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

1. What templates and tools are available for creating business manuals?

When thinking of templates, many people often think of Office applications like Word and PowerPoint. These applications are familiar to use, and it is easy to find templates online that can be customized to fit business needs. However, there are times when you may not find a template that suits the business content you want to explain, or you may feel unsure about which one to choose.

Recently, there has been an increase in the creation of manuals using online tools.
It has become common to see manual content placed in familiar tools like Google Sites and SharePoint.
However, these methods have limitations in expression, which is why online manual creation services like "COCOMITE" and "Toaster Team" are gaining attention. These services excel in design and usability, allowing for efficient manual creation. They offer templates suitable for manual creation, enabling quick production and immediate distribution on the web, which is appealing.
Introduction to COCOMITE Implementation and Support Services　
Introduction to Toaster Team Implementation and Support Services　

Furthermore, the demand for creating web manuals is increasing. By using technologies such as headless CMS and Markdown, it is possible to create and operate customized, unique web manuals. Since the update process can be carried out quickly, just like online tools, changes to the manual content can be reflected in real-time, providing users with the latest information at all times.
Web Manual Development Support

As online and globalization progress, using these online tools and web technologies will make the operation of business manuals smoother. With the diversification of tools, the content and operation methods required for manuals differ from company to company, so when you are unsure about choosing a tool, consulting external resources or experts is one option.

2. Common Pitfalls When Creating Business Manuals

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

・Let's search for manual templates on the internet!
・With the use of manual creation tools, it seems easy to write neatly with templates!

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 end up being called "difficult to understand"...
Do you have any experience with this?

・I tried downloading the manual template, but I'm not sure where to write what...?
・I tried introducing a manual creation tool, but it doesn't seem to fit my job duties...
・I was satisfied with the beautiful manual I created using the template, but I'm receiving a flood of inquiries saying "I don't understand"...

Using a manual template can make it look nice, but it can also lead to a situation where you become too focused on fitting everything into the template, resulting in a confusing manual that simply crams in existing information.
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.

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

Here, we will explain the specific methods for organizing business into three steps.
At the time of business organization, the manual template is not yet used. We will use a simple table (business organization sheet) to identify the overall picture of the business.
Below is an example of the format for a business organization sheet.

① Write down the steps

First, write down the steps of the business process you want to document in order. For example, if you use the monthly billing process as a topic, it would look like this:

The key is to summarize each step in one action. Let's avoid cramming too many actions into one step by saying "do this, then do that, and then do this..."

② Write down supplementary and cautionary notes

Now, we have been able to write out the steps.
"Alright, I wrote down what I'm 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 aspects should I check when I receive it?
・There is a procedure for using the internal system, but what should I input on which screen?

This information will be added to the business organization sheet.

Even things we do and think unconsciously, when viewed from the reader's perspective, we can see information that is lacking. Imagine the reader's level of knowledge and write down as much information as you can think of.

③ Have others review and reflect on feedback

So far, we have identified the steps and supplementary notes and precautions. You can start creating a manual from this point, but if you want to make a more refined manual that anyone can understand, please have someone else review the organized content. It is difficult to objectively view your own work. When someone else looks at it, you may receive new information such as "I do it this way" or "I think this method is more efficient". In particular, it is very effective to have the actual reader review it. For example, in the case of billing processing, if a newcomer is the main reader, unexpected questions may come up such as "Do invoices arrive in data or paper form?" or "How do you log in to the internal system?" Let's improve the content while receiving opinions from various people.

4. Will productivity increase!? The surprising effects of organizing work

This task of organizing work may seem a bit tedious for those who want to quickly turn it into a manual, but it is a very important step. This is because it not only serves as preparation before manualization, but also provides an opportunity to review the current workflow.

In fact, among our clients who have worked on business organization, there are many who have gained realizations such as "I may not have needed to do this work without thinking about it before" and "Isn't this work supposed to be under the jurisdiction of department XX?". We have received many happy comments such as "It has become an opportunity to review the current business from a bird's-eye view" and "The business procedures have been streamlined, which is expected to lead to improved productivity".

When asked to create a manual, we tend to focus on creating a visually appealing document by using manual templates and creation tools. However, the most important aspect is the comprehensiveness of the information being documented. If the necessary and sufficient information is organized in the correct order for the reader, the process of turning it into a "manual" will surprisingly go smoothly.

5. Summary

How was it about the method and effectiveness of business organization? "I thought I could write it if I had a manual template..." "I thought it would be solved if I introduced a manual creation tool..." For those of you who think so, please start with business organization first. However, it is not easy to objectively view your own business that you are already familiar with.

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 and support their implementation and establishment, as well as the development of web manuals. If you have any concerns about creating business manuals, please feel free to consult us.

Manual Production for Human Science　
Introduction to COCOMITE Implementation and Support Services　
Introduction to Toaster Team Implementation and Support Services　
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 companies such as "Docomo Technology Inc.", "Yahoo Inc.", and "Yamaha Corporation".
Manual Production Case Studies | Human Science

Feature ②: Research and Analysis by Experienced Consultants - Output
The creation of business manuals is handled by experienced consultants at 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 creates the manuals.
Manual Evaluation, Analysis, and Improvement Proposal Services | Human Science

Feature ③: Not only manual creation, but also support for implementation
Human Science is also 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 on-site.
Thank you for reading to the end.
I hope this blog provides hints for creating easy-to-read manuals.

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