Software documentation is the glue that holds your team together and gives the customer confidence in your final product. In an\u00a0Agile\u00a0environment, less is typically more \u2014 but that doesn\u2019t mean it\u2019s zero.<\/p>\r\n
What software project documentation includes will vary widely based on many factors.<\/p>\r\n
For example, for a company catering to low-tech clients, the documentation requires more detail and straightforward language. For clients who are well-versed in software products or are familiar with the jargon of technical writers, writing and documentation will look different.<\/p>\r\n
Plus, the software itself will dictate the amount of documentation, as will your company\u2019s personal preferences.<\/p>\r\n\r\n\r\n\r\n
What types of software project documentation exist?<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n
To lay some groundwork, it\u2019s important to note that software documentation tends to perform one or more of the following tasks, sort of like a user manual:<\/p>\r\n\r\n\r\n\r\n
- \r\n
- User documentation,<\/strong>\u00a0which explains how to use the software.<\/li>\r\n
- Process documentation,<\/strong>\u00a0which creates a unified understanding of what the final product will be and how you\u2019ll get there.<\/li>\r\n
- System documentation,<\/strong>\u00a0which demonstrates the software\u2019s features and how it works.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n
The visual below provides a nice overview of what that looks like in action.<\/p>\r\n\r\n\r\n\r\n\r\n
\r\n![\"Types](\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Untitled-39.png\" "\\"software")
<\/figure><\/div>\r\n\r\n\r\n(Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n
Process documentation <\/strong>usually involves planning, estimates, schedules, and maybe even a user story<\/a> or 2. It\u2019s basically whatever it takes to get the project off the ground and completed successfully.<\/p>\r\n\r\n\r\n\r\n
System documentation<\/strong>\u00a0is the technical side of things like the original code, how you\u2019ll test it, and how you\u2019ll maintain it. Each technical document helps maintain the software\u2019s functional requirements.<\/p>\r\n\r\n\r\n\r\n
User documentation<\/strong>\u00a0lets your clients know what to do so they won\u2019t have to rely on support for every little question. It\u2019ll house FAQs, user guides, and whatever else the final user may need to ensure it lives up to the original software requirements.<\/p>\r\n
Get started with monday.com<\/a><\/p>\r\n\r\n\r\n\r\n
What are the benefits of software project documentation?<\/h2>\r\n\r\n\r\n\r\n
Many people see software documentation as a necessary evil. They think it\u2019s more admin work that has to get done and doesn\u2019t deliver much value to anyone.<\/p>\r\n\r\n\r\n\r\n
In many cases, they\u2019re right. Plenty of companies go overboard with their documentation.<\/p>\r\n\r\n\r\n\r\n
However, when done correctly, proper project documentation has plenty of benefits, including:<\/p>\r\n\r\n\r\n\r\n
- \r\n
- Answers frequently asked questions, which puts less burden on senior developers, managers, and software support staff.<\/li>\r\n
- Identifies key dates and milestones<\/a>,\u00a0which can help keep the project on track.<\/li>\r\n
- Ensures the product vision aligns with the customer\u2019s needs and the stakeholders\u2019 greater strategy.<\/li>\r\n
- Aligns the software development team because mock-ups, wireframes, and user stories act as guideposts to what the final product should look and feel like.<\/li>\r\n
- Assigns clear ownership over key areas of the development process, so everyone knows what\u2019s expected of them.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n
The list of benefits goes on, and so do the possibilities if you frame documentation in the right light.<\/p>\r\n\r\n\r\n\r\n
5 best practices of software documentation<\/h2>\r\n\r\n\r\n\r\n
Now that you know what types of documentation exist and the corresponding benefits, let\u2019s dig into 5 best practices for managing proper project documentation:<\/p>\r\n\r\n\r\n\r\n
1. Centralize your documents<\/h3>\r\n\r\n\r\n\r\n
Documentation should be front and center at all times. It\u2019s only useful when it\u2019s easily accessible and designed for an enjoyable user experience. Any digging around or worrying whether you have the latest version just won\u2019t cut it.<\/p>\r\n\r\n\r\n\r\n\r\n
\r\n![\"monday.com](\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Untitled-40.png\" "\\"monday.com")
<\/figure><\/div>\r\n\r\n\r\nmonday.com has you covered on the storage and creation side of things. With document storage, it integrates with dozens of other software applications, including Dropbox, Google Drive, OneDrive, Box, and more, so all your files feed into one central repository.<\/p>\r\n\r\n\r\n\r\n
On the creation side, you\u2019ve got monday workdocs<\/a>,\u00a0which make it possible to create simple or complex documents right in the monday.com ecosystem that house plain text, graphics, and even widgets linked to the boards you use to track your team\u2019s progress.<\/p>\r\n\r\n\r\n\r\n
2. Show, don\u2019t tell<\/h3>\r\n\r\n\r\n\r\n
This is\u00a0common advice in writing and software documentation.<\/p>\r\n\r\n\r\n\r\nRather than spending time creating complex PDFs or endless slide decks filled with text, it\u2019s better to offer up visual alternatives like diagrams, flow charts, or wireframes. Showing people carries more weight because most people are visual learners by nature.<\/span><\/a>\r\n\r\n\r\n\r\n
