Why Technical Documentation is Critical for Your Business

A business owner came to me recently in a panic. 

Her top tech guy quit on short notice, and her network was down. 

She needed help, and she needed it fast.  

When we stepped in to help, we discovered:

None of the networks were mapped. 

None of the processes were documented. 

ALL of the knowledge was in that tech guy’s head. 

And that library of knowledge walked out the door, never to return, a few days earlier. 

We got everything up and running. 

We fixed what was broken. 

But it took far more time, and it cost much more than it could have…

…if only that tech guy had written stuff down. 

We’ve met lots of in-house technicians over the years. Many of them (maybe MOST of them) don’t like to document. 

At best, it’s boring. 

At worst, some technicians think they’re more secure in their job if they DON’T document. 

“If I’m the one with all the knowledge, I’m worth more to them. My job is more secure,” thinks the me-first technician. 

I’m not trying to bash all in-house technicians. 

I’m trying to convince business leaders to insist on technical documentation. 

Here are five reasons why it’s so critical…

Quicker, Less Expensive Disaster Recovery

When networks fail and computers crash, what happens next? If everything is well documented, you at least have a roadmap that leads to recovery. If the answers are stuck in technicians’ heads, troubleshooting will always be more difficult — especially if that technician isn’t around.

You Prevent License and Compliance Issues

Many software vendors will cancel accounts or, worse yet, hit you with massive fees if you use their applications without proper licenses. When companies like Microsoft come calling, they may demand documentation from you to prove that all your licenses are in order.

Fewer Mistakes

When you document technical processes, such as setting up a new computer, you improve your odds of getting it right. You reduce the chance of mistakes. When technicians run processes from memory, they’re prone to mistakes.

Greater Efficiency

Even when you check all the boxes, you move more quickly when you’re working from documentation. It’s simply more time-consuming to draw from memory to act. Your tech team will get more done in fewer hours with proper documentation. 

Better Planning

When you document systems and processes, you identify shortcomings and opportunities. You see inefficiencies. You identify redundancies. You spot vulnerabilities. 

Rather than react when things go wrong, you can plan. You can schedule improvements. This prevents problems down the road. And it means more budget certainty year over year. 

The Bottom Line

Don’t let your technicians tell you documentation is optional. 

With documentation, you will have fewer problems, solve them quicker, and run your company’s technology with greater efficiency and peace of mind. 


Are you confident in your technical documentation? Don’t get stuck wasting time and money!

Contact us today to schedule a free consultation.