--- title: Explaining Documentation Strategy description: A documentation strategy should be part of any business strategy - learn what it is and how to form one here. image: https://www.hireawriter.us/hubfs/HAW%20blog%20-%202023-09-20T105316.700%20(1).png --- [Skip to the main content.](https://www.hireawriter.us/technical-content/explaining-documentation-strategy#main-content) [![Untitled design (90)](https://www.hireawriter.us/hs-fs/hubfs/Untitled%20design%20(90).png?width=500&height=500&name=Untitled%20design%20(90).png "Untitled design (90)")](http://hireawriter.us) [![Untitled design (90)](https://www.hireawriter.us/hs-fs/hubfs/Untitled%20design%20(90).png?width=500&height=500&name=Untitled%20design%20(90).png "Untitled design (90)")](http://hireawriter.us) - [FOR BUSINESSES](https://www.hireawriter.us/for-businesses) - [SEO COPYWRITING](https://www.hireawriter.us/seo-copywriting) - [SOCIAL MEDIA CONTENT](https://www.hireawriter.us/social-media-services) - [WEBSITE COPYWRITING](https://www.hireawriter.us/website-copywriting) - [LEAD GEN COPYWRITING](https://www.hireawriter.us/lead-generation-copywriting) - [MARKETING STRATEGY](https://www.hireawriter.us/marketing-strategy) - [FOR AGENCIES](https://www.hireawriter.us/agency-partnership) - [WHITE LABELED COPYWRITING](https://www.hireawriter.us/white-labeled-copywriting) - [FRACTIONAL SEO LEADERSHIP](https://www.hireawriter.us/fractional-seo-leadership) - [TECHNICAL SEO](https://www.hireawriter.us/technical-seo) - [TRAINING](https://www.hireawriter.us/training) - [ABOUT HAW](https://www.hireawriter.us/about) - [JOBS](https://www.hireawriter.us/hire-a-writer-jobs) - [LEARN](https://www.hireawriter.us/learn) - [LEARN SEO](https://www.hireawriter.us/seo) - [LEARN BUSINESS CONTENT](https://www.hireawriter.us/business) - [LEARN SOCIAL MEDIA](https://www.hireawriter.us/social) - [LEARN STORYTELLING](https://www.hireawriter.us/storytelling) - [LEARN CREATIVE WRITING](https://www.hireawriter.us/creative) - [LEARN TECHNICAL WRITING](https://www.hireawriter.us/technical-content) - [LEARN FREELANCE WRITING](https://www.hireawriter.us/freelance) - [CONTACT](https://www.hireawriter.us/contact) Search Toggle Menu Search Toggle Menu - [FOR BUSINESSES](https://www.hireawriter.us/for-businesses) - [SEO COPYWRITING](https://www.hireawriter.us/seo-copywriting) - [SOCIAL MEDIA CONTENT](https://www.hireawriter.us/social-media-services) - [WEBSITE COPYWRITING](https://www.hireawriter.us/website-copywriting) - [LEAD GEN COPYWRITING](https://www.hireawriter.us/lead-generation-copywriting) - [MARKETING STRATEGY](https://www.hireawriter.us/marketing-strategy) - [FOR AGENCIES](https://www.hireawriter.us/agency-partnership) - [WHITE LABELED COPYWRITING](https://www.hireawriter.us/white-labeled-copywriting) - [FRACTIONAL SEO LEADERSHIP](https://www.hireawriter.us/fractional-seo-leadership) - [TECHNICAL SEO](https://www.hireawriter.us/technical-seo) - [TRAINING](https://www.hireawriter.us/training) - [ABOUT HAW](https://www.hireawriter.us/about) - [JOBS](https://www.hireawriter.us/hire-a-writer-jobs) - [LEARN](https://www.hireawriter.us/learn) - [LEARN SEO](https://www.hireawriter.us/seo) - [LEARN BUSINESS CONTENT](https://www.hireawriter.us/business) - [LEARN SOCIAL MEDIA](https://www.hireawriter.us/social) - [LEARN STORYTELLING](https://www.hireawriter.us/storytelling) - [LEARN CREATIVE WRITING](https://www.hireawriter.us/creative) - [LEARN TECHNICAL WRITING](https://www.hireawriter.us/technical-content) - [LEARN FREELANCE WRITING](https://www.hireawriter.us/freelance) - [CONTACT](https://www.hireawriter.us/contact) [Facebook](https://www.facebook.com/Hireawriteronline) [Instagram](https://www.instagram.com/joywriteryouell/) [Linkedin](https://www.linkedin.com/company/hireawriter/) [X](https://www.hireawriter.us/technical-content/explaining-documentation-strategy#0) [YouTube](https://www.youtube.com/channel/UC8sZOTANgCCjtn29m4J0Z6A) [Medium](https://medium.com/hireawriter) [Tiktok](https://www.tiktok.com/@joyyouell) [Pinterest](https://www.pinterest.com/joyfromhireawriter/) 2 min read # Explaining Documentation Strategy [![Picture of Writing Team](https://www.hireawriter.us/hubfs/HAW%20Logo%20T%20%26%20White%20square-3.png) Writing