Video vs Text Documentation

Both video and text documentation have their place. The right choice depends on what you’re documenting, who’s consuming it, and how it will be used.

When to Use Video

Video Works Well For

Complex explanations:

• Nuanced processes with many variables
• “Why” explanations, not just “how”
• Context-heavy instructions

Visual demonstrations:

• Software walkthroughs
• Design feedback
• Physical processes

Personal communication:

• Onboarding welcomes
• Feedback delivery
• Announcements with nuance

Quick, one-time explanations:

• Answering a specific question
• Explaining a decision
• Walking through an issue

Video Limitations

• Harder to search
• Can’t skim easily
• Difficult to update (re-record)
• Takes longer to consume
• Requires audio capability

Recommended Video Tools

• Loom — Quick async video with sharing
• CleanShot — Video capture with annotation

When to Use Text

Text Works Well For

Reference documentation:

• SOPs and procedures
• Troubleshooting guides
• Policy documentation

Step-by-step instructions:

• How-to guides
• Checklists
• Setup processes

Frequently updated content:

• Rapidly changing information
• Living documents
• Collaborative content

Searchable knowledge:

• FAQ content
• Technical references
• Anything people search for

Text Limitations

• Can miss nuance
• Harder to show complex visuals
• Can feel impersonal
• Requires writing skill

Recommended Text Tools

• Scribe — Auto-generated step-by-step guides
• Tango — Similar auto-documentation
• Notion — Documentation and wiki

Decision Framework

Ask These Questions

1. Will people need to search for this?

• Yes → Text (searchable)
• No → Either works

2. Does this change frequently?

• Yes → Text (easy to update)
• No → Either works

3. Is context/nuance important?

• Yes → Video (tone, explanation)
• No → Text (efficient)

4. Is this a reference or one-time explanation?

• Reference → Text
• One-time → Video often faster

5. Does the audience prefer video or text?

• Preference matters — know your audience

Quick Reference

Hybrid Approach

Combine Formats

Often the best approach uses both:

• Text as primary with embedded short videos
• Video overview with text reference below
• Auto-generated guide (Scribe) supplemented by Loom explanation

Example Hybrid Doc

# How to Process Refunds

## Quick Overview (Video)
[2-minute Loom explaining when and why to use this process]

## Step-by-Step Guide
[Scribe-generated steps with screenshots]

## Edge Cases
[Text documentation for unusual situations]

Creating Efficiently

Fast Video Creation

1. No script — just hit record
2. Keep under 3 minutes
3. Accept imperfection
4. Use Loom for instant sharing

Fast Text Creation

1. Use Scribe or Tango for auto-generation
2. Record yourself doing the process
3. Edit/clean up the generated guide
4. Add context where needed

Related Pages

• Loom vs Scribe
• Scribe vs Tango
• Documentation tools for support teams