Finding templates and tools is important. But before that... the essential first step for your business manual

2. Common Pitfalls When Creating Business Manuals

Here, I have a question for everyone.
If you were told to "create a manual" regarding your current work, what would you start with first?

・Let's search for manual templates on the internet!
・Using templates from manual creation tools seems like an easy way to write beautifully!

If you think this way, there is a high possibility that you will create a "manual that is not used"!
In fact, when creating a manual, many people tend to jump straight to aiming for a polished reading material. Indeed, when you find a beautifully designed template, you want to use it and start writing right away. However, it often takes more time than expected, and the result may be that what you created is said to be "difficult to understand"...
Have you ever experienced something like this?

・I downloaded the manual template, but where should I write what...?
・I tried introducing a manual creation tool, but it doesn't seem suitable for outlining my work...
・I used the template and created a nice manual, and I'm satisfied! Yet, I'm flooded with inquiries saying, "I don't understand..."

Using a manual template can make it look nice, but it can also lead to a confusing manual that simply crams in existing information, getting caught up in the format.
To prevent this situation, the key is the "preparation" before you start writing the manual.
So, what specific preparations should be made?
It involves identifying and organizing the "materials" to be included in the manual. Our company refers to this process as "business organization."
Now, let's introduce how to proceed with business organization.

 

By the way, for those who think they may have created a "manual that is not used," we recommend first understanding the current situation.
Human Science's free "Manual Quick Diagnosis" objectively evaluates the current state of your company's manual and provides improvement tips in a report.

3. Steps 1, 2, and 3 of Business Organization

 

Here, we will explain the specific methods of business organization divided into three steps.
At the stage of business organization, we do not use manual templates yet. We will use a simple table (business organization sheet) to outline the overall picture of the business.
Below is an example format of the business organization sheet.

1. Write out the steps

First, we will list the steps of the business process that we want to document in order. For example, if we take the billing process that occurs at the end of each month as a subject, it would look like the following.

The key is to summarize each step with one action. Avoid cramming too much into a single step, such as saying, 'Do this, do that, and then do this...'

② Write out supplementary notes and precautions

Now, we have been able to write out the steps.
"Alright, I wrote down what I am doing in order! If you follow this, even a newcomer should be able to do it!"
Is that really the case...?
In reality, there is still supplementary information and precautions hidden behind the superficial steps. For example, when you actually try the step of "receiving an invoice," don't you have the following questions?
・What perspective should I check from when I receive it?
・There is a procedure for using the internal system, but what should I input on which screen?

We will add this information to the business organization sheet.

Even things we do or think unconsciously can reveal missing information when viewed from the reader's perspective. Let's imagine the reader's level of knowledge and write down as much information as we can think of.

③ Get feedback from others and incorporate it

So far, we have identified the procedures and supplementary notes and precautions. While you can start creating the manual from this point, if you want to make it more refined and understandable for everyone, please have others review the organized content. It can be quite challenging to view your own work objectively. When others review it, you may gain new insights such as, "I do it this way" or "I think this method is more efficient." It is especially effective to have actual readers review it. For example, in the case of invoice processing, if a newcomer is the primary reader, unexpected questions may arise, such as, "Do invoices arrive in data format or on paper?" or "How do I log into the internal system?" Be sure to gather opinions from various people to refine the content.

4. Will Productivity Increase!? The Surprising Effects of Organizing Work

This task of organizing operations may feel a bit cumbersome for those who want to quickly turn it into a manual, but it is a very important process. This is because it not only serves the role of preparation before creating the manual, but it also provides an opportunity to review the current way of conducting operations.

In fact, many of our clients who have worked on organizing their operations have realized things like, "I had been doing this without thinking, but maybe this task wasn't necessary" and "Isn't this task actually under the jurisdiction of the XX department?" We have received many positive comments such as, "This has provided an opportunity to take a bird's-eye view of our current operations and reassess them" and "The streamlining of our procedures seems likely to lead to increased productivity."

When asked to "create a manual," it is easy to jump to manual templates and manual creation tools in pursuit of a visually appealing document. However, the most important aspect is the comprehensiveness of the information being documented. If the necessary and sufficient information for the reader is organized in the proper order, the subsequent task of "formatting it into a manual" will proceed surprisingly smoothly.

 

Are there any of you who have actually organized your operations and created a manual but still feel uncertain whether this manual truly conveys the information? With the "Manual Quick Diagnosis," you can have the overall quality of your manual evaluated for free. Take the next step forward with objective assessments and professional improvement suggestions. 

5. Summary

How was the method and effect of business organization? Many of you may have thought, "I thought I could write it if I just got the manual template..." or "I thought implementing a manual creation tool would solve it..." Please start with business organization first. That said, it is quite difficult to view your own work, which you are already familiar with, objectively.

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. In addition to supporting business organization, we can also create optimal templates using Office applications such as Word based on the results of the business organization. We also offer services to propose manual creation tools tailored to each company, as well as support for implementation and establishment, and the development of web manuals. If you have any concerns about creating business manuals, please feel free to consult us.

Human Science Manual Production　
Introduction to Other Knowledge Management Solutions　
Web Manual Development Support　

 

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 worked with renowned clients such as "Docomo Technology Inc.", "Yahoo Inc.", and "Yamaha Corporation".
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Feature ②: Research and Analysis by Experienced Consultants - Output
The creation of business manuals is handled by experienced consultants from Human Science. Our skilled consultants 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 conducts interviews and prepares the manuals.
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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 manual is established in the field.
Thank you for reading until the end.
I hope this blog serves as a hint for creating easy-to-read manuals.

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