Team](https://www.hireawriter.us/technical-content/author/writing-team) : Sep 20, 2023, 10:53:35 AM [Technical](https://www.hireawriter.us/technical-content/tag/technical) [Copywriting](https://www.hireawriter.us/technical-content/tag/copywriting) [Writing](https://www.hireawriter.us/technical-content/tag/writing) ![Explaining Documentation Strategy](https://www.hireawriter.us/hubfs/HAW%20blog%20-%202023-09-20T105316.700%20(1).png) Documentation strategy is an integral component of the broader business strategy. To execute a business strategy effectively, documentation support is essential. Strategic documents play a pivotal role in describing HR, sales, and marketing strategies. In essence, a [business strategy](https://www.hireawriter.us/business/do-you-need-a-global-content-strategy) relies on a vast knowledge base, often referred to as a documentation base. Neglecting to establish a clear documentation policy can lead to ambiguity for both customers and stakeholders. ## Defining Documentation Strategy Documentation strategy encapsulates your vision of how your company's knowledge base or information repository should be structured and its intended purpose. The prevailing notion across many organizations is that documentation should serve two primary functions: 1. In-House Users: Documents should be designed for internal use, aiding employees in their daily tasks, problem-solving, and routine operations. 2. Customers: Documents should facilitate customer access to products and services, enabling efficient utilization. ## A Good Documentation Strategy The rationale behind a robust [documentation strategy](https://document360.com/blog/documentation-strategy/) is straightforward. It aims to maximize the utility of both internal and external documents. It enhances communication with customers and fosters collaboration with business partners by providing clear and comprehensive information for each product, project, or step. A well-structured strategy optimizes internal resource utilization, transforming documentation into a valuable asset capable of contributing to your company's profits. Without such a strategy, documentation may remain unused or undiscovered, becoming a '[terra incognita'](https://www.merriam-webster.com/dictionary/terra%20incognita) awaiting exploration. Surprisingly, many employees, including top managers, often remain unaware of existing documents and revisions, leading to conflicts, confusion, and downtime. Documentation strategy typically encompasses knowledge base management, product documentation, [standard operating procedures](https://www.hireawriter.us/business/standard-operating-procedures-for-subject-matter-expert-interviews) (SOPs), and service-related processes. ### Standing Operating Procedures Among these, SOPs play a prominent role as they permeate the company's structure and processes. In practice, SOPs encompass various forms of documentation, regulating specific processes. For instance, in a production facility, an SOP might detail the mothballing procedure, including steps to deactivate equipment, remove oxygen, and fill it with nitrogen. Conversely, simpler SOPs might address occupational health and safety, explaining safe PC usage, recommended breaks for eye strain prevention, and more. Internally, SOPs and process guides aid employees in understanding and executing tasks efficiently. Externally, customer-focused documentation assists users in comprehending product usage and service delivery, fostering transparency, loyalty, and trust. ## Key Elements of a Documentation Strategy The content of a documentation strategy can vary but typically revolves around the following key areas: 1. Operating Model and Processes 2. Stakeholders Inside and Outside the Company 3. Project Plans 4. Risk Management Plans 5. Communication Plans Each of these areas should be supported by high-quality documentation aligning with the overall business strategy. For instance, in a [Software as a Service](https://www.hireawriter.us/technical-content/writing-for-software-developers-and-other-tech-crowds) (SaaS) company, the emphasis lies on product documentation, as the software product is the primary offering. Features are meticulously detailed, not only in technical