Tooling advice needed.
Navigating Documentation Challenges in a Stubborn Environment
In many organizations, especially those with a tech-savvy leadership, the tools and methodologies for documentation can become a heated topic. A recent discussion highlighted a common struggle: balancing the need for effective documentation with the preferences of a leadership team that may be resistant to change. Here, we dive into the complexities of this issue and explore potential solutions that can address the needs of both the team and the CTO.
The Current Landscape
The scenario involves a company where the CTO, described as a “hacker,” prefers sticking to Google Docs for documentation, primarily due to its familiarity and zero cost. This situation can be frustrating for teams who recognize the need for more robust documentation tools. Google Docs, while popular, often leads to issues with formatting and usability, resulting in an overall lack of engagement from team members.
The Need for Better Tools
As the original post points out, the current reliance on Google Docs has led to minimal documentation—mostly limited to proposal documents. There is a clear need for a tool that can facilitate better documentation practices, including:
- Cross-team sharing: A platform that encourages collaboration without the friction of version control or repository access.
- Basic code formatting: A feature that enables developers to share code snippets easily, similar to what platforms like JIRA and Slack offer.
- Well-rounded documentation features: A tool that encompasses rich media embedding, revision control, and intuitive editing capabilities.
Potential Solutions
1. Stick with Google Docs?
Despite the frustrations associated with Google Docs, some argue that it meets many of the required functionalities. It allows for easy sharing, supports Markdown formatting (with a toggle), and includes collaborative features like simultaneous editing and rich access control. Since the CTO is already familiar with it, the barriers to adoption are low.
However, relying on a tool that hasn’t fostered a culture of documentation may not be the best long-term strategy. It raises the question: if the team isn’t motivated to document, will a new tool truly change that?
2. Confluence: A Compromise?
Confluence has been suggested as a viable alternative, especially since some teams have managed to leverage its free tier effectively. While it may not be the most user-friendly for editing, it offers structured documentation capabilities and integration with JIRA. However, it’s essential to consider whether the CTO’s reluctance to incur costs will hinder its adoption.
For teams seeking more powerful tools, exploring options like Coda or Notion might be worthwhile, but they may not align with the CTO’s preference for cost-effective solutions.
3. Static Site Generators: Antora
For those who want to dive deeper into documentation, static site generators like Antora present a modern approach. These tools allow teams to create well-structured documentation that can be easily versioned and updated. Antora’s open-source nature means it won’t break the bank, making it an appealing option for budget-conscious teams.
4. Lightweight Open Source Tools
If the goal is to find a lightweight and easy-to-install open-source tool, options like Typemill (with the Mermaid plugin) or Bookstack can provide a simple yet effective documentation solution. These tools focus on ease of use, enabling teams to quickly generate and maintain documentation without overwhelming complexity.
5. Diagramming with Mermaid
For teams needing to incorporate diagrams, Mermaid is an excellent choice. It integrates seamlessly with various platforms, allowing for quick diagram creation using simple text syntax. This can be particularly beneficial in conjunction with code documentation, as it enables visual representation of system designs without the need for complex software.
Addressing the Underlying Issue
Ultimately, while selecting the right tool is critical, it’s essential to address the underlying issue of documentation culture within the organization. If teams are not incentivized to document their work, simply switching tools may not lead to a significant change.
Consider implementing strategies that encourage documentation as a valued practice, such as:
- Linking documentation quality to performance reviews.
- Providing dedicated time for documentation in sprints.
- Celebrating teams or individuals who excel in maintaining clear and helpful documentation.
Conclusion
Navigating the complexities of documentation in a team led by a resistant CTO can be challenging. However, by exploring a variety of tools—from Google Docs to static site generators—and addressing the cultural aspects of documentation, teams can find a path forward that enhances collaboration and knowledge sharing.
In a world where effective documentation is critical for long-term success, it’s worth investing the time and effort to foster a culture that values clear communication and shared knowledge.