Training vs. Documentation: What’s the Difference and Why You Might Need Both

kimgullion
Oct 20
3 min read

Training and Documentation solve problems, maximize productivity and reduce company errors.

In a tight market, many teams aren’t growing, they’re tightening up and spending smarter. One of the biggest challenges is making sure the people you have or contract can work efficiently and confidently.

That’s where training and documentation come in. They may work hand in hand, but they solve different problems. Understanding the difference can help you maximize productivity, reduce errors, and keep your team aligned.

Documentation by Writer Resource writers create standard operating procedures, work instructions, job aids and technical manuals.

Documentation: Your Source of Truth

Documentation is the permanent record of how things are done. It’s your standard operating procedures (SOPs), work instructions, job aids, technical manuals, and reference guides.

Think of documentation as the library your employees can turn to whenever they need a clear, accurate answer.

✨ Common Types of Documentation

Standard Operating Procedures (SOPs)
Step-by-step work instructions
Technical manuals and product guides
Knowledge base articles and internal wikis
Process maps and workflows

🧰 Common Documentation Tools

SharePoint, Confluence, or Notion (for knowledge bases)
MadCap Flare or Adobe FrameMaker (for technical documentation)
Microsoft Word / Google Docs (for simple SOPs)
Visio, Lucidchart, or Miro (for process flows)

✅ When Documentation Works Best

When employees need consistent reference material
For compliance and regulatory requirements
When processes are stable and repeatable
For supporting long-term knowledge retention

Example: A manufacturing company documents every step of its production line. New hires can review the SOPs at any time, ensuring consistent quality without relying solely on internal knowledge.

Training: Turning Knowledge into Action

Writer Resource created training such as instructor-led-training, eLearning, workshops, simulations, video tutorials and microlearning content.

While documentation explains what to do, training shows employees how to do it in a structured, interactive way.

Training is experiential and engaging. It’s ideal when you need to transfer skills, not just information.

✨ Common Types of Training

Instructor-led training (in-person or virtual)
eLearning modules and interactive courses
Hands-on workshops and simulations
Video tutorials and microlearning content
Job shadowing and live demos

🧰 Common Training Tools

Articulate Storyline & Rise 360 (interactive courses)
Adobe Captivate or Camtasia (video + simulations)
Learning Management Systems (LMS) like Cornerstone, Docebo, or Moodle
Zoom or MS Teams (for virtual live training)

✅ When Training Works Best

For new employee onboarding
When rolling out new tools, systems, or processes
When employees need to practice skills, not just read about them
For certification and compliance training

Example: Instead of just reading an SOP about a software platform, employees complete an interactive course with simulations and a knowledge check. They experience the workflow in a safe, structured way.

Training vs. Documentation: A Quick Comparison

Most companies need training and documentation.

Feature	Documentation 📝	Training 🧑‍🏫
Purpose	Inform & reference	Teach & practice
Format	Text, visuals, reference guides	Courses, videos, live sessions
Timing	Access anytime	Scheduled or self-paced modules
Engagement	Passive	Interactive
Ideal Use Case	Compliance, reference, SOPs	Skills transfer, onboarding, change management

Companies need both training and documentation for things like launching an ERP system.

Why You Probably Need Both

Many companies try to rely on just one—but the most effective knowledge strategies combine both:

📖 Documentation provides the stable foundation.
🧠 Training brings it to life.

For example:

You launch a new ERP system.
Your team builds training modules to teach employees how to navigate the system.
Then you provide documentation so they can reference steps afterward.
The result? Faster adoption, fewer support tickets, and a more confident team.

Pro Tip: Start with Documentation, Then Layer on Training

If you’re not sure where to start:

Audit your existing documentation. Identify gaps or outdated content.
Create or update SOPs to serve as your knowledge base.
Develop targeted training on the most critical workflows.
Integrate both through your LMS or intranet for easy access.

This approach ensures your employees learn the right way once and can reference it anytime afterward.

How Writer Resource Can Help

At Writer Resource, we partner with organizations to:

Develop clear, compliant SOPs and technical documentation
Build engaging eLearning and training content that sticks
Align training and documentation strategies to support growth and compliance

Whether you need a single course, a full documentation overhaul, or a blended learning program, we’ll help your team learn smarter — not harder.

👉 Let’s build your training and documentation strategy together. Contact us to get started.