Your documentation platform might be the reason behind your growing user frustration and your team's productivity slump and you probably don’t realize it.
Documentation platforms are SaaS tools that help businesses create and publish documentation for their technical products. They simplify the process by offering boilerplate solutions like templates, themes, and ready-made components, making it easy to launch a fully functional documentation site quickly.
These platforms range from no-code solutions like Document360 and KnowledgeOwl, to low-code or code-first tools such as Docusaurus, GitBook, Astro Starlight, and Mintlify.
In this article, we’ll focus on the low-code/code-first category which are often referred to as Static Site Generators (SSGs).
SSGs are widely used for developer-facing documentation. Their primary function is to generate static HTML pages from source files like Markdown. However, they’ve gained popularity among technical writers because they integrate smoothly with developer tools and workflows making them ideal for documenting technical products.
Most SSGs come with well-structured project templates and support features like Markdown editing, version control, customization, automation, collaboration, and reusable components/utilities.
If your current documentation platform lacks many (or most) of these capabilities, it might be time to consider migrating your documentation.
What is documentation migration
Documentation migration is the process of moving your documentation and its content from one platform to another. There are several reasons why teams choose to migrate their documentation. These reasons can be personal, technical, structural, or financial.
Documentation migration is especially common in growing startups. Early on, when the team is small and requirements are minimal, technical writers may not have a well-defined reason for choosing a particular documentation tool. They often go with whatever works at the time, focusing on speed and quick deployment.
But as the product evolves and documentation needs become more complex, the limitations of the initial platform become harder to ignore. Eventually, migrating to a more flexible and capable platform becomes necessary.
When to consider migrating your documentation
Easy collaboration, simplicity, automation, and continuous integration are essential features to look for when choosing a documentation tool/platform. These capabilities help streamline the documentation process and boost your team’s productivity.
Once you’ve confirmed that the platform's tech stack aligns with your team’s skills and tools, the features mentioned above should be part of your evaluation checklist.
Not sure if it’s time to migrate your documentation? The following signs can help you decide whether switching to a new platform is the right move.
A. Technical difficulties:
Some documentation platforms or SSGs can be challenging to set up, use, or deploy. They might have a unique setup process or offer limited support for certain operating systems, which can hinder collaboration. If technical writers (including external contributors) struggle to test the documentation locally on their machines or if your team frequently encounters bugs and errors, it may be time to consider a more accessible and developer-friendly platform.
B. Skill gap:
The choice of documentation platform should align with your team’s skillset. For example, if your technical writers have limited experience with JavaScript, platforms like Mintlify, GitBook, or MkDocs may be a better fit. On the other hand, if your team is proficient in JavaScript or React, tools like Docusaurus might offer more flexibility and control.
That said, there’s a trade-off to consider. If the more suitable platform lacks essential features compared to your current tool, your team may need to invest time in upskilling rather than switching to a less capable alternative.
C. Financial constraints:
Not all documentation tools are free. Platforms like Mintlify require a paid subscription to access premium features. If your current platform is becoming too expensive, it might be worth exploring more budget-friendly or open-source alternatives without sacrificing key capabilities.
D. Limited collaboration:
A good documentation platform should support effective collaboration, especially for distributed teams. Features like version control help track changes, identify contributors, and roll back errors when needed. If your current tool lacks collaboration features such as Git integration or commenting, it may be limiting your team’s workflow and accountability.
E. User Experience and customization:
User Experience refers to the overall user satisfaction while reading your documentation. A good documentation platform should have a good user experience that ensures your audience are satisfied when using your documentation.
A platform with poor UX can frustrate users and affect their ability to find the information they need. Look for platforms that support: responsive design across devices, clear and readable typography, light/dark mode, Alt text for accessibility, customization options for branding,such as fonts, colors, and layout.
For example, Docusaurus allows customization using React and CSS/TailwindCSS making it easier to align the documentation with your brand identity.
F. Scaling challenges:
As your product or company grows, your documentation might outgrow its current structure or platform, requiring a more scalable documentation platform.
G. Security or compliance requirements:
Regulations or internal policies may necessitate a move to a platform that offers better access control, encryption and on-premise deployment.
H. Integration and automation:
Your docs should be easily integrated with CI/CD pipelines or analytic tools to track everything that's going on with your docs. If your current documentation platform doesn't support it, it's a sign to migrate.
Popular documentation platforms & SSGs
A. Docusaurus:
Docusaurus is an open-source documentation site generator built by Meta, designed for creating optimized, fast, and customizable websites using React. It supports markdown files, versioning, internationalization (i18n), and integrates well with Git-based workflows. Its React architecture allows for deep customization and dynamic components. Docusaurus is ideal for developer-focused documentation with a need for flexibility and branding.
