Signs You May Need A Different Technical Documentation Publishing System
10 warning signs that it's time to upgrade your system
Is your team wasting time on labor-intensive tasks like reformatting text, manually managing versions, or struggling to collaborate? Are some of your writers spending more time wrangling with the tech stack than writing content? If this sounds familiar, your publishing system is working against you, not for you.
Watch out for these red flags that signal it's time to switch to a more capable documentation publishing solution.
Your Workflow Is A Hot Mess 🔥
Are you watching your team sink hours into repetitive tasks that a modern system should automate — like reformatting text or manually managing document versions? If collaborating feels like herding cats — with team members stepping on each other's toes to get things done — your system is failing you.
You deserve tools that make the process seamless, not a never-ending hassle.

Your Writers ✍️ Are Mucking Around with the Tech Stack ⌨️
Are your writers turning into part-time system admins, trying to make your tech stack work instead of doing what they do best—writing? If wrangling setups or overcoming technical challenges with tools takes up time they could use to create content, your tools are adding friction.
Your system should enable productivity, not create more problems to solve.
Your Content Looks Like a Patchwork Quilt
If your documentation lacks consistency — with different styles, branding, and terminology popping up from document to document — your publishing system isn't enforcing the standards you need. Inconsistent documentation can confuse users and make your team look scattered.
Your system should help you keep everything clean and uniform so your content speaks with one voice.
Scaling Feels Like a Nightmare 👻
You're in trouble if your docs are growing but your system can't keep up. As you add more content, slowdowns, crashes, or inefficiencies are surefire signs that you've outgrown your current setup and cannot scale. If reusing content across multiple products or channels feels like a Herculean task, you've got a scaling problem.
You need a solution that helps you streamline processes and prepare your organization for growth.
Publishing Across Channels is a Juggling Act 🤹♀️
In an omnichannel world, publishing on the web and to PDF, mobile devices, and apps should be effortless. If your team is juggling different tools for different formats or audiences and struggling to keep the content consistent across platforms, your system isn't delivering.
You need a solution that makes omnichannel publishing easy and seamless.
Personalization or Localization is a Pain🧍🏻♀️
If your docs feel one-size-fits-all — or localization is an uphill battle — you're not providing the best experience for your users. Personalization and localization shouldn't be a headache; those capabilities should be baked into your system, helping you deliver relevant, localized content without a fuss.
You need a solution capable of helping you deliver individualized experiences, complete with localization.

Version Control is a Constant Struggle 😩
Tracking document versions and managing changes shouldn't feel like solving a mystery. If your team spends too much time chasing down the correct version or tracking approvals, your system isn't up to snuff. Version control should be second nature, not a struggle.
You need a solution that doesn't force you to integrate with external tools to track versions, manage history, or provide an audit trail.
No Analytics or Feedback Means You're Flying Blind 🧑🏻🦯
If your publishing system doesn't offer analytics or user feedback options, how do you know if your documentation is hitting the mark? Without this data, you're guessing. That's not a good strategy, no matter how you slice it.
You need a solution that provides relevant insights into how users interact with your docs so you can make evidence-informed decisions for improvements.
Your Tools Don't Talk to Each Other 🗣️
A modern publishing system should integrate easily with the other tools your team relies on that provide the capabilities you need to succeed. If your systems are siloed or you're forced to move data between them manually, your workflow will be clunky and inefficient. Integration is critical to keeping everything running smoothly.
You need a solution that makes it straightforward to connect external tools to your stack.
The System is Slow and Unreliable 🐢
Does your system lag or crash when you need it most? If it's slow or requires constant troubleshooting to keep things moving, it's a clear sign that you need an upgrade.
You need a solution that's reliable, fast, and that doesn't need to be constantly babysat.
Does this sound like you? 🔊
If you recognize these symptoms, stop letting your publishing system hold your team back. The right platform will streamline your workflows, allow your writers to focus on content (not tech wrangling), and make collaboration a breeze.
Get help understanding your technical documentation publishing system needs today from our friends at AvenueCX!