How do you simplify documentation for different audiences?

1 Know your audience

Before you start writing your documentation, you need to identify who your audience is and what they need to know. Different audiences have different levels of technical knowledge, expectations, and goals. For example, developers need to know how to use your code, users need to know how to perform tasks with your software, clients need to know how your software meets their requirements, and stakeholders need to know how your software adds value to their business. You should tailor your documentation to each audience by using appropriate language, tone, format, and depth.

2 Use plain language

One of the most common mistakes in documentation is using jargon, acronyms, or complex terms that your audience may not understand. This can make your documentation hard to read, follow, and trust. To simplify your documentation, you should use plain language that is clear, simple, and accurate. Plain language is not dumbing down your content, but rather making it accessible and inclusive for your audience. You should avoid unnecessary technical terms, explain acronyms and abbreviations, use active voice and short sentences, and define any concepts that may be unfamiliar to your audience.

3 Structure your content

Another way to simplify your documentation is to structure your content logically and consistently. You should organize your content into sections, headings, subheadings, and paragraphs that follow a clear hierarchy and flow. You should also use visual aids, such as tables, diagrams, screenshots, or code snippets, to illustrate your points and break up long blocks of text. You should also use cross-references, links, or navigation tools to help your audience find the information they need quickly and easily.

4 Write for scannability

Most people do not read documentation word by word, but rather scan it for the information they need. Therefore, you should write your documentation for scannability, which means making your content easy to skim and digest. You should use descriptive and informative titles, headings, and subheadings that summarize your main points. You should also use lists, bullet points, or numbered steps to highlight key information or instructions. You should also use formatting, such as bold, italic, or color, to emphasize important words or phrases.

5 Review and revise

The final step to simplify your documentation is to review and revise it regularly. You should check your documentation for accuracy, clarity, completeness, and relevance. You should also proofread your documentation for grammar, spelling, punctuation, and style errors. You should also solicit feedback from your audience or peers to identify any gaps, errors, or inconsistencies in your documentation. You should also update your documentation whenever there are changes in your software or requirements.