B. Gitbook:
GitBook is a documentation platform that provides a sleek, collaborative interface for technical teams and product documentation. It’s known for its clean UI, WYSIWYG editing, and support for markdown. GitBook supports team collaboration, access control, and integrates with tools like GitHub and Slack. It’s great for teams looking for a balance between ease of use and professionalism.
C. Mintlify:
Mintlify is a modern documentation platform optimized for developer experience and SEO. It offers a clean UI, fast performance, and out-of-the-box support for features like code highlighting, analytics, and built-in search. Mintlify integrates with GitHub and allows teams to write in markdown or MDX. It's best suited for startups and API-first companies looking for polished, developer-friendly docs.
D. Hugo:
Hugo is a fast and flexible static site generator built in Go, known for its speed and large theme ecosystem. It supports markdown, taxonomies, multilingual content, and powerful templating with minimal dependencies. Hugo is highly performant and well-suited for building large-scale documentation sites. It’s ideal for teams seeking speed and customization with minimal runtime requirements.
E. Astro Starlight:
Astro Starlight is a modern documentation theme built on the Astro framework, offering a minimal yet feature-rich experience. It supports markdown and MDX, built-in search, responsive design, dark mode, and performance optimization. With Astro’s component-based architecture, it allows for flexible integration with JavaScript/React/Vue components. It’s perfect for developers looking for a fast, lightweight, and highly customizable doc site.
F. MkDocs:
MkDocs is a static site generator designed specifically for project documentation and written in Python. It’s easy to set up, uses markdown for content, and features a number of themes, including the popular Material for MkDocs. MkDocs integrates well with Python-based workflows and CI/CD tools. It’s a great choice for Python developers and teams looking for simplicity and readability.
Checkout this comprehensive article that compares popular documentation site tools/generators..
Steps to follow when performing a documentation migration
1.Identify and select a documentation platform:
The first step is to choose a documentation platform that aligns with your team’s technical skill level, your company’s budget, and the size or complexity of your project.
Each of these factors should be carefully considered before making a decision. This step is critical to ensuring the long-term success of the documentation and avoiding future migrations.
2.Create an action plan:
An action plan outlines the path your migration will take. It serves as a roadmap defining objectives, tasks, and deliverables, helping the team stay organized and focused.
Some of the items to include in your action plan are the project deadline, number of contributors, and documentation sections. For example, if you're migrating documentation for a developer tool, the action plan should break it down into logical parts like “Getting Started,” “Advanced Concepts,” and “Troubleshooting.” Each section should have a clear timeline for completion.
3.Apply the divide and conquer strategy:
The documentation lead should divide the team into smaller groups, each responsible for a specific section of the documentation. If the team is small (1–3 people), then assign each person a section based on workload and expertise. This approach helps break the project into manageable stages and ensures progress is steady and organized.
4.Check-in frequently on the project's progress:
It’s important for the documentation lead to regularly check in on the migration process. Encourage each sub-group (or individual, if applicable) to report on their progress and raise any blockers they encounter.
This ensures the team stays aligned, and problems can be addressed promptly before they escalate.
Tips for migration
A. Migrate first, finetune later:
Don't get stuck trying to perfect every detail before completing the migration. Move the bulk of your content to the new platform first, then refine structure, formatting, links, and SEO gradually. This helps maintain momentum and avoids unnecessary delays.
B. Understand git perfectly:
Most low-code documentation platforms rely on Git for version control and collaboration. Ensure that everyone involved in the migration has a good grasp of Git basics like branching, committing, merging, and resolving conflicts. This prevents errors and saves hours of rework during migration.
C. Outsource for contributors:
If your internal team is too small or overwhelmed, consider bringing in external contributors like technical writers, open source contributors, or freelancers who are familiar with the platform you’re migrating to. This boosts speed, brings fresh perspectives, and distributes workload more efficiently. Most technical writers are always willing to contribute for free in exchange for experience.
D. Clearly outline the migration goals:
Before migrating, define the objective of the migration. Are you migrating to improve SEO, enhance user experience, simplify collaboration, or reduce costs? When goals are clear, your team stays focused and aligned throughout the migration process.
E. Create a clear communication channel:
Set up a centralized and clear communication channel like Slack, Discord, Notion, or whatever works for your team—to track progress, raise issues, and provide updates. Effective communication reduces misunderstandings and helps the team handle issues quickly.
F. Inform your users:
Let your documentation users know that a migration is underway (or has happened). Provide a brief announcement or changelog, especially if URLs, navigation, or layout have changed. This builds trust and ensures users aren’t caught off guard when things look or behave differently.
Conclusion
Migration can be very demanding, especially when large documentation is involved. However, the process can be made easier by splitting the entire process into smaller chunks, assigning each chunk to teams/writers, and setting realistic milestones. Finally, everyone must be committed to the project's success and there should be consistent communication between everyone involved.
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