documentation but also through blogs, articles, and social media. This approach attracts customers and promotes loyalty by providing comprehensive explanations. ## Efficiency Evaluation in Documentation Strategy A documentation strategy must include tools to assess its effectiveness. Monitoring and measuring key performance indicators (KPIs) is essential to determine whether the strategy achieves its goals. KPIs can include feedback data analytics, such as customer support tickets, requests, bounce rates, and user engagement metrics. The top management plays a crucial role in reviewing and discussing KPIs during general meetings, sharing minutes of meetings with stakeholders. ## Creating an Effective Documentation Strategy When developing a documentation strategy, consider the following checklist: 1. Alignment with Business Goals: Ensure that your documentation strategy supports current projects and aligns with the company's business priorities. 2. Document Inventory: Identify documents that need creation or updating. 3. KPIs: Define KPIs to gauge the strategy's effectiveness. 4. Communication Plan: Develop a plan to share strategy results internally and externally. Implementing the strategy necessitates certain measures, including: 1. HR Policy: Hiring technical writers and copywriters, technical writing managers, and knowledge managers. 2. Documentation Management Policy: Providing authoring and publishing tools, ensuring content uniformity, and enabling content reuse. ## Main Documentation Strategies Documentation strategies can be categorized based on the company's document management approach: 1. Firefighter Approach: Documents are created reactively to address specific problems as they arise. 2. In-Depth Approach: Detailed documentation that suits specialized in-house users with deep knowledge. 3. Breadth-First Approach: Covering a wide range of topics, addressing popular areas while being prepared for reactive content creation. To determine the correctness of your documentation strategy, consider its efficiency. An efficient strategy enhances all business processes, contributing significantly to your company's long-term development. - [Tweet](https://twitter.com/share) [![Developer Content Strategies That Work (and Scale)](https://www.hireawriter.us/hubfs/HAW%20blog%20(43).png)](https://www.hireawriter.us/technical-content/developer-content-strategies-that-work-and-scale) 1 min read #### [Developer Content Strategies That Work (and Scale)](https://www.hireawriter.us/technical-content/developer-content-strategies-that-work-and-scale) ![Picture of Writing Team](https://www.hireawriter.us/hs-fs/hubfs/HAW%20Logo%20T%20%26%20White%20square-3.png?width=30&name=HAW%20Logo%20T%20%26%20White%20square-3.png) [Writing Team](https://www.hireawriter.us/technical-content/author/writing-team) : Aug 6, 2024, 3:28:21 PM Creating technical content that attracts and engages developers is essential but can be challenging. Here’s how to build a developer content strategy... 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But you’re still on board. [Technical](https://www.hireawriter.us/technical-content/tag/technical) [Copywriting](https://www.hireawriter.us/technical-content/tag/copywriting) [Press](https://www.hireawriter.us/technical-content/tag/press) [Read More](https://www.hireawriter.us/technical-content/writing-for-an-industry-in-crisis) [![How to Secure More Technical Writing Opportunities](https://www.hireawriter.us/hubfs/HAW%20blog%20(6)-4.png)](https://www.hireawriter.us/technical-content/how-to-secure-more-technical-writing-opportunities) 1 min read #### [How to Secure More Technical Writing Opportunities](https://www.hireawriter.us/technical-content/how-to-secure-more-technical-writing-opportunities) ![Picture of Writing Team](https://www.hireawriter.us/hs-fs/hubfs/HAW%20Logo%20T%20%26%20White%20square-3.png?width=30&name=HAW%20Logo%20T%20%26%20White%20square-3.png) [Writing Team](https://www.hireawriter.us/technical-content/author/writing-team) : Jul 22, 2024, 5:23:51 PM As the demand for technical content continues to rise, software developers might consider leveraging their knowledge for writing. This can be a... 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