Documentation

Documentation tools help you create, organise, and share knowledge. Internal wikis, process documentation, help centres, and training materials all need a home where people can find them.

Good documentation scales your team. Write something once, reference it forever. Stop answering the same questions repeatedly.

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Use documentation for internal knowledge bases. Processes, policies, and how-to guides that your team references regularly.

Use it for customer-facing help centres. Self-service support reduces ticket volume and helps customers solve problems faster.

Use it for onboarding. New employees and new customers both need structured information to get up to speed.

Use it for SOPs and playbooks. Step-by-step guides that anyone can follow to complete a task correctly.

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Search must work well. Documentation is useless if people can't find what they need.

Organisation through folders, categories, and tags helps people browse when they don't know exactly what they're looking for.

Permissions control who sees what. Internal docs shouldn't be public. Sensitive processes need restricted access.

Version history tracks changes. Know what changed, when, and by whom.

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Notion is flexible and popular for internal documentation. Databases, pages, and nested content work well for knowledge bases.

Confluence is the enterprise standard. Integrates with Jira and other Atlassian tools. Heavier than Notion.

GitBook is designed for technical documentation. Clean output, developer-friendly, good for public docs.

Choose Notion for internal team documentation. Choose GitBook for customer-facing help centres and technical docs.

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The best documentation system is one people actually use. Pick a tool, establish a structure, and make it easy to contribute. Outdated documentation is worse than no documentation, so build habits around keeping it current.

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