Streamlining Manual Creation with Tool Usage! Explaining the Benefits, Challenges, and Cases Suitable for Outsourcing Services

1. The era of streamlining manual creation with tools

Have you ever felt, "Creating manuals is such a hassle..." or "I put in so much effort to create this, but it's not being used..."? Many companies face challenges related to manuals like the ones below. You might have experienced some of these as well.

• It takes time to create
• Quality varies by creator
• Utilization within the company is not progressing
• The content is outdated as it has not been updated.

What we want to highlight here is the "manual creation tool." It simplifies the labor-intensive task of creating manuals, improves quality, and promotes sharing within the company, making it not just a two-for-one deal, but a three-for-one or even four-for-one benefit. Once you use it, you won't want to let it go. Here, we will explain an overview of the manual creation tool.

What is a manual creation tool?

Manual creation tools are software or cloud services that allow for the efficient creation and management of various manuals, including business procedures and operational instructions. Once you master how to operate the tool, anyone can easily create manuals in a short time without any special skills.
For example, by utilizing templates, you can save the effort of designing and laying out from scratch. Additionally, images and videos can be easily inserted. Furthermore, there are features that allow multiple members to edit simultaneously and set viewing permissions for each user, enabling efficient editing and sharing.
The features available vary by tool, but one common point is that "if the implementation and operation are successful, you can always provide the latest information through the manuals, greatly contributing to the overall efficiency of the business."

2. Benefits of Introducing Manual Creation Tools

Next, let's take a closer look at the benefits of implementing a manual creation tool. We have already touched on some of the advantages, but here we will delve deeper into its effects.

Significantly reduce time and effort

Creating a manual from scratch by hand takes a lot of time, but using tools can significantly reduce that time. For example, by using templates, you can create a clear manual simply by filling in pre-prepared fields such as headings, body text, and procedural text. Additionally, multiple members can edit and review simultaneously, allowing for smooth communication regarding revisions. This helps to reduce unnecessary communication.

Easy placement of images and videos

When creating manuals in Word or PowerPoint, it can be difficult to arrange images and videos effectively. However, by using dedicated manual creation tools, you can easily insert images and videos and position them in a clear manner. By incorporating visual information as you wish, the content can be conveyed more intuitively.

Improved and standardized quality of manuals

When creating manuals with multiple people, the quality can vary depending on the creator. However, by using a manual creation tool, consistent quality can be maintained regardless of who creates it. This is thanks to the pre-prepared, well-designed templates. By using templates, the layout is automatically organized, and the content is visually structured, resulting in manuals that can be easily understood by anyone.

Easy to update and modify, allowing for continuous improvement

Manuals are not finished once created; it is important to continuously update the content. By using tools, you can easily add and modify information, keeping it always up to date. By continuously updating, you can develop a more user-friendly and high-quality manual.

It becomes easier to consolidate information

Using a manual creation tool makes it much easier to consolidate information. Even if there are dozens of manuals, you can gather everything in one place, so you don't have to worry about missing important information. With centralized information management, it becomes quicker and easier to find the necessary data, improving both work efficiency and searchability. Additionally, by consolidating information in one location, you can prevent content duplication and inconsistencies, ensuring overall coherence and enabling the provision of more reliable content.

Human Science will assist you in the implementation of manual creation tools.

Knowledge Management Solutions for Human Science
* We are introducing "Toaster Team" and "COCOMITE" as manual creation tools, but please feel free to consult us about the introduction of other tools as well.

3. Challenges in the Introduction and Operation of Manual Creation Tools

We have introduced many benefits of implementing a manual creation tool up to this point, but there are actually some challenges as well. Therefore, I would like to discuss the typical challenges and how to address them.

Initial implementation costs are incurred

Implementing a manual creation tool incurs initial costs. However, this cost is not wasted. Consider how much benefit can be gained after implementation from the perspective of 'TCO (Total Cost of Ownership)'. In other words, think about the total costs involved, not just the tool implementation costs, but also the costs associated with subsequent processes (creation, operation, management), and compare the costs and benefits of implementing the tool versus not implementing it from a long-term perspective. The answer will naturally become clear.

Training on tool operation will be necessary

When introducing a new tool, it may be necessary to conduct training to teach employees how to use it. However, many tools come with intuitive interfaces, so it often does not become a significant burden. Additionally, many tool development vendors provide introductory training for users, allowing them to use the tools with confidence even if they are not sure about the operations. In practice, users should be able to master the tools in a short time and quickly start creating manuals.

The tools are not being established within the company.

There are times when a tool that has been introduced does not take root within the company and ends up not being used. In such cases, one reason is that the operational methods and support system after implementation are insufficient. First, it is important to clarify the purpose of using the tool and the expected effects, and to explain this clearly to the employees. Additionally, by conducting regular follow-ups and checking usage status, it becomes easier to continuously utilize the tool and steadily establish it within the company.

