Effective management methods for operating manuals

1. Unable to operate internal manuals! What is the solution?

In this chapter, we will introduce effective methods for operating internal manuals, which are the main topic. If you feel that your internal manual is not being operated, please read this chapter and we hope it will be helpful in resolving the issue.

・Effective ways to use internal manuals
The key point is to regularly update them. This is because if the content becomes outdated, the manual will no longer serve its purpose.

How do you perceive manuals? There may be various ways of thinking about them, but it is certain that they are a "lifesaver" when you are in trouble.
For example, tasks or work that are only done once a year are easy to forget. Do you have any tasks that you always make mistakes on? In such cases, manuals should be a reliable resource.

"How do I do the following steps? I don't understand, so let's try doing it while looking at the manual."
As a last resort, the manual is available for reference.

However, what will happen if the manual is not helpful? For example, if the content is not updated and there is a gap between the phenomenon occurring in front of you and the manual. This can lead to difficulties in performing tasks and can be troublesome. It can even lead to accidents or significant losses in the worst case scenario.

If it is found that the manual cannot be used, many people will direct negative emotions such as disappointment and frustration towards the manual. If this phenomenon continues, the manual will lose credibility and will not be utilized.

In business, manuals must be a reliable presence. Therefore, it is important to update manuals regularly and always keep them up-to-date.

・Benefits of Maintaining Manuals
So far, we have introduced effective ways to use internal manuals. Among those who have read this far, have you ever thought like this?
"I know I have to constantly update and check the manual, but it's hard to get motivated..."

Here, once again, we would like to introduce the benefits of maintaining manuals. We hope that you will recognize the benefits once again and take action accordingly.

Benefits of Maintaining Manuals ①: Efficient Business Operations

By organizing the content of the manual, you can standardize your business operations. Standardization of operations leads to stable quality for everyone. In other words, it is possible to reduce the potential for small mistakes and troubles that may occur in business.

"I want to do that job, but I have to fix this mistake first..."
Everyone has had this kind of experience. If standardization of work is promoted, such unnecessary mistakes will disappear and work will be more efficient.

Benefits of Maintaining Manuals #2: Reducing Education Costs

By organizing the content of the manual, it is possible to reduce costs for becoming an immediate force. If the content of the manual is well organized, it is possible to bring new employees closer to being an immediate force simply by following the manual and providing education. Of course, relying solely on the manual will not lead to successful new employee training.

However, having a manual means that the education personnel no longer need to provide guidance on a one-on-one basis. In other words, it reduces education costs. Additionally, if the manual is well-maintained, it can also be useful for understanding the overall business and for future review, resulting in a reduction of hidden education costs.

- Risks of not maintaining manuals
We have introduced the benefits of maintaining manuals, but now we would like to introduce the risks of not maintaining them. By understanding these risks, we hope you will recognize the importance of maintaining manuals.

There are many risks associated with not maintaining manuals, but one of the most common is the inefficient progress of work. This is because without a unified way of proceeding with tasks, time is taken for checks and notifications.

For example, let's say that the font for the document that has been decided to be created is suitable for Meiryo. However, if the manual is not updated, this fact will not be known. So, what will happen?
A will create the document in Gothic font, and B will create it in MSP Gothic font. In this case, the checker will have to point out each time and the need to inform everyone will arise.

This can result in unnecessary work if the manual is not updated.

2. What are the key points for achieving standardized manual management?

In the previous chapter, we introduced effective ways to use internal manuals. In this chapter, we will pick up and introduce three methods for managing manuals in order to achieve business standardization.

Manual Management Method ①: Quantification of Manual Utilization Status

The first point is to quantify the utilization status of the manual.
For example, by quantifying the utilization status such as the number of views of the manual page, issues with the manual can be identified.
Of course, simply quantifying is not enough to identify the issues. It will be necessary to interview the stakeholders to extract the issues, but quantification can help find a starting point for that.

For example, let's say there is a page that is used more frequently in a specific department than in other departments. Based on this starting point, we will conduct interviews with the responsible person.
"Does the fact that it is frequently viewed mean that this manual is difficult to understand?"
"Do you perform the tasks on the frequently viewed page more often in this department? Would it be better to provide more detailed information?"
By conducting interviews with relevant parties in this way, we can identify issues.
By combining quantitative and qualitative data, we can solve these issues and move closer to creating a better manual.

Manual Management Method ②: Create a System for Utilizing Manuals

The second point is to create a system that utilizes manuals. This is because simply telling people to use manuals is not enough to make it stick. Changing people's behavior and thinking is not an easy task.

Therefore, let's make it a rule to consult the manual. For example, in education, we will always use the manual. By having new employees and education staff read the manual together, we will systematize the process of always checking the manual.

Manual Management Method ③: Visualizing Knowledge and Skill Acquisition Status

The third point is to visualize the acquisition status of knowledge and skills. This is because by visualizing, it is possible to truly understand whether knowledge and skills have been acquired. For example, a simple paper test is conducted based on the contents described in the manual. If you have read the manual well, you should be able to answer the questions, so it is possible to understand the level of understanding through the score.

Create numerical data on the utilization of manuals and the flow of manual utilization, and measure the acquisition of knowledge and skills. This will enable better management of manuals that are utilized.

3. With Human Science, we can handle everything from visualizing your business to creating manuals.

How was it?
This time, we introduced a method for effectively using manuals. By using manuals effectively, it is possible to achieve standardization and efficiency in business.

Although we are well aware of the benefits that come from effectively utilizing manuals, we understand that many people may not be able to actually put them into practice. In fact, it may be more accurate to say that even those who want to tackle them are unable to do so due to other commitments.

Outsourcing can be one solution for those who understand the importance of managing manuals but are unable to handle it themselves.

Human Science Co., Ltd. has a proven track record of creating numerous manuals since 1985. We are a group of professionals specializing in creating business manuals. If you have any concerns or difficulties with creating business manuals, please feel free to consult with us.

Features ①: Extensive track record of manual production for large and global companies

Human Science has a track record of creating 215 companies and 2854 business manuals, mainly in the manufacturing and IT industries. We have worked with renowned companies such as Microsoft Japan Co., Ltd., Cygames, Inc., and Mitsubishi Electric Corporation.

Feature 2: Investigation and analysis by experienced consultants ~ Output

The consultant with extensive experience at Human Science will be involved in creating business manuals. Our skilled consultants will propose easy-to-understand manuals based on the abundant experience and materials provided. We can also create manuals from scratch without any existing materials. Our assigned consultant will conduct interviews and create the manual.

Feature 3: Not only manualization, but also support for implementation

Human Science is also responsible for the important phase of "institutionalization" since manual creation. For example, even after manual creation, we will continue to update the manual and hold manual creation seminars. We approach the field by implementing various measures to ensure that the manual becomes established.