides

When making large updates or breaking changes, include detailed step-by-step guides to help users adapt.

Final Thoughts

Good documentation feels simple when you read it—but creating it takes effort. By addressing common problems, starting from basic principles, and presenting information cleanly, anyone can build documentation that works for users of all experience levels.

Investing time in readable, comprehensive documentation pays off. It builds trust, reduces support requests, and enables people to understand and adopt your work quickly. Remember: If you want others to use your tool effectively, the best first step is explaining it well!