[Introduction to Manual Creation] Escape from "Can't Find What You Want"! Tips for Creating a Table of Contents to Enhance Manual Searchability

1. The Impact of the 'Table of Contents' on the Searchability of Manuals

Does the manual you are creating have a table of contents?

Many people have revised the main text multiple times, but surprisingly, there are quite a few who have never deeply considered the table of contents or do not understand its necessity in the first place.

The table of contents plays an important role in helping readers quickly find the information they want to know.
This is because the table of contents indicates "where in this manual everything is written," serving as a sort of "guide to the manual," allowing readers to reach the information they seek.

Manuals created by those who understand how to create a table of contents and those who do not will show a significant difference in "searchability," meaning how quickly one can reach the desired information.

Additionally, when to consider the table of contents for the manual is also important.
Some people think carefully about it before writing the content of the manual, while others may consider it after writing the content. Especially when creating internal business manuals, it seems that many people extract the table of contents after writing the content and then finalize it without particularly reviewing it.

However, if you create the table of contents after writing the content of the manual, it will lack consistency, making it difficult to find the necessary information. It is recommended to think about and create the table of contents before writing the content of the manual.

So, what kind of table of contents can enhance the searchability of a manual? I will introduce this using a subpar table of contents and its proposed revisions.

3. 5 Steps to Create a Good Table of Contents

Now, let me introduce the steps to create a good table of contents.
By working on the table of contents in the order of Step 1 to Step 5, you should be able to create a good table of contents that makes it easy for readers to find information.

Step 1: Identify the information to convey

Let's list all the items that should be explained to the manual's readers without missing anything.
Don't forget to identify the preparatory work before starting operations and the prior information users need to use the product.

Step 2: Organize and classify information

Let's organize and categorize the information we have gathered from the reader's perspective.
In the case of product manuals, it may be divided by specifications, but that is not always the best approach. We should carefully consider "What do users want to do with the product?" and "How do users search for information?" and categorize accordingly.

Step 3: Organize the information and arrange it clearly

Let's organize and arrange the information in a way that is easy for the reader to understand.
Basically, it is structured in "chapters, sections, and items." When arranging information, following the principles below will result in a clearer order.

• From overview information to detailed information
• From general information to specific information

Step 4: Add a Heading

Use expressions from the reader's perspective and create headings that allow the content to be inferred.
By imagining the reader's actions and using verbs like "to do," the content can be intuitively understood, making it easier to find the necessary information.
For example, when explaining the steps for heating using a machine, a heading like "Heating" is not as effective as "To Heat." This is because "Heating" alone does not clarify whether it is explaining the mechanism of heating or the method of heating.

Step 5: Review the Entire Document

Let's review the entire process from the perspectives of Steps 1 to 4.

• Are there any missing items?
• Are the chapters and headings created from the reader's perspective?
• Is there consistency in the headings?
• Is the order of information clear to the reader?
• Is the structure such that important information is not overlooked?

Once you have confirmed that there are no issues with these, the creation of the table of contents is complete. Based on this table of contents, let's create the content of the manual.

We, the manual professionals, consider the table of contents before writing the content of the manual, as shown in the steps above. By starting with the creation of the table of contents, we can achieve the following effects.

• Gain an overview of the manual at an early stage
• Adjust the granularity and volume of the information included in the manual while keeping an overall perspective
• Distribute the task of writing content based on the table of contents

Everyone, please try to create a table of contents by following the five steps before writing the content of the manual. This should help you create a better table of contents and ultimately a more searchable manual.

4. Summary

This time, we focused on the table of contents of the manual, introducing its importance and the steps for creating it. How was it? If you felt, "I have never spent time creating a table of contents before," please consider referring to the above when you create your next manual.

"Even so, there is no time to spare" "But since we are creating a manual, we want to ensure it is a manual where information can be found reliably," we recommend consulting with experts for companies that think this way.

Human Science has a proven track record of creating numerous manuals since 1985. We are truly a professional group in the field of business manual creation. We can provide consistent support from organizing current issues to formulating improvement policies and creating customized manuals. If you have any difficulties in creating business manuals, please feel free to consult us.

Feature 1: Extensive Manual Production Experience with Large and Global Companies
Human Science has a track record of producing manuals for 243 companies and 3,148 projects, primarily in the manufacturing and IT industries. We have had renowned companies such as "Docomo Technology Inc.", "Yahoo Inc.", and "Yamaha Corporation" as our clients.

Feature ②: Research and Analysis by Experienced Consultants - Output
The creation of business manuals is handled by our experienced consultants at Human Science. Our skilled consultants will propose clearer business manuals based on their extensive experience and the materials provided. Additionally, manual creation is possible even from the stage where no materials are available. The assigned consultant will conduct interviews and create the manuals.

Feature ③: Not only creating manuals, but also providing support for implementation
Human Science is responsible for the important phase of "implementation" after manual creation. For example, even after the manual is created, we will conduct updates and hold manual creation seminars. By implementing various measures, we approach the goal of ensuring that the manuals are established in the field.

Thank you for reading until the end.
I hope this blog serves as a helpful hint for creating easy-to-read manuals.