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 is a question for everyone.
Regarding your current work, if you were told, "Create a manual," what would you start with first?

・Let's try searching for manual templates on the internet!
・Using templates from manual creation tools seems like it would make writing neat and easy!

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

・I downloaded a manual template, but where and what should I write...?
・I tried introducing a manual creation tool, but it doesn't seem suitable for outlining my own work content...
・I’m satisfied with the neat manual created using the template! Yet, inquiries saying "I don’t understand" keep flooding in...

Using a manual template makes the appearance neat, but it can trap you into fitting content into a fixed format, resulting in a manual that is difficult to understand because it simply crams in the existing information.
To prevent such situations, the key is the "preparation" before you start writing the manual.
So, what kind of preparation should you specifically do?
It is to identify and organize the "materials" to be included in the manual. Our company calls this process "business organization."
Now, let us introduce how to proceed with business organization.

 

By the way, if you think you may have created a "manual that is not used," we recommend that you first understand 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 method of business organization divided into three steps.
At the stage of business organization, manual templates are not used yet. Using a simple table (business organization sheet), we will outline the overall picture of the business.
Below is an example format of a 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 written out the steps.
"Alright, I have listed what needs to be done in order! If we follow this, even a newcomer should be able to do it!"
But is that really the case...?
In reality, there is still supplementary information and precautions hidden behind the surface-level steps. For example, when actually performing the step "Receive the invoice," don’t the following questions come to mind?
・What points should I check when receiving it?
・There is a procedure to use the internal system, but on which screen and what should I enter?

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 Mainly for Large and Global Companies
Human Science has a track record of producing manuals for 243 companies and 3,148 projects, mainly in the manufacturing and IT industries. We have served renowned companies such as DOCOMO Technology, Inc., Yahoo Japan Corporation, and Yamaha Corporation as clients.
Manual Production Case Studies | Human Science

Feature ②: Investigation, Analysis, and Output by Experienced Consultants
The business manual creation is handled by Human Science’s proud, experienced consultants. Skilled consultants propose clearer business manuals based on their extensive experience and the materials provided. It is also possible to create manuals even from the stage where no materials exist. The assigned consultant conducts hearings and creates the manual.
Manual Evaluation, Analysis, and Improvement Proposal Service | Human Science

Feature ③: Not only manual creation but also support for establishment
Human Science is also responsible for the important phase of “establishment” after manual creation. For example, even after creating the manual, we continue to update the manual and conduct manual creation seminars. By implementing various measures, we approach the goal of ensuring that the manual becomes established in the field.
Thank you for reading to the end.
We hope this blog will provide you with hints for creating easy-to-understand manuals.

Manual Creation Seminar | Human Science
Manual Evaluation, Analysis, and Improvement Proposal Service | Human Science

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