I’d say that it depends on your organization’s standard processes, requirements, budget, delivery formats, and time at hand. I’d choose based on those points. The current trend is shifting from the conventional PDFs through videos, tutorials, and interactive help. But, based on my previous stints, here is the list of usually-used tools I’d say useful to you:
- If you rely on instructional videos for your organization, you can use TechSmith Camtasia to create instructional tutorials, provide voice over, run parallel tracks for superimposing two faded screenshots, and provide animation and special effects, too. The other similar tool, which I find was equally easy to learn was Adobe Captivate.
- If you are heavy on video reviews instead of instructional videos, you can look at other movie making videos like Adobe After Effects.
- For those who still use the conventional PDFs, there is a plethora of choice available.
- If you use single-sourcing and are keen on creating content that is reusable, I would suggest tools like Adobe RoboHelp (the latest version is just fantastic because you now can create Apps, too) and Help & Manual (this is perhaps the most underrated tool, believe me).
- If you are following the DITA XML methods of structured writing, I’d suggest use Adobe FrameMaker. You could also use MadCap Flare
- If you plan to create an online, Server-based, CMS-oriented repository of your work, I’d suggest you use Atlassian Confluence. First, there are a lot of plug-in applications that you can add to it. Second, this is a centrally-managed-and-organized tool. So, this means greater control on who is working on what. Another advantage is that you get periodic updates that get pushed into your system automatically. Just that some of my friends tell me that it is a little expensive to implement. But, since I haven’t used it, I wouldn’t choose to comment on it.
But, there is a lot more to deciding on a technical writing tool that just that. You have to decide on what software will you use in order to implement version controlling. Version controlling will help you create and post versions on a Server so that neither your data is lost nor there is more than one technical communicator working on the same thing. A software, such as Bitbucket (previously called Stash), SVN, and VSS can help you do that.
You should look into a bug (a.k.a issues) management tools like the JIRA. This is a complete tool for creating and managing items that need to be worked upon. You can add people to the item-specific conversations; cross-refer to other JIRA items; create sub-tasks; and drill up, down, and through to the other linked JIRA items. I’ve used quite a few organization-specific bug trackers as well.
Besides, you have to look for a software that can help you push data into the version controlling software. I’ve used Git Extensions to push data into Bitbucket, but I’ve found both SVN and VSS to be of equally good quality in their management and response. You can look at Git Hub, too.
For one of my previous stints, we’ve even used Microsoft Word for creating and managing the content. We would later export it to PDFs to circulate the technical documents to our customers. There isn’t one tool that I’d pinpoint as the best of all. But, based on the points I mentioned in the beginning, you can still zero in on what software you require for your organization.
I hope I’ve been able to answer your question.
Oh, and I published this answer on Quora with a disclaimer because I thought it would be nice for me to come clean.