szoloth/documentation-manager

Documentation Manager

Overview

Maintain project continuity and knowledge management through structured documentation. Transform scattered research, meeting notes, and insights into organized, actionable documentation that supports team handoffs and decision-making.

Core Capabilities

1. Handoff documentation

Maintain current project state documentation that enables seamless handoffs:

• Synthesize recent work into "what's done" and "what's next"
• Capture critical context (stakeholder decisions, blockers, open questions)
• Structure for quick consumption (2-minute skim target)
• Link to supporting materials (research docs, meeting notes, JIRA tickets)

Use the handoff template in assets/handoff-template.md as starting structure.

2. Research organization

Transform raw research into structured insights:

• Extract key findings from interview transcripts and meeting notes
• Group related insights across multiple sources
• Tag by department, stakeholder, or theme
• Create synthesis documents that connect patterns

Reference references/synthesis-framework.md for systematic synthesis approaches.

3. Progress tracking

Document ongoing work and decisions:

• Update project logs with new milestones and learnings
• Track decision rationale (what was decided, why, by whom)
• Capture blockers and risk factors
• Link outcomes to original assumptions

Use templates in assets/ for consistent formatting.

4. Documentation structure

Maintain consistent organization:

• Apply function-based directory hierarchies
• Use clear naming conventions (ISO dates, descriptive titles)
• Cross-reference related documents
• Archive deprecated materials appropriately

See references/structure-guidelines.md for organizing principles.

When to Use This Skill

Trigger documentation-manager when:

• Finishing a phase of work that requires handoff documentation
• Multiple research documents need synthesis into cohesive insights
• Project status is unclear and stakeholders need current state
• Research is scattered and difficult to navigate
• Creating new documentation that should follow team patterns

Workflow

Creating handoff documentation

1. Gather context: Read recent work (last 1-2 weeks of commits, meeting notes, completed tasks)
2. Synthesize accomplishments: What was delivered? What changed?
3. Identify next steps: What's blocked? What needs decisions?
4. Capture context: What would a new person need to know?
5. Draft using template: Use assets/handoff-template.md structure
6. Link supporting docs: Reference research, tickets, meeting notes

Organizing research insights

1. Scan existing research: Use Grep to find related themes across docs
2. Extract key quotes/findings: Pull specific evidence with file citations
3. Group by pattern: Cluster related insights (by department, pain point, opportunity)
4. Create synthesis: Write structured document connecting patterns
5. Update index: Ensure new doc is discoverable via INDEX.md

Updating project logs

1. Review recent activity: Check commits, closed tickets, completed milestones
2. Document wins: What worked well? What was learned?
3. Capture decisions: What choices were made? What alternatives were considered?
4. Note risks/blockers: What slowed progress? What's uncertain?
5. Update regularly: Weekly cadence keeps context fresh

Resources

references/

• synthesis-framework.md - Systematic approaches for research synthesis
• structure-guidelines.md - Function-based organization principles
• citation-standards.md - How to cite sources properly

assets/

• handoff-template.md - Standard template for project handoff docs
• project-log-template.md - Template for tracking decisions and progress
• synthesis-template.md - Template for research synthesis documents

Output Standards

Documentation produced should:

• Be scannable: Headers, bullets, concise language (2-minute skim target)
• Include citations: All quotes and data must cite sources (file:line)
• Link to evidence: Reference supporting materials (transcripts, tickets, research)
• Separate fact from interpretation: Clearly distinguish verified research from analysis
• Use consistent structure: Follow templates and organizational patterns