Key Points for Creating Easy-to-Understand Operation Manuals

1. What is an Operating Manual?

Before we explain how to create easy-to-understand operation manuals, let's first confirm the purpose of creating operation manuals. By recognizing the purpose of creating operation manuals, you can be more clearly aware of what it means to be "easy to understand."

An operation manual is literally a document for confirming how to operate a system or machine. Due to its nature as a manual, many operation manuals are created for beginners. In other words, it is important that operation manuals are easy for beginners to understand and that they can perform the correct operations after reading.

Therefore, the creators of the operation manual need to be aware of the following points.

• - The instructions are easy to understand for beginners, allowing for correct operation after reading.
• ・After operating systems or machines, you can determine whether the operation was correct or not.
• ・You can quickly reach the relevant page when you are in trouble

There are other points that the creators of operation manuals should be aware of, but for now, keeping these three points in mind should be sufficient.

Among the manuals available in the world, there are those that simply include all the operational procedures. Thick manuals tend to decrease the reader's motivation, resulting in them being rarely read.
In addition, for systems or machines that can be operated intuitively, there are cases where the operation manuals are not read even if they are created.
Such cases of unread operation manuals can lead to operational mistakes and unintended accidents, which is very dangerous.

The creator of the operation manual should keep the three points mentioned earlier in mind and create a manual that encourages readers to complete it.

5 Key Points for a Good Manual

"Good Manuals" are created by
introducing 5 key points clearly using the
'Sa Shi Su Se So' method.

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2. What are the key points in creating easy-to-understand operation manuals?

In this chapter, we will introduce key points for creating an easy-to-understand operation manual, based on the previous chapter.

This time, we will create an operation manual assuming the case of "Opening Yahoo! HP from Google Search." Now, let me introduce the key points for creation.

1. Provide comprehensive operation instructions

The first point is to comprehensively describe the operating instructions.
Since it is an operation manual, it is better to include detailed information about the operations.
However, an overly verbose operation manual can become difficult to understand.

Therefore, in addition to the operation details, including the work order, timing, operator, and conditions will make it clearer.
In this case, documenting it as follows will result in a more understandable operation manual.

Premise: The Google homepage is displayed on the PC screen

• 1. PC Operator: Type "yahoo" in the Google search bar and press the Enter key
• ② Search results are displayed
• ③PC Operator: Click on "Yahoo! JAPAN" at the top of the search results
• ④Display Yahoo! Homepage

2. Note any questions or points of caution

The second point is to document any questions or concerns.
As you become somewhat accustomed to the operation, questions and curiosity may arise during the process.

In this case, it is about whether to select "Yahoo!" in the Google input history, for example. By stating in advance that "It is fine to select from the input history," the manual will become more user-friendly.

It is also recommended to include precautions and prohibited actions at the same time.
Depending on the system or machinery, incorrect operations may lead to accidents or damage.
Therefore, while the operating procedures are naturally important, it is safer to also list prohibited actions.

That said, it would be endless to list every question and point of caution, so it is better to strike a balance with readability.

3. Use of Visual Elements

The third point is to use visual elements.
In other words, let's include not only text but also diagrams, images, and videos in the operation manual.

Seeing is believing.
By combining text and images, we can create a more user-friendly operation manual for beginners.

4. Describe the results of the operation

The fourth point is to document the results of the operations.
Beginners may feel uncertain about whether the results of their actions were correct.
Therefore, let's document the operation steps along with the results.

In this case, let's describe it in combinations as follows.
Action: ①Type "yahoo" in the Google search bar and press the Enter key.
Result: ②The search results will be displayed.

5. Describe the purpose of the operation

The fifth point is to describe the purpose of the operation.
By describing the purpose of the operation, it leads to an understanding of the overall picture.
Understanding the overall picture contributes to the efficiency of the work and understanding the importance of the task.

If the table of contents is organized by purpose, the searchability will significantly improve.
By instantly linking the operations you want to perform with the pages, your work will proceed smoothly.

By formatting the five points, you can create an easy-to-understand operation manual. The manual is not finished once it is created.
When adding tasks or making revisions, it is also necessary to update the operation manual.
Therefore, if you create a format in advance, the efficiency of updates will significantly improve.

5 Key Points for a Good Manual

"Good Manuals" are created by
introducing 5 key points clearly using the
'Sa Shi Su Se So' method.

Download here

3. Utilizing tools and templates is convenient for manual creation

Finally, we will introduce the benefits of using commercially available manual creation tools and their accompanying templates when creating operation manuals. We will also introduce our manual creation outsourcing services.

First, let me introduce the benefits of tools and templates.

Benefit 1: The layout and design are predetermined

Creating layouts and designs for manuals is a time-consuming task.
In this regard, the tools come with pre-prepared templates for layouts and designs.
Therefore, you can focus on enriching the content of the manual itself.

Benefit 2: Inserting images and videos is also easy

One of the features of the tools and templates is that it is easy to arrange videos and images.
It can be difficult to place images and videos in Word or Excel files, but with the tools, you don't have to worry about that. With features like capture, arranging videos and images is a breeze.

Benefit ③: Multi-device support

The ability to support various devices is also an advantage of the tools and templates.
When files are created in Word or Excel, issues can arise where they cannot be viewed on certain devices. However, with tools that support multiple devices, there is no problem. Manuals can be viewed from smartphones and PCs, allowing for improved operational efficiency.

4. Benefits of Manual Creation Outsourcing

Next, we will introduce outsourcing for manual creation.
If you were asked, "What is the most challenging part of manual creation?"
How would you respond?
There may be various answers such as "writing the text," "document management," and "creating content like videos," but the most significant challenge is likely "organizing the content," isn't it?

Operation manuals cannot fulfill their role properly if there are omissions or errors in the instructions. Therefore, they need to be created carefully.
That said, it is honestly difficult to create accurate manuals while performing regular business operations.
This is why we recommend outsourcing manual creation.

By entrusting the creation of manuals to professionals, you can enjoy the following benefits.

Benefit 1: Manual creation by expert consultants

Specialized consultants conduct research for manual creation and handle the entire manual development process.
Experienced consultants create manuals that are well-versed in key points.
Even if there are no existing materials, we will conduct interviews to create them.
Additionally, specialized consultants are also involved in manual improvement. They propose suggestions for improving the current manuals as they pursue the ideal form of the manuals.

Benefit 2: Compatible with the Latest Technology

It is now possible to create manuals using the latest technology.
We support not only general tools like Word and PowerPoint but also manual creation using the latest technologies such as GitHub, WordPress (CMS), wikiworks, and Confluence.

Benefit ③: Creation of Video Content

We handle everything from planning video content to shooting and content creation.
As represented by YouTube, we are in an era with a high affinity for video.
Many people may want to use videos for manual creation.
However, creating videos can feel complicated at the same time.
This is highly recommended for such cases.

Benefit ④: Multilingual Support

Specialized services that support multiple languages provide translation and localization.
Since translation consultants handle the process, localization is smooth even when there are industry-specific terms.

Benefit ⑤: Document Management and Operations

We will manage and operate the created manuals.
Some of the created manuals may have issues such as poor readability or lack of consistency in expression. Additionally, there are cases where revisions and updates take a considerable amount of time. We provide services for document management and updates to address such issues.

How to Create Manuals by Learning from Other Companies' Examples

We introduce case studies from 11 companies in manual creation. Please make use of them.

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5. Summary

How was it?
This time, we introduced points for creating easy-to-understand manuals.
It may be repetitive, but considering the trends in society, the importance of operation manuals will undoubtedly increase.
We hope you can refer to this article and create easy-to-understand operation manuals.

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