What are the key points for creating a business manual to solve teleworking challenges?

2. How to Solve the Challenges of Teleworking

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

2-1. Introduction of Tools

It seems that many companies have already introduced it, but utilizing communication tools such as Teams and Slack is effective. It is possible to announce questions and business reports all at once, which can improve work efficiency. In addition, it is easy to contact, so you can resolve doubts without spending too much time.

In addition, if there are many opportunities for meetings, it is also recommended to introduce a web conferencing system such as Zoom. With this, even if you are in a different location, you can have smooth discussions with team members just like in the office.

In addition, utilizing project management tools is an effective way to activate communication. It allows you to easily see who is responsible for which tasks and makes resource coordination easier.

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

2-2. Creating Operation Manuals

Even if you have introduced communication tools, it is not always guaranteed that you will receive an immediate response. Therefore, it is important to create a situation where you can proceed with your work without even asking questions in the first place.
That's where a business manual summarizing the work overview and procedures becomes important. By setting up a situation where you can proceed with your work just by looking at it, you can eliminate situations where work comes to a halt!

3. Creating Operation Manuals and the Benefits of Teleworking

Here, we will discuss the benefits of creating business manuals for teleworking environments from the unique perspective of a manual production company.

3-1. Ensuring Consistent Quality of Work

In a teleworking environment where communication is difficult, the quality of work tends to vary.
If the tasks are standardized and documented in a manual, it becomes possible to maintain a consistent level of quality regardless of who is performing the tasks. Furthermore, this standardized manual allows for the identification of procedures that can be improved, leading to increased efficiency in the work process.

3-2. Efficient Implementation of Education

In a telework environment, one of the biggest concerns for many people is not new employee education. In the past, we were able to educate in an environment where we could line up desks and ask questions immediately, but with telework, there is a physical distance, so it is a natural concern.
In such a situation, having a business manual can help smooth the process of launching new employees. As a new employee, having visually organized information allows for self-learning and the ability to quickly learn the job. Additionally, if you develop the habit of referring to the manual when in trouble, you will also develop the ability to solve problems on your own.

Our company also uses business flowcharts and operation manuals to explain job duties to new employees. Having visually organized information makes a huge difference in understanding speed!

So far, we have conveyed that business manuals are extremely effective in solving challenges in teleworking. However, if they are hastily created and do not become established in the field, they will be meaningless. It may lead to an increase in inquiries if people think, "I don't understand even if I read the manual, so I'll just ask someone." It is necessary to create practical manuals that will be utilized in the field, especially in a teleworking environment where it is not easy to ask someone right away.
Next, we will explain the key points for creating business manuals for successful teleworking.

4. Points for Creating Business Manuals in Telework

To create a manual that can be smoothly used even in a telework environment, it is important to pay attention to the following points.

4-1. Identify the information to be included

First, clarify the purpose and audience of the manual, and then identify the information to be included in the manual. At our company, we use Excel to create an "organizational sheet" and identify the information (such as procedures, methods, important points, precautions, etc.) that should be included in the manual.
If you want to know more about the identification process, please read the following blog!

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

4-2. Determine How to Present Information

If all the necessary information is included, but the font size is too small, the line spacing is too narrow, or the colors and fonts are not consistent, the manual may be difficult to understand and may not be read.
Let's use a consistent style for the same information, such as using this font size and font for headings.
Also, by increasing the font size for headings and using bold for step-by-step instructions, we can add contrast to the layout. Adding icons or frames for supplementary and cautionary notes can also make it clear that they are separate from the main text.
Creating a template that includes styles can make it more efficient to create manuals.
For more information, please check out the following blog!

The Importance of Formatting in Manual Creation: From the Perspectives of the Reader and the Writer

4-3. Write in a clear and easy-to-understand manner for the reader.

Remember to write your sentences short and concise. Long sentences can make readers lose interest. If you need to explain something in detail, try breaking it into multiple sentences or using bullet points.
Also, using too many kanji can make it difficult to read. Aim for a ratio of about 3 kanji to 7 hiragana.
It is also important to consider the reader (whether they are a new employee or a veteran) and express necessary information in words that effectively convey the message.

4-4. Write the latest information

In a situation where you cannot ask questions immediately due to teleworking, it is important to keep the information in the operation manual up-to-date and accurate. It is also recommended to have members who actually use the manual regularly review it. Let's make the operation manual more practical.

5. Summary

This time, we focused on "telework and business manuals" and talked about the benefits and key points of creating them. How was it? It is no exaggeration to say that the key to successful telework is efficient communication and standardized business manuals.
Recently, there has been an increase in companies abolishing telework, but by providing an attractive way of working for employees, it is possible to secure excellent talent. By creating business manuals that incorporate the points explained in this blog, you can continue telework without reducing productivity. We hope that this information will be helpful in your work.

We have shared the key points for creating business manuals, but there may still be some people who do not have the know-how for manual creation or have difficulty securing time for it.
In such cases, it is a good idea to consult with a specialist in manual creation.
One suggestion for efficiently creating manuals is to have a specialist create a sample manual first, and then have it created internally.

6. Consult Human Science for Manual Creation

Human Science Co., Ltd. provides one-stop support for Japanese manual creation and English translation.
We have a proven track record of handling numerous manuals since 1985. If you have any needs like the following, please feel free to contact us.

・I want to improve existing Japanese manuals and English manuals to make them easier to understand.
・I am considering creating an English manual and want to proceed step by step from the Japanese manual.
・I want to utilize the Japanese manuals created internally by translating them into English.

Feature 1: Extensive track record of manual production for large and global companies
Human Science has accumulated a wealth of experience in manual production in various fields, mainly in the manufacturing and IT industries. We have worked with renowned companies such as DOCOMO Technology, Inc., Yahoo Japan Corporation, and Yamaha Corporation.

Manual Creation Case Study Introduction|Human Science Co., Ltd.

Feature ②: From Investigation and Analysis by Experienced Consultants to Output
The creation of operation manuals will be handled by the experienced consultants at Human Science. Our skilled consultants will propose easy-to-understand and effective manuals based on their extensive experience and provided materials. We can also create manuals from unorganized information. Our assigned consultant will conduct interviews and create the most suitable manual.

Manual Evaluation, Analysis, and Improvement Proposal Service | Human Science Co., Ltd.

Feature 3: Not only manual creation, but also emphasis on establishment support
Human Science Co., Ltd. not only creates manuals, but also focuses on the important stage of "establishment". Even after manual creation, we support the establishment of manuals through regular updates and manual creation seminars. Through various measures, we support the effective use of manuals in the field.

Manual Creation Seminar | Human Science Co., Ltd.

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