How do you choose the best screenshot tool for enterprise software documentation?

1 Why use screenshots and videos?

Screenshots and videos can be powerful visual aids to complement written instructions, explanations, and examples. They can help to demonstrate, rather than just explain, what users should do, what to expect, and what to avoid. Additionally, screenshots and videos can capture attention and interest, reduce cognitive load and confusion, provide context and clarity, demonstrate complex or dynamic processes, highlight important features or steps, and enhance accessibility and inclusivity.

2 When to use screenshots and videos?

When deciding whether to use screenshots or videos for documentation, you should use them strategically and sparingly, depending on your purpose, audience, and content. Screenshots are best for showing a specific element, state, or result of the user interface, such as a button, a menu, a dialog box, or an error message. Videos are best for showing a sequence of actions, interactions, or changes in the user interface, such as a workflow, a tutorial, a demonstration, or a simulation. However, avoid using screenshots or videos when they are redundant, irrelevant, or outdated, such as when the user interface is self-explanatory, when the text is sufficient, or when the software has changed significantly.

3 How to use screenshots and videos?

Screenshots and videos should not be used randomly or arbitrarily in your documentation. To use them effectively and consistently, you should follow some best practices and standards. For example, use high-quality and relevant screenshots and videos that match your software version, platform, and style guide. Additionally, captions, annotations, arrows, highlights, or zooms can be used to draw attention to the key points or features of your screenshots and videos. Furthermore, use clear and concise language to describe or narrate your screenshots and videos, using active voice, imperative mood, and simple terms. Additionally, consider the file type, the aspect ratio, the compression, and the loading speed when selecting the appropriate formats, sizes, and resolutions for your screenshots and videos. Lastly, make sure to use accessible and inclusive features for your screenshots and videos, such as alt text, transcripts, captions, audio descriptions, and color contrast.

4 How to choose the best screenshot tool?

When selecting a screenshot tool, there are several factors to consider, such as functionality, compatibility, usability, reliability, and cost. Functionality refers to the features and options the tool offers, such as capturing, cropping, resizing, annotating, editing, saving, and sharing screenshots. Compatibility looks at how well the tool works with your software, operating system, browser, and device, and if it supports multiple formats and platforms. Usability examines how easy and intuitive the tool is to use, and if it has a user-friendly interface, documentation, and support. Reliability evaluates the stability and security of the tool, and if it has any bugs, glitches, or limitations. Lastly, cost looks at the price of the tool, and if it offers a free trial, a subscription, a license, or a one-time purchase.

5 How to choose the best video tool?

When selecting a video tool, there are several factors to consider, such as the functionality, compatibility, usability, reliability, and cost. Functionality includes features like recording, trimming, splitting, merging, adding, editing, saving, and sharing videos. Compatibility refers to how well the tool works with your software, operating system, browser, and device, and if it supports multiple formats and platforms. Usability is about how easy and intuitive the tool is to use, and if it has a user-friendly interface, documentation, and support. Reliability is about the stability and security of the tool, and if it has any bugs, glitches, or limitations. Lastly, cost is about how much the tool costs, and if it offers a free trial, a subscription, a license, or a one-time purchase.