What are the most common documentation quality mistakes?

1 Lack of consistency

One of the most common documentation quality mistakes is lack of consistency across different documents, formats, styles, and conventions. For example, using different terms for the same concept, having different fonts and colors for headings and subheadings, or using different numbering and referencing systems. This can make the documentation hard to read, understand, and maintain, and can lead to confusion and misinterpretation among the stakeholders. To avoid this mistake, software project managers should establish and follow a documentation standard or guideline that defines the rules and best practices for creating and updating the documentation.

2 Too much or too little detail

Another common documentation quality mistake is providing too much or too little detail in the documentation. Too much detail can make the documentation overly complex, verbose, and redundant, and can obscure the main points and objectives of the software product. Too little detail can make the documentation vague, incomplete, and ambiguous, and can leave out important information and assumptions that are needed for the software development and testing. To avoid this mistake, software project managers should balance the level of detail in the documentation according to the needs and expectations of the audience, the purpose and scope of the document, and the stage and size of the project.

3 Poor structure and organization

A third common documentation quality mistake is having a poor structure and organization of the documentation. For example, having a document that is too long or too short, having a document that is not divided into logical sections and subsections, having a document that does not have a clear introduction and conclusion, or having a document that does not follow a coherent flow and sequence of topics. This can make the documentation difficult to navigate, scan, and comprehend, and can reduce the effectiveness and usability of the documentation. To avoid this mistake, software project managers should plan and outline the structure and organization of the documentation before writing it, and use headings, subheadings, tables of contents, indexes, and cross-references to guide the readers.

4 Inaccurate or outdated information

A fourth common documentation quality mistake is having inaccurate or outdated information in the documentation. For example, having information that is incorrect, inconsistent, or contradictory with the actual software product, having information that is obsolete or irrelevant due to changes in the software requirements, design, or functionality, or having information that is missing or incomplete due to lack of updates or revisions. This can make the documentation unreliable, misleading, and erroneous, and can cause problems and errors in the software development, testing, and maintenance. To avoid this mistake, software project managers should verify and validate the information in the documentation against the software product, update and revise the documentation regularly and timely, and use version control and change management tools to track and manage the changes in the documentation.

5 Poor writing and presentation

A fifth common documentation quality mistake is having poor writing and presentation of the documentation. For example, having grammar, spelling, or punctuation errors, having unclear, ambiguous, or confusing sentences or paragraphs, having inconsistent or inappropriate tone or voice, or having poor formatting, layout, or design of the document. This can make the documentation unprofessional, unappealing, and untrustworthy, and can affect the credibility and reputation of the software project and the software project manager. To avoid this mistake, software project managers should proofread and edit the documentation carefully and thoroughly, use clear, concise, and precise language and terminology, use appropriate and consistent tone and voice, and use effective formatting, layout, and design techniques to enhance the readability and attractiveness of the document.

6 Lack of feedback and review

A sixth common documentation quality mistake is lack of feedback and review of the documentation. For example, having no or insufficient feedback and review from the software developers, testers, users, clients, or other stakeholders, having no or inadequate feedback and review from the software project manager or other documentation experts, or having no or ineffective feedback and review processes or tools. This can make the documentation prone to errors, omissions, or inconsistencies, and can limit the improvement and enhancement of the documentation. To avoid this mistake, software project managers should solicit and incorporate feedback and review from the relevant and qualified people, use feedback and review processes or tools that are systematic, structured, and objective, and use feedback and review as an opportunity to learn and improve the documentation quality.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?