Technical documentation template

You’re managing a product launch, fixing bugs, and handling last-minute stakeholder reviews. Then someone flags a broken link in your setup instructions. Support is still referencing an outdated FAQ, and your developer has just pushed undocumented changes. Without a reliable technical documentation template, small gaps can escalate into larger problems, such as delays, confusion, and unhappy users.

This template offers a structured and repeatable approach to writing, organizing, and maintaining technical documentation. It comes with predefined sections for introductions, setup instructions, usage details, FAQs, troubleshooting, and version tracking. So you don’t waste time deciding what to include or how to format it. 

Each section is structured as a task or subtask, making it easy to assign ownership, gather feedback, and monitor review status in real time. You can attach screenshots, link to specs, and embed visuals directly within the document. Since this template for technical documentation is hosted in Asana, your entire team can easily contribute, update, and track progress, without getting lost in folders or version control issues. 

Who benefits from technical documentation templates?

At Asana, we've seen how quickly things break down when technical documentation isn’t organized or consistent. Teams duplicate work, end-users get confused, and support spends hours answering the same install and troubleshooting questions. Without a shared template for documentation, even routine tasks like writing a user manual or updating release notes can become a time drain.

This technical documentation template is designed for fast-moving product and engineering teams that need to ship organized, consistent docs at scale. It’s ideal for:

• Startup CTOs and engineers who need to document a new software product between sprints.

• Solo developers managing readme files, install steps, and api documentation across multiple tools.

• Product managers looking to streamline onboarding and rally teams around one documentation standard.

• Technical writers and consultants who need a customizable framework to scope, write, and maintain content.

• QA and compliance leads who document functionality, technical specs, and version history for audits.

• Support teams creating knowledge base articles, FAQs, and troubleshooting guides for end-users.

Use this template to create everything from user documentation and API references to onboarding tutorials and process documentation, without having to start from a blank page.

Why use Asana’s technical documentation template?

A software development team struggled to keep up with product changes. Their software documentation was scattered, filled with outdated requirements and unexplained jargon. After switching to this technical documentation template, they coordinated their writers and developers, improved the user experience, and reduced the time spent on reviews.

This template provides a consistent and scalable way to document your product development process, from user guides to release notes.

• Save time with a ready-made structure that speeds up content creation.

• Document product features and software requirements in an organized, consistent format.

• Improve user experience with user-friendly language and layout.

• Clarify jargon and acronyms with built-in glossary and definition fields.

• Support project management workflows with real-time collaboration.

How to use this technical documentation template

You can find this and other templates in Asana’s template library to simplify your documentation workflows. Whether you're writing setup instructions or internal wikis, this technical documentation template gives you a well-defined structure to follow. So you can focus on the content, not the formatting. Follow these step-by-step instructions to confidently build, maintain, and scale your technical docs.

Step 1: Duplicate the template and name your project

Start by duplicating the technical documentation template from Asana’s library. Give your project a specific name that reflects its content, such as “Mobile App Onboarding Guide” or “v3.5 Release Notes.” 

You’ll see pre-built sections like Introduction, Setup, Usage, and Troubleshooting. These provide a flexible starting point for various types of technical documentation, ranging from user manuals to internal process documentation.

Step 2: Define your scope, audience, and format

In the Overview section, describe what the documentation covers, who it's intended for, and where it will be stored. Are you writing for developers, end users, QA reviewers, or new hires? Will this be part of a knowledge base, a Confluence wiki, or embedded in your app?

Project scoping helps reduce rework later. For example, if your audience isn’t technical, avoid using jargon and acronyms, or make sure to define them. If this is part of a larger product development cycle, link it to relevant projects or documentation tasks in Asana.

Step 3: Organize your document structure

Use task sections to replicate a standard documentation layout. The template includes placeholders like:

• Introduction: Define the purpose, audience, and scope.

• Table of contents: Add links or headings for quick navigation.

• Setup/Installation: Include step-by-step instructions with visuals.

• Usage and Features: Document key workflows and product functionality.

• Troubleshooting: Add common issues, FAQs, and how-to resolutions.

• Glossary or Appendix: Define terms and provide additional resources.

Use subtasks to break out detailed topics, add links to supporting information, or assign specific parts to team members.

Step 4: Assign ownership and gather feedback

Assign tasks to your technical writers, product owners, or developers based on their areas of expertise. For example, a dev lead might own the open source roadmap, while support adds to the troubleshooting section.

Use Asana’s comments to gather feedback directly in the task. You can also set due dates, priorities, and status fields to track progress. This keeps documentation moving forward in tandem with your software development cycle.

Step 5: Attach supporting visuals and documents

Good documentation often includes diagrams, screenshots, or flowcharts to illustrate key points. Attach these directly to relevant tasks using integrations like Google Drive, Dropbox, or Figma. You can also link to software requirements, design documents, or related project plans. This turns your documentation into a central knowledge management hub for everyone involved.

Step 6: Publish, maintain, and revisit

Once content is reviewed, mark sections as final and update the document status using custom fields. Add a changelog or version table to keep track of updates over time.

Set reminders to revisit this documentation on a regular schedule, such as after every product release or quarterly audit. With this workflow, you’re not just creating a one-time doc, but a living resource that evolves with your software product.

Asana documentation features

Features in Asana are built-in tools that help you customize and manage your workflow. When used in conjunction with this technical documentation template, features such as task assignments, custom fields, and timelines make it easier to track content, gather input, and keep everything up to date.

We’ve highlighted a few of our favorite features below, but you can explore the complete list of Asana features here to customize your documentation setup even further.

Tasks and subtasks: Break technical documentation into clear, assignable components to track ownership from outline to publication.

Custom fields: Add status tags, version numbers, target audience, or documentation type to filter and sort content easily.

Timeline view: Visualize doc progress and plan around release cycles or engineering sprints.

Comments and attachments: Collect feedback, tag team members, and attach screenshots or diagrams in one place.

Asana AI: Automates routine tasks like organizing content, suggesting next steps, or highlighting documentation gaps based on your project activity.

Forms: Collect input from engineers, support, or product teams to shape FAQs and troubleshooting guides.

Recommended integrations

Integrations connect Asana with the tools your team already uses. You can attach files, sync calendars, and automate updates without needing to switch platforms. They help turn this template into a complete, connected documentation workflow.

We’ve selected a few go-to integrations below to help you get started. You can browse the full Asana integrations hub to discover even more ways to connect your work.

Google Drive: Attach product specs, flowcharts, or diagrams directly to relevant doc sections.

Slack: Keep your team updated on documentation tasks, reviews, and updates in real time.

GitHub or Jira Cloud: Link Asana tasks to relevant issues, pull requests, or features under development.

Microsoft Teams: Collaborate across departments by surfacing documentation work during standups or product reviews.

Dropbox: Centralize image assets, whitepapers, or archived docs alongside your task list.

Frequently asked questions about technical documentation templates