The Ineffectiveness of Outsourcing Technical Documentation Services

Written by Jaya Acadecraft  »  Updated on: July 07th, 2024

The Ineffectiveness of Outsourcing Technical Documentation Services

Before we jump into why hiring outside help for making those user manuals and guides might not be such a good idea, let's start with the basics. Do you know those booklets that show you how to use your new phone or assemble a piece of furniture? Those are help guides, and they're super important for both customers and companies.

Now, who's in charge of creating these guides? Well, that's where the technical content writer comes into the picture. They're the people who take all the complicated stuff about a product and turn it into simple words so that everyone can understand. They make sure that when you read those guides, you don't feel like you're reading a foreign language.

In this article, we are going to talk about the ineffectiveness of outsourcing technical documentation services.

So, without wasting any time, let’s begin.

Why Outsourcing Seems Like a Good Idea

So, why do some companies decide to let other people handle making these guides? The big reason is they think it saves them time and money. They can focus on making their products while someone else does the writing.

The Problems With Outsourcing

But here's the thing: outsourcing this work can bring some troubles.

1. Not Knowing Your Product

When you hire an outside team or technical content writer, they might not really get how your product works. They might not know what makes your product special or how it fits into your company's plans. This lack of inside knowledge can lead to guides that don't give the full picture.

Imagine you're trying to set up new software, and the instructions just don't help because they're too general. Frustrating, right? That's what can happen when you outsource help guide-making.

2. Hard to Talk and Team Up

Good guides often need close teamwork between the folks who write them and the experts in your own company. When you think about outsourcing technical documentation services, you're handing over your car keys but can't talk to the driver. If you need quick answers or help, it can take a while because the experts are working for another company.

Imagine yourself as a technical content writer for a third-party corporation that is in need of some crucial product information. To receive the answers you require, you could have to go through a difficult process, which can slow down the entire creation of the guide. When your team is based in-house, you may get prompt responses, ensuring that your guidelines are correct and current.

3. Different Priorities

Technical Documentation Service firms often have lots of clients with different needs and deadlines. Your guide project might not be their top priority. This can lead to delays, missed deadlines, and even mess up your company's plans.

On the other hand, an in-house team works just for your company. They know what's important to you and can quickly adjust to changes, making sure your guides stay on track.

4. Quality Check

When you outsource your technical documentation services needs, it's tough to keep an eye on how well the guides are coming along. You might not have much control over what the outside team does.

Mistakes or errors in the guides can confuse people, cause frustration, and even be risky for your customers.

Why Having Your Own Team is a Good Idea

Now, let's talk about why having your own team for making guides can be a better choice.

1. They Know Your Stuff

When your team is in-house, they really understand your products or systems. They know all the details, so they can create guides that are thorough and easy to understand.

2. Easy Communication and Teamwork

With an in-house team, you can talk directly to the experts in your company. That makes it quick and easy to get the info you need for your guides.

3. They Put You First

Your in-house team's top priority is your company and your products. They're dedicated to helping you, and they can quickly adapt to any changes to keep your guides on track.

4. Keeping Things in Check

Having your own team means you can keep a close watch on the guide-making process. You can make sure everything is accurate, reliable, and up to your quality standards.


Therefore, whether you decide to seek assistance for creating guidelines or maintain them in-house relies on your demands and what matters to you the most.

While it could appear cheaper to hire a technical documentation services expert, drawbacks include a lack of knowledge, poor communication, conflicting priorities, and concerns about quality.

Think carefully about how having your own team can bring expertise, easy communication, priority on your needs, and better quality. Your guides are essential for making sure people can use your products easily and safely.

So, make the choice that works best for your company and your customers in the long run.

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