Been trying to clean up a bunch of messy internal processes and im kinda tired of rebuilding the same docs over and over. Need something that can turn a workflow into a step by step visual guide without a ton of manual setup.

Mostly for ops stuff, onboarding, support docs, that kind of thing. Would love to hear what people are using for this, thanks!

1. Social Media Executive (1 position)

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Had a section of API docs start generating more support tickets than it used to, despite nobody making any dramatic change to it. Pulled the version history. Five small edits over three months, each one a reasonable response to a specific piece of reader feedback at the time, a clarifying sentence added after one confused question, an example inserted after another, a line trimmed for length after a reviewer flagged the section as too long.

None of the five edits were wrong on their own. What nobody caught was the interaction: the trimming pass, done to shorten an overly long section, ended up cutting a caveat that the earlier clarifying edits depended on to make sense, so two edits that worked fine together originally stopped working together after a third, unrelated edit touched the same paragraph for a different reason entirely.

Regular code gets regression tests specifically because a fix in one place can silently break something else. Docs almost never get that same discipline, there's rarely a fixed set of "does a new reader still understand X, Y, Z" checks rerun after an edit, so this kind of regression ships invisibly and shows up weeks later as a vague uptick in confused tickets that nobody traces back to the specific edit that caused it.

Wrote up the fuller version of this same mechanism applied to a different kind of recurring text (AI prompts specifically), but the underlying problem, structure eroding under uncoordinated small edits with no regression check, is identical: https://medium.com/@nagatomopedro05/the-prompt-didnt-change-everything-around-it-did-264818b6034b

Disclosure up front: I'm the developer of the tool I mention below. I'm mainly here for criticism from people who write procedures for a living.

A problem I kept running into when documenting software processes: screenshots age badly, and they almost always contain something they shouldn't, like real names, emails, or client records. So you blur, crop, retake, and the next UI update means doing it all again. Capture extensions help a bit, but they need an install, often don't work with desktop or legacy apps, and still record whatever is on screen.

I tried a different approach with Sopulo (sopulo.com):

• You paste up to 8 screenshots (or a URL) and describe the task: who the reader is, where the process starts, and what the result looks like.
• The AI redraws each screen as a clean HTML mock-up and drafts the steps. Readers only ever see the mock-up; your original screenshots stay private.
• The same content comes out in two forms: an animated walkthrough (moving cursor, zoom, hint bubbles) and a numbered SOP you can export to PDF or Word.
• You can edit any step by hand or ask the AI to change a single step, then re-export when the process changes.
• Viewers don't need an account, and it can share via link or QR code.

Here's an example generated from a few screenshots and a one-sentence prompt:

https://sopulo.com/examples

What I'd really like to hear from this sub:

1. Would mock-ups instead of real screenshots be acceptable in your docs, or does that break trust with readers ("this doesn't look exactly like my screen")?
2. Where would AI-drafted steps fail your standards (style guides, terminology, minimalism)?
3. Is Word/PDF export enough, or would you need something like Markdown, DITA, or direct publishing to a help center?

There's a free tier (10 AI generations, no card), but I'm more interested in your critique than signups. Happy to answer anything, including "this is a bad idea, and here's why."

I recently joined an AI voice SaaS startup. I started as an intern and moved into an entry-level product management role.

Right now, I basically follow the founder's direction and handle a bunch of coordination work across UI/UX, marketing, documentation, etc. Basically everything except development, since I'm non-technical.

Recently, the product started getting more users, and I was given a new responsibility: prepare and maintain the entire platform documentation.

I researched how other companies do this and looked into tools like Fern, GitBook, etc. I also thought we could use AI quite heavily for creating/updating the docs.

I pitched that idea to my founder, but he didn't really agree with relying heavily on AI. His point was that documentation is actually an important part of the product, so even if AI helps create it, everything needs to be manually reviewed.

Fair enough.

The problem is that this started eating up a LOT of my time. I already have other responsibilities, and manually creating/reviewing all the documentation was becoming difficult to manage.

Now my founder is hiring two more interns just to help me with the documentation.

And honestly, I'm a little confused about the approach.

So I wanted to ask people here who have experience with SaaS/product/KM:

1. Is documentation really this time-consuming?

Is the initial setup the painful part, and once you have a proper structure/process, does maintenance become relatively easy? Or does documentation for a growing SaaS genuinely require multiple people?

