Technical content comes in all shapes and sizes, and it’s important to know when to write text, draw a diagram, or record a video.

Text: Detailed explanations, textual references, accessibility, step-by-step instructions, reference material, and legal and compliance requirements

Visual Diagram: System architecture, data flow, process workflows, user interfaces, network topologies, troubleshooting and debugging, and hardware setup and connections

Video: Demonstrating Procedures, user interface interactions, visualizing dynamic processes, troubleshooting and debugging, product overviews or presentations, visualizing physical processes or experiments.

Detailed Explanations: Written text allows for in-depth explanations and descriptions of complex concepts, theories, or processes. It provides the opportunity to provide comprehensive information, discuss technical details, and cover nuances that may be challenging to convey solely through visuals or videos.

Textual References: When you need to reference specific details, such as configuration settings, code snippets, command syntax, or file structures, written text is often the most concise and precise way to present this information. It allows users to search, copy, and refer back to the text easily.

Accessibility: Some users may have visual impairments or other disabilities that make it difficult to comprehend visual diagrams or video content. In such cases, providing written text ensures that the documentation is accessible to a wider audience.

Step-by-Step Instructions: While videos can be useful for demonstrating procedures, written text with clear, well-structured step-by-step instructions is often preferred. Users can follow the instructions at their own pace, refer back to specific steps, and easily scan or search for the information they need.

Reference Material: In cases where users need to quickly find specific information, such as API documentation, technical specifications, or command references, written text allows for organized and searchable content. Users can navigate through the document, skim sections, and locate the information they require efficiently.

Legal and Compliance Requirements: In certain situations, legal or compliance requirements may necessitate specific wording, disclaimers, or instructions. Written text allows for precise language and ensures adherence to legal guidelines.

System Architecture: When describing the architecture of a system, visual diagrams can provide a high-level overview of the components, their interactions, and how they fit together. This helps readers grasp the overall structure and flow of the system.

Data Flow: If your documentation involves data flows or information exchange between different components or systems, visual diagrams such as flowcharts, data flow diagrams, or sequence diagrams can clarify the movement of data and the sequence of events.

Process Workflows: Visual diagrams are invaluable for documenting and explaining complex workflows or processes. Flowcharts, swim-lane diagrams, or process diagrams can illustrate the steps involved, decision points, and the order of operations.

User Interfaces: When documenting user interfaces, screenshots or annotated screen mockups can be extremely helpful in guiding users through the various elements, menus, and interactions. Visual diagrams can highlight important features or explain how to navigate through an interface.

Network Topologies: If your documentation involves network configurations, visual diagrams can effectively communicate the layout, connections, and relationships between devices, servers, and network components.

Troubleshooting and Debugging: Visual diagrams can be used to illustrate troubleshooting steps or debugging processes. Sequence diagrams, flowcharts, or decision trees can guide users through the problem-solving process, helping them identify and resolve issues.

Hardware Setup and Connections: In documentation related to hardware installations or configurations, visual diagrams can show the physical connections, cable routing, or assembly instructions, making it easier for users to set up the hardware correctly.

Demonstrating Procedures: Videos are particularly useful when documenting complex procedures or tasks that require visual demonstration. For example, software installations, hardware setups, or equipment configurations can be effectively showcased through video demonstrations, allowing users to follow along and observe the exact steps and actions required.

User Interface Interactions: When explaining how to use a software application or navigate through a user interface, videos can provide a more immersive and intuitive experience compared to written text. Users can visually see the interactions, button clicks, menu selections, and overall workflow, making it easier for them to understand and replicate the actions.

Visualizing Dynamic Processes: Some technical concepts or processes involve dynamic or time-dependent behavior that is best conveyed through motion. Videos can effectively capture and present these processes, such as animations, simulations, or dynamic system behavior, where static images or text alone may not sufficiently communicate the intended message.

Troubleshooting and Debugging: Video demonstrations can be valuable when explaining troubleshooting steps or debugging processes. Users can observe the symptoms, observe the troubleshooting actions taken, and witness the expected outcomes. This visual context can assist users in identifying issues, understanding problem-solving strategies, and resolving technical problems effectively.

Product Overviews or Presentations: When introducing a new product, demonstrating its features, or providing an overview of its capabilities, videos can be engaging and impactful. They allow you to showcase the product’s functionality, user experience, and benefits in a visually appealing and concise manner.

Visualizing Physical Processes or Experiments: In technical domains that involve physical phenomena, videos can be instrumental in capturing and presenting real-world experiments, demonstrations, or processes. They enable users to see the actual physical components, interactions, and outcomes, providing a deeper understanding of the subject matter.