Good documentation will have a mixture of words and images.<\/p>\r\n\r\n\r\n\r\n
If you find you\u2019re getting text-heavy, try breaking it up with some text. Or better yet, try throwing in some video links to really simplify what feels complex to your team and users.<\/p>\r\n\r\n\r\n\r\n
3. Be disciplined, not rigid<\/h3>\r\n\r\n\r\n\r\n
You\u2019ll end up spending a lot of time on your roadmap, vision, and release schedules, but that doesn\u2019t mean you can\u2019t pivot when necessary.<\/p>\r\n\r\n\r\n\r\n\r\n
\r\n![\"Gantt](\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Untitled-41.png\" "\\"monday.com")
<\/figure><\/div>\r\n\r\n\r\nYour project team should pay close attention to the main user story and a few other pieces of technical documentation, but most project documentation can and will change over time. As new information comes to light or customer preferences change, you must adapt quickly.<\/p>\r\n\r\n\r\n\r\n
As a project manager, you have the visibility and ease to do this with monday.com . Not only do you have all your tasks and documentation in one spot, but your entire roadmap is visible to the team. With a Gantt chart \u2014 shown above \u2014 you can easily shift your original plans in just a few seconds to adjust for changes.<\/p>\r\n
Get started<\/a><\/p>\r\n\r\n\r\n\r\n
4. Value simplicity<\/h3>\r\n\r\n\r\n\r\n
Simplicity can\u2019t be overstated when it comes to software development. The more simple your software is, the more likely people will actually use it.<\/p>\r\n\r\n\r\n\r\n
The same is also true for your process documentation. The less complicated it is, the more likely people will actually use it.<\/p>\r\n\r\n\r\n\r\n
It\u2019s also imperative that you keep maintenance in mind when creating any kind of technical documentation. You\u2019re rarely going to create it once and never touch it again. It\u2019ll require regular updates to remain relevant and useful.<\/p>\r\n\r\n\r\n\r\n
Ideally, your documentation is lightweight, visual-rich, and uncomplicated.<\/p>\r\n\r\n\r\n\r\n
That way, they\u2019re going to be easier to scan and update when necessary. Agile software development is big on documentation that\u2019s \u201cjust barely good enough\u201d or JBGE. So take your time when deciding whether you need it at all in the beginning.<\/p>\r\n\r\n\r\n\r\n
5. Leverage automation<\/h3>\r\n\r\n\r\n\r\n
There\u2019s\u00a0no reason not to create templates and lean on automation features if you\u2019re creating documents frequently. It\u2019s the future, and it\u2019s here, so why not take full advantage of it now?<\/p>\r\n\r\n\r\n\r\n\r\n
\r\n![\"monday.com](\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Untitled-42.png\" "\\"monday.com")
<\/figure><\/div>\r\n\r\n\r\nYet again, we have another area where monday.com simplifies your day-to-day operations. With its unlimited automation recipes, you can actively take documentation tasks off your plate.<\/p>\r\n\r\n\r\n\r\n
Tired of notifying the team over a meeting or email when you finish something? monday.com can take that task off your plate. The same thing goes for assigning documentation creation checklists, assigning owners, or automatically sending reminder updates.<\/p>\r\n\r\n\r\n\r\n
The automation possibilities are truly infinite.<\/p>\r\n\r\n\r\n\r\n
How to document your software project with monday.com<\/h2>\r\n\r\n\r\n\r\n
Software design is monday.com\u2019s bread and butter. We have documentation\u00a0templates<\/a>,\u00a0software development guides<\/a>, and all sorts of great tools like\u00a0Gantt charts<\/a>.<\/p>\r\n\r\n\r\n\r\n
Typically, documenting your software project starts by gathering your project team and creating one central resource. In monday.com, we call that a board. It\u2019ll house all the software development tasks alongside priorities, status, due dates, ownership, and more.<\/p>\r\n\r\n\r\n\r\n
From there, you might get down to business or switch gears to begin on some software project documentation.<\/p>\r\n\r\n\r\n\r\n
Here\u2019s where monday\u00a0workdocs<\/a>\u00a0come in handy. Your entire team can collaborate on the same document at the same time. It\u2019ll live in monday.com but have complete shareability throughout your organization and with outsiders if you so choose.<\/p>\r\n\r\n\r\n\r\n
You can leverage file sharing column types to keep everything neatly organized on your boards and embedded into your workflow. It\u2019s even possible to comment on images, docs, and relevant tasks to get or give feedback and status updates.<\/p>\r\n\r\n\r\n\r\n
Mapping your success<\/h2>\r\n\r\n\r\n\r\n
monday.com is a full-featured Work Operating System, or Work OS, that does far more than help create and store your project plan and software project documentation. It houses your entire team\u2019s workflow, task lists, and dashboards.<\/p>\r\n\r\n\r\n\r\n
You can track your Scrum boards, product iterations, and more all in one place, which saves you time, energy, and resources.<\/p>\r\n\r\n\r\n\r\n
If you\u2019re still on the fence, give our Software Development template<\/a>\u00a0a try. You can be up and running in a matter of minutes with that template, and we\u2019re confident you\u2019ll see the monday.com difference in no time.<\/p>\r\n
- Process documentation,<\/strong>\u00a0which creates a unified understanding of what the final product will be and how you\u2019ll get there.<\/li>\r\n