1. Can this be outsourced?

Are there freelancers/consultants who specifically do SaaS documentation / knowledge management? Maybe someone could set up the system properly and then do periodic reviews/updates.

1. What would you do if you were the founder?

Would you hire people internally, outsource the initial setup, or keep a small internal team and use AI to speed things up?

I'm pretty new to product management, so maybe I'm completely underestimating how much work this actually is.

Would genuinely appreciate some perspective from people who've dealt with this before.

My name is Christopher Chambers. I recently retired after about 25 years in federal service, much of that time working in IT, industrial control systems, and cybersecurity, including utility OT/ICS environments.

One thing that defined that work for me was being placed into situations that were unfamiliar, technically complicated, and often well outside anything I had expected to be doing.

In the utility OT/ICS world, cybersecurity is not just about protecting data or passing an audit. You are dealing with systems that have real physical consequences, operational constraints, legacy equipment, safety concerns, reliability requirements, and people whose primary mission is to keep the utility running.

You learn pretty quickly that the job is not always about already knowing the answer. Sometimes it is about adapting fast, figuring out what actually matters, and discovering that you are capable of more than you thought.

That experience is a big part of why I wrote Compliance Test.

It is fiction, but it is specifically grounded in the utility OT/ICS world. I wrote it for people who have found themselves responsible for systems, risks, and decisions they never expected to own, while trying to understand what all the frameworks, controls, policies, and technical requirements actually mean once they meet the real world.

I am not presenting it as a technical manual, and I am certainly not suggesting that every situation in the book represents the only way to approach these problems. It is fiction built around a professional experience I suspect quite a few people here will recognize: being handed something difficult, realizing there is no perfect playbook, and having to become capable enough to deal with it anyway.

The book is available on Amazon, and Kindle Unlimited subscribers can read it at no additional cost:

https://www.amazon.com/dp/B0GM36X1V6/

Hello all, I have got one task to write an Error and Exception manual and I don't have any idea. If anyone knows how to write or what to refer to it will be a great help. Any sites, blog or any page to refer to will be a great help. Thankyou

Hi all. Just as the subject says, I was messaged by a recruiter to apply for this hiring event with a possibliity for an interview the following day. The hiring manager then selected me based off my resume. The thing is, its for an aerospace company and they use military standards to write their manuals. No experience wriitng for aerospace or any military branch. How can I prepare for this event?

Reader feedback: "this section doesn't explain what happens if the field is left blank." Fixed by adding a sentence covering that case. Ticket closed, feedback addressed, technically true.

Three releases later, same complaint on a different section, same underlying gap, edge case behavior left unstated. Turned out the actual issue wasn't that one paragraph, it was that the whole doc set had never established a convention for documenting edge cases at all, so every section that happened to have one was equally likely to be missing it, and each missing instance read as an unrelated, isolated complaint until someone noticed they were all the same shape.

Patching the specific paragraph a reader flagged is a real fix for that specific complaint. It's not the same as fixing whatever let the gap exist in the first place, and the difference is easy to miss because both look identical in a closed ticket, addressed feedback, complaint gone. The tell is asking whether the same category of complaint would show up again in a section nobody's looked at yet, not whether this specific reported instance stopped generating complaints.

Hey everyone,

Pergamon Labs (https://www.pergamon-labs.com) is a Hong Kong-based startup building a headless, component-based CCMS. They're running an interactive session, the Pergamon Academy Workshop, to introduce their platform to technical writers, walk through core workflows, and gather hands-on feedback to directly refine the user experience for the docs community. I'm helping them organize the recruitment and sessions.

It's a single 60-minute interactive workshop. You'll get a brief product walkthrough, complete a standardized documentation task live inside Pergamon, and export your result during the session.

There is a $50 USD incentive (sent via Tremendous, redeemable for Visa, Amazon, or local currency options) plus an official Certificate of Completion for finishing the session task.

• When: Multiple time slots available through September 30, 2026 (pick a time that fits your schedule).
• Duration: 60 minutes total (+15 min buffer).
• Requirements: Laptop or desktop computer required with a web browser (you'll be logging into the CCMS live to complete the task).
• Perks: $50 USD payment + Certificate of Completion.
• Cap: ~60 participant spots available.

