A documentation manager is the leader of the documentation team at a company.
Documentation managers oversee the quality management systems of the company’s technical documents to ensure a cohesive voice representing the company and its message. As a documentation manager, you would be responsible for creating, maintaining, and releasing company documents and filing and storage.
In addition to working on document management plans and ensuring compliance, a document manager is in charge of creating templates, drafting style guides, making training materials, managing technical writers, and ensuring that departmental operating procedures are documented.
If the documentation manager is working in SaaS, for example, they are also in charge of updating the documentation in online help centers. They also authorize documents with final approval, speak at conferences, and create company style guides or dictionaries.
A document manager can also train new hires and existing technical writers about new programs, policies, and procedures. A documentation manager might even work with servers to manage document storage and access approval.
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What Does a Documentation Manager Do?
Documentation Manager Role
In a document manager role, you will see that a documentation manager makes user guides, technical specs, and release notes. They also utilize document management software to streamline these processes.
If you look at a documentation manager’s resume, you might notice the documentation manager takes responsibility for technical papers and their maintenance in general. Prior experience as a document control specialist provides valuable insight into the skills and capabilities required for managing document management teams and systems effectively.
Document managers make sure that:
- Each technical writer follows the same tone of voice.
- Each document follows the style guide and template.
- Each document is published on time.
- Due process is followed during document archiving and new ones get uploaded.
- Assignment workflows are efficient and productive.
- Documents maintain the proper structure.
- Online records link to the correct locations.
- Updating document management plans to reflect critical business information.
- Experience working on large documentation projects or a document management plan, including managing the document lifecycle.
They also ensure proper version control of electronic systems to track document changes and updates.
When companies need hard copies of organizational documents, document managers oversee their filing as well. For example, in a legal firm, document managers maintain legal documents and evidence to keep its security and safety.
In a doctor’s office or medical records setting such as insurance, the document manager manages medical records and their filing as well. In short, document managers keep documents in line with the industry, company, national and industrial regulations and legal standards.
Documentation Manager Education Requirements
A college degree in a relevant discipline proves highly useful if you want to become a documentation manager.
Most documentation managers have a Bachelor’s degree in business, English, or communication and previous experience as a senior technical writer.
With experience as a senior technical writer working on all kinds of documents, documentation managers better understand the intricacies of documentation, written communication skills, and compliance. In such a specialized industry as hazardous chemicals, documentation management requires a solid understanding of all safety related documentation, and compliance issues.
Familiarity with content management systems is also crucial for efficiently organizing digital tools and maintaining documentation.
If you want to become a document manager, you should familiarize yourself with standard publishing tools for industry-specific documents and have accumulated sufficient knowledge across different domains, such as data governance, cost control, safety practices, and other business workflows.
In today’s market, knowing at least one coding language is also helpful for online documents.
Document Manager Responsibilities and Document Manager Skills
On top of having a background as a technical writer, other valuable skills can help you succeed among documentation managers.
- Experience working on large documentation projects or a document management plan, including managing the document lifecycle.
- Knowledge of technical documentation rules and best practices.
- Knowledge of documentation styles like the American Psychological Association (APA), Modern Language Association (MLA), and Chicago Manual of Style (CMS).
- Knowledge of project management or work as a project management coordinator.
- Experience as a manager or team leader.
- Experience in document disaster recovery strategies.
- Understanding documentation structure and document control.
- Experience working with many content management systems.
- Experience creating style guides and templates for document control.
- Experience working with servers and document management systems.
- Experience with electronic document management systems (EDMS). These systems are essential as companies transition to paperless operations and streamline document storage, updating, and sharing.
- Knowledge of at least one coding language.
- Experience working with different departments, such as technical writers, product managers, developers, and customer service.
- Excellent research skills in verifying and reviewing documents.
- Excellent data entry and detail-oriented abilities.
- Experience working on online educational materials.
- It is important to manage metadata to ensure accurate and efficient document retrieval and organization.
How to Become a Document Manager
To become a document manager, you need to have a Bachelor’s degree and previous experience as a technical writer.
Understanding document control procedures is crucial for ensuring the accuracy and security of documents within an organization.
It is beneficial to have a background in leadership or some experience training others as well as the ability to ensure compliance through document management skills and experience.
Documentation managers are well-rounded professionals responsible for all kinds of tasks, usually with a background as a senior technical writer.
If you keep up-to-date on the latest in document creation and management trends, you are already in step with becoming a documentation manager.
You might also attend networking events to meet others in the field and create a solid portfolio to showcase your skills. Include samples from different jobs and employers to display your abilities.
Then, you can use social media outlets to set a job alert for exciting opportunities in your area. If you take these steps, you will be on the path to becoming a documentation manager.
Is Documentation Management the Right Career for You?
A documentation manager is the core of the team members for a company’s technical documentation. Their role requires expertise in technical writing, communication, and leadership.
Regulatory compliance is also a crucial aspect of the documentation manager’s role, ensuring that all documents meet industry standards and legal requirements.
A documentation manager handles the release and management of a company’s technical communications. They ensure documents are free from error, in line with brand voices, and valuable to their target consumers.
With the rise in demand for technical knowledge related to communication, document manager jobs are openly available. Documentation managers can also move into related job titles such as project managers, training managers, or online education course creators.
Documentation Manager Salary
The salary for document managers depends on several factors such as Industry Location Experience Qualifications. The average hourly rate for a document manager roles is approximately $40 per hour or $83,310 per year. The highest salary for a documentation specialist is approximately $135,000 a year, ranging to $51,000 a year at lesser-paying companies. Experience working with servers and document management systems.
Conclusion
Document managers act as an authority on an industry’s technical documentation and information communication to customers in software, business, and law.
A documentation manager has significant responsibilities, working with tight deadlines, managing teams of writers, using document management procedures, ensuring compliance, and authorizing final publication and storage.
FAQs
Here are the most frequently asked questions about working as a documentation manager:
What does a documentation manager do?
A documentation manager leads the documentation team, overseeing the creation, maintenance, and release of technical documents. They ensure consistency in tone, style, and accuracy across all documents and manage document storage, compliance, and archiving. They also collaborate with teams to manage large documentation projects and oversee document management systems.
What qualifications do I need to become a documentation manager?
To become a documentation manager, a Bachelor’s degree in a relevant field such as business, English, or communication is typically required. Previous experience as a senior technical writer is also valuable, along with familiarity with content management systems, knowledge of document control, and compliance procedures.
What skills are essential for a documentation manager?
A documentation manager needs strong leadership skills, expertise in document management, and experience with style guides, document templates, and content management systems. Additional skills include project management, understanding technical documentation best practices, and knowledge of document disaster recovery strategies.
How do documentation managers ensure compliance in document management?
Documentation managers ensure compliance by establishing document control procedures that align with industry regulations and legal standards. They manage the version control of documents, maintain secure filing systems, and regularly update documents to reflect critical business and regulatory information.
If you are new to technical writing and are looking to break-in, we recommend taking our Technical Writing Certification Course, where you will learn the fundamentals of being a technical writer, how to dominate technical writer interviews, and how to stand out as a technical writing candidate.
