5 key elements your technical documentation should include—to improve engineering outcomes

You've probably seen it happen.

A new teammate joins the project and can't get their environment running. A bug shows up in production, and no one remembers why that edge case was handled that way. Someone needs to update a feature, but the original decision-making lives in someone's head—or in a forgotten Slack thread.

This wasn't a technical failure. It was a documentation failure.

The fix itself? A few hours. The rework from misaligned teams? Weeks. The opportunity cost of delayed features and lost focus? Even higher.

This scenario plays out constantly—different details, same underlying issue.

Good documentation doesn't just help you find information faster. It reduces rework, prevents incidents, captures decisions, and supports long-term system health.

Teams that treat documentation as part of their infrastructure—not an afterthought—build more sustainable systems and scale with fewer setbacks.

The 5 Practices That Drive Results

1. Audience-First Documentation

What it means: Not everyone needs the same information. Developers need architecture. Stakeholders need business context. Ops needs procedures.

Why it works:

• Features get adopted faster

• Senior engineers get fewer interruptions

• Better decisions happen with less back-and-forth

One-size-fits-all documentation helps no one. Write with the reader in mind.

2. Shift-Left Documentation

What it means: Document during planning—not after deployment. Capture decisions when they're made, not months later when context is gone.

Why it works:

• Design issues surface earlier (and cost less to fix)

• Teams align before code is written

• Creates an audit trail of why things were done

Writing things down often reveals gaps before they become incidents.

3. Dedicated knowledge management

What it means: 

Assigning a clear owner to documentation—someone who connects inputs, keeps structure, and ensures quality.

Why it works:

• Reduces inconsistency and duplicated content

• Frees engineers to focus on delivery

• Keeps documentation relevant and usable over time

Docs improve when someone is responsible—not just for writing, but for making sure they work.

4. Single Source of Truth

What it means:

Consolidating all relevant documentation in a single, centralized, and accessible repository or platform.

Why it works:

• Teams find answers in minutes, not hours

• Everyone operates from the same version of the truth

• Makes audits, compliance, and reviews simpler

Before SSOT:

• Docs scattered across emails, Slack, old wikis, random folders

• Confusion, version conflicts, repeated mistakes

After SSOT:

• Searchable, accessible, up to date

• Decisions could be taken more informed and faster by having access to reliable data

5. Documentation that builds with your product

What it means:

Docs live in version control, right next to your code. They get reviewed, tested, and deployed through the same pipelines.

Why it works:

• Always stays in sync with your product

• Reduces risk from outdated or forgotten docs

• Updates ship in hours, not weeks

When documentation is part of how you build—not something added at the end—it changes the way teams operate.

The Real Impact of Strategic Documentation

So what happens when you put these practices into action?

These five practices don't just make documentation easier to maintain—they redefine how teams think about it.

Strategic documentation isn't about writing more—it's about wasting less. Less time, less rework, less context lost between people, teams, or tools.

Here’s what you gain when documentation works:

• Fewer delays and retraced steps – Teams move forward without chasing context

• Faster onboarding – New contributors get up to speed without draining others

• Reduced support burden – Fewer repeated questions, more time for meaningful work

• Stronger handoffs – Projects stay on track across roles and changes

• Smarter decisions – Everyone works from the same, accurate source of truth

Documentation as a Strategic Investment

The teams moving fastest aren't skipping documentation—they're doing it strategically.

They document what matters, when it matters, and make that information accessible, accurate, and ready to act on.

Because documentation isn't overhead—it's infrastructure for clarity, collaboration, and smarter decisions.

The real question isn't whether you can afford to invest in better documentation practices. It's whether you can afford the cost of not doing it.

Ready to implement these practices in your team?

At kommit, we help engineering teams turn documentation into an active part of their delivery process. Let's explore how better documentation can drive clarity, speed, and stronger systems for your team.

Written by: kommit

1. Smith, Jon & Jones, Sara. "Title of the Article." Editorial/Website/Company, 02 July 2024.