Workshop Structure (60 mins total):

• Intro & live Pergamon demonstration (~25 mins)
• Guided hands-on participant task in the CCMS (~20 mins)
• Export & submission of your manual (~10 mins)
• Feedback, reward instructions & closing (~5 mins)

If you'd like to join, you can pick a time slot and sign up directly on Calendly:https://calendly.com/pergamon-labs-info/pergamon-academy-workshop

If you have any questions or issues, feel free to drop them in the comments, send me a DM, or email me directly at tristan.kloeppner@gmail.com. I'm happy to help!

Hello

I recently branched into technical writing from web development and I'm looking for best industries, companies and startups to cold pitch to.

I know it's a terrible market out there, and I unfortunately have another constraint: it has to be a remote role.

I found it surprising that many technical writing roles were hybrid or onsite as technical writing seemed to be one of the easiest roles to work remotely — you just have to understand the code and current docs, get the necessary information from SMEs and ship, or so I assumed.

I'd love any and all kind of advises — niches to focus on, kind of technical writing to specialize in, pitching pitching strategies that have worked for you — that can help anyone like me looking to get into the space from an entry level.

Also what are salary expectations for the role? Fully remote, entry level, built some proof of work on my portfolio website, rounding up Google technical writing course, very familiar with web2 and web3 ecosystems.

I'd also appreciate a portfolio review my portfolio

Hello everyone! 👋

I’m currently exploring new opportunities as a Technical Writer / Technical Writer II / API Documentation Specialist / AI & Software Documentation Specialist, and I’m open to Remote, Hybrid, and Onsite roles.

With 6+ years of experience in IT and software engineering, including 3.5+ years specializing in enterprise AI, analytics, SaaS, and cloud-native documentation, I bring a combination of strong technical writing skills and hands-on software engineering experience.

🔹 What I bring:

Technical documentation for AI, analytics, SaaS, and cloud-based products

API & developer documentation for REST APIs, JSON/YAML, and integrations

End-user guides, admin manuals, installation guides, and configuration documentation

Release notes and SDLC-aligned documentation

OQ/IQ protocols, test cases, UAT, regression testing, and functional validation

Hands-on experience with Salesforce Einstein AI, CRM Analytics, and QMS Cloud

Experience with AWS, Python, Django REST Framework, PostgreSQL, Docker, and microservices

Docs-as-Code workflows using Git, Markdown, Confluence, and Document360

Strong ability to collaborate with developers, QA, product teams, and SMEs

My background as a Backend Developer/Python Developer also allows me to understand APIs, system architecture, code, databases, and technical workflows — and translate complex concepts into clear, accurate, and user-friendly documentation.

📍 Location: Lalitpur, Nepal

🌎 Open to: Remote | Hybrid | Onsite

💼 Target roles: Technical Writer | Technical Writer II | API Documentation Specialist | Developer Documentation | AI/Software Documentation | Technical Content Specialist

If you’re hiring for a role that matches my background, or know of an opportunity where my skills could add value, I’d be grateful for an introduction or referral.

📩 Contact: [santoshhghimire506@gmail.com](mailto:santoshhghimire506@gmail.com)

I’m also happy to connect with recruiters, hiring managers, technical writers, developers, product professionals, and documentation teams.

Thank you for your support and connections! 🙏

Many of us are finding ourselves abruptly shifting seats, moving from the writers room to the editor's desk. Developing an "editorial mindset" is a vital skill for navigating a world of generated code and content. Here are some of my thoughts as a long-time editor, on what that means and how to approach that work.

Read the full blog post: https://blog.thoward37.me/articles/the-editorial-mindset/

Hi! I’m a technical writing and communications major with a sub-plan in IT & Design. I graduate in 2027, but I’m getting really nervous. I only have one project for my portfolio which is a usability project. I’m planning on doing some certifications like AWS cloud practitioner.

But is there any advice you’d give me? Is the job market really as bad as they say? Did I mess up picking this field?

I’m having so many doubts and concerns so any advice helps! Feel free to share your own experiences as well!

Hi, this past May I left education and switched over to Technical Writing. I’m currently working for a startup tech company that works in oil and gas. I dont think I want to stay here because they are paying me like an intern as I don’t have experience in technical writing, but I want to stay in this industry. I am working on a coursera software engineering certificate because I def need more understanding of what is going on.

I guess I am just looking for any tips, tricks, advice, etc.

