Just having a template is not enough! The essential first step for a business manual

1. Pitfalls to Avoid When Creating Business Manuals

Suddenly, I have a question for everyone.
If you were told to create a manual for your current job, where would you start 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!

Everyone, be careful! There is a high possibility of creating an "unused manual"!
In fact, when creating a manual, many people tend to aim for a beautiful reading material at once. Certainly, when you find a beautiful design template, you want to use it and write it immediately. However, it may take more time than expected and the result may be "difficult to understand" when it is finished.

Have you ever experienced something like 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 clean, but it can also become a confusing manual that simply crams in existing information, as it becomes trapped in the mold.
To prevent this situation, the key is to prepare before starting to write the manual.

So, what specific preparations should be made?
That is to identify and organize the "materials" to be included in the manual. We call this process "business organization" at our company.
Now, let us introduce the process of business organization.

2. 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, you can write down the steps.
"Alright, I've written down the steps in order! If you follow this, even a beginner should be able to do it!"

Is that really so...?

In reality, behind the surface steps, there are still supplementary information and precautions remaining. For example, when actually receiving an invoice, don't you have questions like the following?
- What criteria should I check when receiving it?
- There are steps using the internal system, but which screen should I input what on?

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.

3. Increased productivity?! 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.

4. 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 Co., Ltd. has a proven track record of creating numerous manuals since 1985. They are a group of professionals in the field of business manual creation. In addition to providing support for business organization, they can also create optimal templates based on the results of business organization. They also offer services to propose and support the implementation and establishment of manual creation tools tailored to each company. If you have any difficulties with creating business manuals, please feel free to consult with us.

https://www.science.co.jp/document/index.html

Features ①: Extensive track record of manual production for large and global companies
Human Science has a track record of 243 companies and 3148 manual productions, mainly in the manufacturing and IT industries. We have worked with renowned companies such as DOCOMO Technology, Inc., Yahoo Japan Corporation, and Yamaha Corporation.

Feature ②: Investigation and Analysis by Experienced Consultants ~ Output
The creation of business manuals will be handled by the experienced consultants at Human Science. Our skilled consultants will propose easy-to-understand business manuals based on their extensive experience and provided materials. We can also create manuals from scratch without any existing materials. Our assigned consultant will conduct interviews and create the manual.

Feature 3: Not only manual creation, but also support for implementation
Human Science Co., Ltd. is responsible for the important phase of "implementation" after manual creation. For example, even after manual creation, we will continue to update the manual and hold manual creation seminars. We approach the implementation of manuals in the field by implementing various measures.

Thank you for reading until the end.
I hope this blog can be a helpful guide for creating easy-to-read manuals.