What are the key points for creating business manuals that solve telework challenges?

2. How to Solve Telework Challenges

To solve the challenges of telework, the following methods are effective.

2-1. Introduction of Tools

Many companies have already implemented this, and utilizing communication tools such as Teams and Slack is effective. It allows for simultaneous announcements of Q&A and business reports, which can improve operational efficiency. Additionally, it enables easy communication, allowing for quick resolution of any questions without spending too much time.

Furthermore, if there are many opportunities for meetings, it is also recommended to implement web conferencing systems such as Zoom. With this, you can have smooth discussions with members just like in the office, even when you are in different locations.

Additionally, utilizing project management tools is an effective way to enhance communication. It allows you to easily see who is working on what tasks, making resource coordination much easier.

By appropriately selecting and utilizing various tools according to your company's situation, you may be able to improve the quality of communication among team members, perhaps even more than when you were in the office!

2-2. Creation of Business Manuals

Even if you have implemented communication tools, it is not guaranteed that you will receive immediate responses. Therefore, it is important to create a situation where you can proceed with your work without having to ask questions in the first place.
In this context, a business manual that summarizes the business overview and procedures becomes essential. If you establish a situation where "just looking at this will allow you to proceed with your work," there will be no interruptions in your operations!

3. Create a business manual and the benefits of telecommuting

From here, I will discuss the benefits of creating operational manuals for a telework environment from the perspective unique to a manual production company.

3-1. Ensuring Consistent Quality of Services

In a telework environment where communication is difficult, the quality of work tends to vary.
If the work content is standardized and documented in a manual, anyone can maintain a certain level of quality when performing the tasks. Furthermore, this standardized manual allows for the identification of procedures that can be further improved, leading to increased efficiency in operations.

3-2. Implementation of Efficient Education

In a telework environment, many people are likely struggling with training new employees. Previously, training could be conducted in an environment where desks were lined up and questions could be asked immediately, but with telework, a physical distance is created, making it a natural concern.
In such cases, having an operations manual can help onboard new employees smoothly. For new hires, having visually organized information allows for self-learning and helps them remember tasks more quickly. Additionally, if they develop the habit of referring to the manual when they encounter difficulties, they will also cultivate the ability to solve problems independently.

Our company also explains the business content to newcomers using business flowcharts and manuals. Indeed, having visually organized information makes a significant difference in the speed of understanding!

So far, we have conveyed that business manuals are a very effective means of solving challenges in telework. However, if they are created hastily and do not become established in the field, they lose their purpose. If people start to think, "I won't understand the manual anyway, so I'll just ask someone," it could lead to an increase in inquiries instead. Because telework environments make it difficult to ask others immediately, it is essential to create practical manuals that can be utilized on-site.
Therefore, next, I will explain the key points for creating business manuals aimed at successful telework.

4. Key Points for Creating Business Manuals in Telework

To create manuals that allow for smooth operations even in a telework environment, it is important to pay attention to the following points during the creation process.

4-1. Identify the information to be included

First, let's clarify the purpose of the manual and its audience, and then identify the information to be included in the manual. Our company creates a "Business Organization Sheet" using Excel to outline the information that should be included in the manual (such as procedures, methods, important points, and precautions).
If you would like to know more detailed steps about the identification process, please be sure to read the blog below!

Having just a template is not enough! The essential first step for a business manual

4-2. Deciding How to Present Information

Even if the necessary information is thoroughly documented, if the font size is small, the line spacing is narrow, or the colors and fonts are not consistent, it may be perceived as a difficult-to-understand manual and may not be read.
Use a consistent style for the same information, such as having headings in this size and font.
Additionally, increase the font size of the headings and make the procedural text bold to create a clear layout. Adding icons or enclosing supplementary notes and warnings in boxes can help distinguish them from the main text.
By creating a template that includes styles, you can efficiently produce manuals.
If you want to know more, please read the blog below!

The Importance of Formatting in Manual Creation - From the Perspectives of Readers and Writers -

4-3. Write in a way that is easy for the reader to understand

Aim to write sentences that are short and concise. Long sentences can discourage readers from continuing. If explanations must be lengthy, consider breaking them into multiple sentences or using bullet points.
Additionally, having too many kanji can make text difficult to read. Aim for a ratio of about 3 parts kanji to 7 parts hiragana.
It is also important to imagine your audience (whether they are newcomers or veterans) and express the necessary information in words that convey the message effectively.

4-4. Provide the latest information

Because we are in a situation where we cannot ask questions immediately while teleworking, let's ensure that the information written in the business manual is up-to-date and accurate by making regular updates. It is also recommended to have the members who actually use the manual review it regularly. Let's work towards making the business manual more practical.

5. Summary

This time, we focused on "telework and business manuals," discussing the benefits and key points of their creation. How did you find it? It is not an exaggeration to say that the key to successful telework lies in efficient communication and standardized business manuals.
Recently, more companies are abolishing telework, but by providing an attractive working style for employees, it is possible to secure talented personnel. By creating business manuals that incorporate the points explained in this blog, you can continue telework without reducing productivity. We hope this information is helpful to your business in any way.

I have shared the key points for creating business manuals, but I believe there are still some who lack the know-how for manual production or find it difficult to secure time for creation.
In such cases, it is advisable to consult a manual creation expert.
One efficient approach is to have the expert create a sample manual first, and then proceed with the creation in-house.

6. For inquiries about manual production, contact Human Science

Human Science provides one-stop support from creating manuals in Japanese to English translation.
We have a long history of handling numerous manuals since 1985. If you have needs such as the following, please feel free to consult us.

・I want to improve existing Japanese and English manuals to make them easier to understand.
・I am considering creating an English manual and would like to proceed step by step from the Japanese manual.
・I want to translate and utilize the Japanese manuals created in-house.

Feature 1: Extensive Manual Production Experience with Major and Global Companies
Human Science has accumulated a wealth of manual production experience across various fields, primarily in the manufacturing and IT industries. We have worked with renowned companies such as "Docomo Technology Inc.", "Yahoo Inc.", and "Yamaha Corporation" as our clients.

Case Studies of Manual Production | Human Science

Feature 2: From Research and Analysis by Experienced Consultants to Output
The creation of business manuals is handled by our experienced consultants at Human Science. Our skilled consultants will propose clearer and more effective manuals based on their extensive experience and the provided materials. Additionally, we can create manuals even from the stage where information is not yet organized. The assigned consultant will conduct interviews to create the optimal manual.

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

Feature ③: Emphasis on not only manual creation but also support for implementation
Human Science focuses not only on manual creation but also on the important stage of "implementation." Even after the manual is created, we will support its implementation through regular updates and manual creation seminars. Through a variety of measures, we will support the effective use of manuals in the field.

Manual Creation Seminar | Human Science

Thank you for reading until the end.
I hope this blog serves as helpful tips for creating easy-to-understand manuals.