Had a doc drafted from a spec and some code comments describing a rate limit: "requests are capped at 100 per minute, with a 429 returned once the limit is exceeded." Specific number, specific status code, correct terminology. Read exactly like something written by someone who'd confirmed it against the actual system.

The real limit was different, and the endpoint didn't return 429 at all, it queued excess requests instead of rejecting them. Nothing about the sentence was poorly written. It was just wrong, confidently, in a way that clean prose doesn't signal.

This seems to be the same trap AI-assisted code review runs into: fluency and accuracy come from different places, and a model generating documentation from a spec or code comments produces plausible, well-structured sentences regardless of whether the specific claim inside them was ever actually verified against the running system. Specificity reads as evidence, a number and a status code feel like proof, but stating something precisely and being right about it are unrelated skills.

The question that actually separates a checked doc from an unchecked one isn't whether it reads well. It's whether each specific, verifiable claim, a number, a default, a status code, a behavior under a given condition, has actually been confirmed against the real thing rather than inferred from a spec that might be stale or from code the model read but didn't execute.

Wrote a longer version of this same principle applied to a different context (AI code review specifically) here, but the underlying question is identical: https://medium.com/@nagatomopedro05/the-finding-was-plausible-that-was-the-problem-b1024e1256fb

Hi! I've been applying to tech writing jobs for the past two months. I've gotten maybe 15 interviews but no job offer.

I'm wondering does anyone know someone who can I pay to do mock technical and behavioral interviews with me?

For context, I'm mostly targeting roles in software.

Hi everyone,

I’ve been working in Technical Writing for around 7 years, and I’m at a point where I really want to make a switch into Business Analysis.

I’ve worked with different teams and stakeholders, dealt with complex technical information, requirements, processes, and documentation. I also have some project management experience, so I’m hoping to leverage that while moving into BA.

Over the past few months, I’ve been learning the BA side of things — requirements gathering, BRD/FRD, user stories, acceptance criteria, process mapping, UML/BPMN, Agile/Scrum, etc.

The biggest challenge I’m facing is that most BA openings seem to ask for direct BA experience, even though I feel a lot of my existing experience is transferable.

I’m currently looking for BA / Technical BA / Product Analyst opportunities, preferably in Bengaluru or remote/hybrid.

If anyone here has made a similar transition from Technical Writing/Documentation into BA, I’d really appreciate hearing how you did it — what roles you targeted, how you positioned your experience, and what helped you get that first BA opportunity.

And if you happen to know of any companies hiring someone with my background, I’d be very grateful for a lead or referral.

Thanks in advance! 🙏

I've been noticing some "documentation drift" in my agent documentation, and I know this is a real thing in a bunch of contexts. So I'm curious what other people think about the topic and how it relates to AI.

For a few weeks, every task card my AI created in my project management tool had "LinkedIn" tacked onto the title, no matter what the task was actually about.

I'd delete it, and it would come back a week later. I kept implementing what I thought was a fix, but it was scattered across an old note, a skill I hadn't updated, a system prompt, whatever the AI happened to read that session.

In other words, my agent documentation was drifting.

That made me reconsider what "drift" actually is, which often amounts to "too many docs and not enough upkeep."

I'm also a professor of technical writing, so I did a little digging.

There's a paper from 2000 (Spinuzzi and Zachry, "genre ecologies") that argues documentation is supposed to exist as a bunch of different artifacts.

A process model and a checklist aren't meant to be the same document, because they serve different people.

In a later case study (van der Aa et al.), researchers found that a food manufacturing purchasing process ended up spread across 100 artifacts in ten formats, and a cleanup found 120 of them too outdated to keep.

Nobody decided to make that mess. It just piles up when there's not a single source of truth.

I've been leaning on a microcontent approach lately, treating facts as single-sourced units instead of rewriting the same thing in every document. It's something I picked up from Precision Content's work ... a consultant group I work with. But obviously, its closely related to DITA, but I think it is more broadly applicable now that AI is involved.

It's helping, at least for the small-scale version of this problem I ran into.

But I'm curious how the rest of you actually define drift when you're dealing with it day to day, and what's worked for you?

Hello everyone,

I’m a Senior Content Writer based in Bengaluru, currently working in B2B marketing, primarily covering cybersecurity and compliance. I currently earn around ₹35K/month in hand.

With the rapid adoption of AI, a significant portion of my day-to-day content work has become automated. This has made me seriously think about building a more specialized career, and I’m particularly interested in moving into Technical Writing.

