How to Create a Plan for Reference Documentation

Reference documentation is often the unsung hero of technical content. Whether you’re documenting APIs, SDKs, or command-line tools, high-quality reference materials make your product easier to adopt, support, and scale. But like any technical content, great documentation doesn’t happen by accident, it starts with a plan.

‍

What is a Reference Documentation Plan?

At its core, a reference documentation plan is a roadmap. It outlines what you’re documenting, who it’s for, and how it will be structured, written, and maintained.

Think of it as the foundation for creating documentation that:

• Helps developers understand and use your product.
• Reduces support overhead by answering common questions upfront.
• Builds trust and credibility with your audience.

For example, if you’re documenting an API, your plan might include endpoints, parameters, authentication details, and examples. If you’re writing about a CLI tool, it might cover commands, flags, and common workflows.

A strong plan ensures that your documentation is useful from day one and stays that way as your product evolves.

‍

Why do You Need a Plan for Reference Documentation?

You might think creating a detailed plan sounds like extra work, but skipping this step can lead to more headaches later. Here’s why planning matters:

1. Consistency is Key

Without a plan, documentation can end up feeling disjointed, with inconsistent tone, formatting, and structure. A plan sets standards that keep everything cohesive.

2. It Saves Time

A clear plan prevents duplicate efforts and minimizes rewrites. Writers and stakeholders know exactly what’s expected, which means less back-and-forth and faster delivery.

3. It Improves Usability

Well-planned documentation should be thorough and intuitive. A good plan ensures content is organized in a way that makes sense for your audience, so they can find what they need quickly.

‍

How to Create a Reference Documentation Plan

Step 1: Define Your Goals

Start by asking yourself:

• What’s the purpose of this documentation?
  • Is it to onboard new developers? Enable integrations? Support advanced troubleshooting?
• Who is the target audience?
  • Are you writing for junior developers, senior engineers, or non-technical stakeholders?

Clarity on these points will guide everything from content scope to tone.

Step 2: Audit Existing Resources

If you already have documentation, take stock of what’s there:

• What’s working?
• What’s missing?
• What’s outdated or redundant?

This step helps you identify gaps and prioritize what to tackle first.

Step 3: Outline the Scope

Decide what areas you’ll cover. For example:

• API Documentation: Include endpoints, parameters, authentication methods, error codes, and example requests/responses.
• SDK Documentation: Cover installation, configuration, usage examples, and common troubleshooting tips.
• CLI Tools: Detail commands, flags, configuration files, and workflows.

Prioritize based on what your users need most, and leave room to expand as your product grows.

Step 4: Establish Structure and Standards

A consistent structure makes your documentation easier to use. Consider this format:

1. Overview: What the tool is and why it matters.
2. Quickstart: Get users up and running fast.
3. Reference Section: Detailed specs, commands, or endpoints.
4. Examples: Real-world use cases with code snippets or screenshots.

Also, create a style guide to standardize:

• Tone (e.g., friendly vs. formal).
• Terminology (e.g., always refer to “users” instead of “customers”).
• Formatting (e.g., how to present code snippets or diagrams).

Step 5: Plan for Maintenance

Documentation isn’t “set it and forget it.” As your product evolves, so must your docs. Build maintenance into your plan:

• Regular Reviews: Schedule quarterly or biannual audits to catch outdated content.
• Ownership: Assign someone to oversee updates, whether it’s a technical writer, product manager, or developer.

Step 6: Gather Feedback Early

Your users are the best judges of your documentation’s usability. Share drafts with a small group of developers and ask:

• Is it easy to navigate?
• Are the examples helpful?
• Is anything unclear or missing?

Incorporate their feedback to refine your plan and improve your final product.

‍

Common Challenges (and How to Overcome Them)

1. Scope Creep

It’s tempting to document everything, but this can overwhelm both your writers and your users. Focus on what’s most critical, and expand gradually.

2. Lack of Resources

If you’re short on time or writers, start small. For example, document your most-used API endpoints or create a simple Quickstart guide, then build

3. Keeping It Updated

Outdated documentation is worse than no documentation. Make maintenance a priority by assigning ownership and setting review cadences.

‍

Why a Plan Is Worth It

Without a plan, even the best intentions can lead to inconsistent, scattered documentation that frustrates users and creates more work for your team. Here’s why investing time in a plan is worth it:

1. Keeps Everyone Aligned

A plan ensures that everyone (writers, developers, product managers, and other stakeholders) is on the same page. It sets clear expectations for what needs to be documented, how it will be structured, and who’s responsible for each part. This alignment reduces confusion and minimizes wasted effort.

2. Saves Time and Resources

By defining your scope and priorities upfront, you avoid spending time on unnecessary or low-value documentation. A plan helps you focus on what matters most, ensuring your team’s efforts are efficient and targeted. It also prevents last-minute scrambles to document new features or fix inconsistencies.

3. Ensures Consistency and Quality

A solid plan includes standards for tone, formatting, and structure, ensuring that your documentation feels cohesive no matter who writes it. Consistency improves usability for your audience, making your documentation easier to navigate and understand.

‍

Need Help Getting Started?

If planning your reference documentation feels overwhelming, you don’t have to go it alone. At Literally, we specialize in creating and maintaining developer-friendly documentation that scales with your product. Reach out to learn how we can help you get started.