The Best Documentation Tools for Policies, Procedures, SOPs, and User Guides

Documentation chaos is real.

If your company's SOPs live in five different folders, you're not alone. The good news? There are fantastic documentation tools designed to wrangle that chaos into order.

Whether you're managing policies, procedures, or user guides, the right tool can make documentation easier to create, update, and share. 👇We’ve rounded up some of the top options that we see, each with its own strengths, quirks, and ideal use cases.

🧾 1. Microsoft SharePoint

Best for: Companies already living in the Microsoft ecosystem

Pros:

• Integrates seamlessly with Word, Teams, and OneDrive

• Excellent permission and version control

• Great for SOP libraries and policy hubs

Cons:

• Setup can be complex without IT support

• Search features can be hit or miss (depending on configuration)

• Not the easiest for external collaboration

Technical Writer's Take: SharePoint is like the dependable family minivan, yes, I still miss our living room on wheels. It's not flashy, but it gets everyone (and their files) where they need to go.

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🗂️ 2. Confluence (Atlassian)

Best for: Tech teams and cross-functional documentation

Pros:

• Real-time collaboration and integrations with Jira, Slack, and Trello

• Great for agile development environments

• Robust template library

Cons:

• Can feel too “techie” for non-developer teams

• Limited formatting flexibility compared to Word or Docs

Technical Writer's Take: Confluence is the go-to for companies living in Agile-land. It's sleek, collaborative, and logical—just don't expect a lot of personality in the fonts.

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💻 3. Google Workspace (Docs, Sites, Drive)

Best for:  Growing teams needing easy collaboration and version control

Pros:

• Simple, intuitive, and perfect for multi-user editing

• Built-in sharing and commenting tools

• Great cloud storage and accessibility

Cons:

• Lacks advanced structure for large documentation libraries

• Formatting consistency can be tricky

  
  

Technical Writer’s Take: Google Workspace is like that flexible friend who’s always available and works with everyone, but maybe isn’t the best for long-term archival.

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📘 4. MadCap Flare

Best for:  Technical writers producing multi-output content (PDF, HTML, Help systems)

Pros:

• Industry standard for professional tech writing

• Supports content reuse and single-sourcing

• Excellent output control (web, PDF, CHM, etc.)

Cons:

• Steeper learning curve

• Overkill for teams that don’t need structured authoring

  
  

Technical Writer’s Take: Flare is a powerhouse. If you’ve got professional writers on board, it’s gold. If not, it might feel like trying to drive a race car in a school zone.

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📚 5. Notion

Best for: Startups and teams that like visual organization

Pros:

• Beautiful, flexible interface

• Easy to link, embed, and tag content

• Great for light SOPs, internal wikis, and quick guides

Cons:

• Limited export and version control features

• Formatting can get inconsistent in large docs

  
  

Technical Writer’s Take: Notion is the cool kid of documentation tools; fun, modern, and adaptable. Just make sure your structure stays well-structured.

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🧠 6. ClickUp or Monday.com

Best for: Teams blending project management and documentation

Pros:

• Combines tasks, docs, and workflows

• Easy automation and visibility into progress

• Great for policy tracking and approvals

Cons:

• Not purpose-built for detailed technical documentation

• Formatting and version control aren’t as strong as dedicated doc tools

Technical Writer’s Take: ClickUp is like a Swiss Army knife. It can do everything, but you’ll need to decide which tool to flip out first.

The Right Tool Depends on Your End Goal

If you’re producing regulatory documentation (medical devices, clinical SOPs, etc.), structure and version control are king—tools like MadCap Flare or SharePoint shine.

For training development or internal knowledge bases, lighter collaboration-first tools like Notion or Confluence often make more sense.

And if you're unsure which system fits your organization best—well, that’s where Writer Resource can help. We've supported clients across industries with tool selection, documentation design, and content migration strategies.

Need help organizing your documentation?

Your documentation tools shape your company's knowledge—so choose a system that scales with your needs, your users, and your writers. The perfect solution might not exist, but the right combination definitely does.