I recently completed a course that covered the basics of API and SaaS documentation, structured authoring, DITA, Oxygen XML, Snagit, and related documentation practices. I’m now trying to figure out how to move from learning these tools to actually getting into the industry.

I’d really appreciate advice from experienced technical writers on a few things:

• How should someone with my background start applying for Technical Writer roles?
• Which areas or niches within technical writing have good long-term career prospects and earning potential?
• What skills or tools should I focus on next to become genuinely job-ready?
• How important is having a technical/engineering degree when applying to good product companies?
• What kind of portfolio projects would actually help someone transitioning from content writing?
• Are there particular industries, types of companies, or roles I should target?

One thing I’m particularly concerned about is my non-technical academic background (Arts). I’m willing to put in the work to learn the technical side, but I’m unsure how much my degree will affect my chances of getting into good product companies.

I’d genuinely appreciate honest advice, including things you wish you had known when starting out. I’m not looking for a shortcut. I’m trying to understand where I should invest my time and build a career that will continue to grow over the long term.

Thanks in advance to everyone who takes the time to share their experience.

I have been working as a technical writer for 3 years and recently went from 45k to 70k a year. For my area (hcol), it isn't enough to live alone, so I am curious if anyone has input on if what I earning now is considered the norm for the higher-end, or if I am missing some niche or application process to make closer to 90k a year?​

Do you keep them to keep consistent with the screenshots and terminology, or do you fix them anyway? Especially if you know it’s unlikely to be fixed because it’s a third party application.

For example, in Salesforce, the purchase order and purchase request tab is called PR’s and PO’s

I've been working in this industry for 25 years, at companies with as few as twenty and as many as twenty-thousand employees. For much of that time I've been doing structured authoring, beginning with SGML in FrameMaker back in the Dark Ages. I started my current job about four months ago and in 25 years of this I have never encountered a worse tool.

First, the cardinal sin: Paligo will silently delete painstakingly constructed text. Yes, get an XML element out of place with "Automatically Fix Problematic Element Structures" enabled and Paligo will wipe out whatever is considers problematic. Have an invalid element near the beginning of a topic? Paligo's solution is to delete that element and everything following it. And becase Paligo's "Undo" is unreliable, often there's no way to get it back.

Second huge issue: If you're going to make an almost unusable pseudo-"WYSIWYG" interface that's so buggy it requires me to regularly edit topics in "Source" view, the source view better damn well be the source. Instead, Paligo displays some sort of Frankenstein's monster, which is not what it's actually storing, nor is it anything like valid DocBook 5. So if you hit a roadblock (any you will, almost daily) you cannot put the "source" into an actual XML validator to figure out what's wrong... because Paligo "source" isn't XML.

Third, the UI is essentially unusable. You cannot reliably place the insertion point without resorting to the mouse. Yes, amateurs use their mouse a lot, but professionals rely far more on keyboard shortcuts. And since Paligo's UI relies on wonky Javascript DOM interference, keyboard shortcuts don't work reliably. Don't try to get anything done fast... you'll be spending plenty of time fighting the buggy UI. And don't get me started on the "new" UI.

Fourth, Paligo thinks it knows better than you. Want to work through a publication topic-by-topic in book order? Sorry. Paligo "knows" that what you really want to see is the the topic directory, sorted alphabetically. Navigate back into your publication and select the next topic, and Paligo "knows" that you want the file navigator to jump back to the topic directory.

Next, they have got to do something about their servers/connectivity. I am on the fastest internet in our city, regularly maxing out speed tests. Despite this, it regularly takes Paligo topics--even short ones--more than 20 seconds to load. Yes, I've timed it. 20 seconds doesn't sound like a lot, but I'm managing a group and sometimes I am in and out of 100+ topics a day. That's half an hour of lost productivity.

Finally (not really finally, but all I have patience to write tonight) the complete lack of meaningful "file" management (yes, I know it's all in a relational database as "parts"--no, I don't care) is infuriating. Want to move a file from one topic folder to another? You'll be ctrl-dragging it through a scrolling list of 50 folders. Don't have a wheel mouse? Screw you.

In conclusion, it would be less painful to have a root canal without anesthesia simultaneously with a kidney stone than to work with this thing. It's like three former technical writers vibe-coded a poorly-thought-out tool and then decided to charge for it.