January 20, 2025 - Oleksii Sribnyi
Start with these strategies to create documentation that’s clear, accessible, and easy for your team to use.
Creating effective process documentation means breaking down complex workflows into simple, actionable steps that anyone can follow.
The key to good documentation is plain language.
"Using plain language can reduce training time by up to 40% while increasing task completion accuracy by 35%" [3].
Stick to short, active sentences. Swap out jargon for everyday words, and only define technical terms when absolutely necessary. The simpler, the better.
A well-organized guide can cut error rates by 65% and speed up task completion by 28% [4]. Structure your documentation into three levels: a general overview, step-by-step instructions, and extra details like tips or warnings.
| Documentation Level | Purpose | Best Practice |
|---|---|---|
| High-level Overview | Context for the process | Start with a quick summary |
| Detailed Steps | Step-by-step instructions | Use clear, numbered actions |
| Supporting Info | Extra context | Add tips, warnings, or prerequisites |
This layered approach ensures readers get the right level of detail without feeling overwhelmed.
Visuals like flowcharts, screenshots, and diagrams can boost understanding by 70% and reduce mental effort by 80% [4][6]. Use visuals strategically - every image should clarify or enhance the text.
Here are some go-to visual tools:
Don’t forget accessibility! Add alternative text for images and use high-contrast colors to ensure everyone can engage with your content effectively [3].
Creating high-quality process documentation takes more than strong writing skills - it requires a methodical approach to ensure clarity and long-term usefulness.
A style guide is crucial for consistent documentation. Cover these key areas:
| Element | Guidelines | Purpose |
|---|---|---|
| Language & Terms | Use active voice and approved definitions | Ensures clarity and minimizes confusion |
| Formatting | Specify font types, sizes, and spacing | Creates visual consistency |
| Structure | Define headers, sections, and numbering | Provides predictable organization |
Once your style guide is in place, focus on organizing the content to make it as user-friendly as possible.
Good structure makes it easier for users to find what they need. Break down complex processes into smaller, easy-to-follow steps that flow logically.
"Breaking processes into smaller steps with clear headings improves navigation" [4].
Start with a broad overview and gradually move into the details. Use clear, descriptive headings to guide readers, and follow the inverted pyramid principle - place the most important information at the top of each section.
Even the most well-crafted documentation needs updates to remain relevant and effective. Establish a feedback loop to keep it user-friendly and accurate.
Here are two ways to improve your documentation:
Studies show that organizations updating documentation based on user feedback see a 40% boost in process adoption rates [3]. Tools like SharePoint make it easier to manage updates and maintain version control.
Creating and managing user-friendly guides has become easier with modern documentation tools. Below are some key options to improve your documentation process.
Folge is a desktop application designed for creating step-by-step guides. Its main features include:
| Feature | Description |
|---|---|
| Automated Annotations | Automatically tracks mouse clicks and keypresses while capturing screenshots |
| Multi-format Export | Exports guides in formats like PDF, HTML, and Word (7 formats supported) |
| Local Storage | Keeps your data secure with offline storage |
| OCR Technology | Extracts text directly from images, speeding up the documentation process |
Its easy-to-use editor and tools for organizing steps make it ideal for documenting complex workflows. The Personal License costs €75 and includes unlimited guides with lifetime updates.
Platforms like Notion and Bit.ai allow teams to:
These platforms are great for teams needing shared, dynamic documentation spaces.
Tools such as Scribe automate the process of capturing and documenting user actions. They record user workflows, structure them into easy-to-follow guides, and allow quick edits and sharing.
When choosing a documentation tool, think about how well it integrates with your current systems. Many organizations use APIs or services like Zapier to connect documentation tools with project management platforms, ensuring smoother workflows.
Creating documentation that's easy to use can simplify workflows and boost productivity across teams. When you prioritize clarity, accessibility, and structured organization, your documentation becomes a practical tool for improving efficiency and minimizing risks.
Here are three core principles for effective documentation:
Clear Communication: Using plain and straightforward language makes documentation easier to understand for everyone, especially in cross-functional teams where different departments need to collaborate and follow shared processes.
Using Visuals: Tools like flowcharts and diagrams make it easier to grasp complex workflows. These visual aids are particularly helpful for quick reference in multi-step processes that involve many stakeholders [4][5].
Staying Organized: Regular updates, incorporating user feedback, and sticking to standardized formats help ensure your documentation stays accurate, consistent, and easy to access. Pairing these practices with modern tools can make your documentation process more efficient and user-friendly.
Modern tools have made it easier to create and update documentation. Features like automation and collaboration can save time while improving the overall quality [3][7].
Keep in mind, creating great documentation is an ongoing effort. Regular reviews and input from stakeholders are essential to keeping it relevant and effective [3][7].
Start by defining the purpose and scope of your document. Understand who your audience is and what they need. Organize the template with clear objectives, step-by-step instructions, and space for visuals like charts or screenshots. Don't forget to include sections for roles, necessary resources, and expected outcomes [1][3].
A process document typically contains:
Including visuals can make the document easier to follow and more effective [2][3].
The best tool depends on your needs. Folge is excellent for creating detailed guides with automated annotations and OCR features. If you're working with a team, Confluence offers strong knowledge-sharing capabilities. Pick a tool that aligns with your specific goals [3].
Keep it simple and organized. Use short, active sentences and arrange the content in a logical order. Add labeled visuals to explain complex steps. Use clear headings and proper spacing to make the document easy to read and navigate [8][3].
For professional diagrams with collaboration features, Lucidchart is a great choice. If you need a free and straightforward option, Diagrams.net works well. For enterprise-level needs, Microsoft Visio remains a popular standard [3].
Using these tools and approaches can help you create documentation that's easy to understand and use.
Get started with Folge today for free.