Human Science supports problem-solving related to the introduction and operation of manual creation tools.

Knowledge Management Solutions for Human Science
* We are introducing "Toaster Team" and "COCOMITE" as manual creation tools, but please feel free to consult us about other tool-related issues as well.

4. Successful Case Studies of Manual Creation Tool Implementation

We have also learned that there are challenges that must be overcome when introducing manual creation tools. Here, we will introduce three case studies of companies that have successfully overcome these challenges and implemented the tools. From these case studies, learn about specific initiatives and their effects, and find tips that can be useful for your own company.

Case Study 1: Eve Autonomy Inc.

At Eve Autonomy Co., we have implemented a toaster team to improve our product manuals. By creating a model manual and establishing guidelines that summarize the rules for styles and terminology used, we have enhanced the manuals to be user-friendly and easy to understand, while building a system to maintain the quality of the manuals during operation.

Case Study of Eve Autonomy Inc.

Case Study 2: Customer from an Electrical Equipment Manufacturer

A client in the electrical equipment manufacturing industry worked on developing operational manuals to ensure that employees could smoothly carry out their tasks in preparation for a new event. By introducing a manual creation tool with pre-prepared templates, they were able to quickly advance the manual creation process while organizing their operations, ensuring everything was ready in time for the event.

Case 3: Client in the Food Service Industry

A client in the food service industry faced the challenge of not having manuals across a wide range of operations, leading to a reliance on individual knowledge. To address this, they decided to implement a manual creation tool that allows for efficient creation and updating of manuals, thereby reducing the time spent on manual development. By creating a model manual and establishing guidelines that summarize the rules for styles and terminology to be used, they built a system to efficiently produce manuals in-house even amidst their regular operations.

If you are interested in our manual creation tools, please feel free to contact us.

5. Cases Where Professional Manual Creation Services Are Suitable

If you are excited to read success stories of implementing manual creation tools and thinking, "I want to implement it right away!", please hold on a moment. In fact, depending on the situation, using a professional outsourcing service may be a better option. Here, we will take a closer look at the cases where professional manual creation outsourcing can be helpful.

Cases where high-quality manuals are required

For manuals that require particularly high quality, it is effective to hire a professional. Operation manuals for complex systems, safety manuals that could lead to serious situations if procedures are incorrect, and manuals related to medical fields must be created in a way that is easy to understand and can be comprehended by anyone. In such cases, it is reassuring to consult with a professional who has expertise in manual creation. Based on your requests, we accurately understand the specifications of the systems and equipment, and propose clear structures and content, resulting in higher quality manuals.

Cases where you want to create manuals that delve deeper into your company's challenges

To effectively solve the challenges faced by your company, it is important to create manuals that are carefully considered down to the details. In such cases, consulting a professional is a shortcut to resolving issues. Professional consultants will thoroughly analyze your situation and the current manuals, and create or improve manuals using the most suitable methods for problem-solving. By creating manuals that deeply understand the issues through professional insights, you can make steady progress towards resolving your company's challenges.

Cases where a large number of manuals are required

When creating manuals that require a large number of pages, utilizing a professional outsourcing service can help you proceed efficiently. Additionally, instead of having everything outsourced, you can also use in-house support services. With this service, professionals support the in-house creation of manuals, allowing your company's employees to efficiently create manuals while acquiring skills.

Manual Creation In-house Support Service

Cases with many user inquiries despite having a manual

Even though manuals are already in place, there are times when users are unable to resolve issues on their own, leading to an increase in inquiries. In such cases, consulting a professional can be a good option. Professional consultants can analyze which parts are unclear from the user's perspective and improve them for better understanding. As a result, users can become self-sufficient in resolving issues, reducing the number of inquiries.

Case Study of SBI Securities Co., Ltd.

Manuals are important guides for understanding business and products, and for correctly performing tasks or operating products. By receiving professional support, you can certainly create high-quality manuals, which can lead to improved operational efficiency and customer satisfaction. Ultimately, this should also contribute to solving your company's challenges. Please consider leveraging professional expertise to aim for even better manuals.

6. For inquiries about manual creation and improvement, contact Human Science

Human Science provides one-stop support from the creation of Japanese manuals to English and multilingual translations. We have a long track record 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 gradually from the Japanese manual.
• We want to translate the Japanese manuals created in-house into English (and other languages) for use.

Features ①: Extensive track record of manual production for large and global companies

Human Science has built a track record in manual production across a wide range of fields, primarily in the manufacturing and IT industries. We have had notable companies as clients, including "Docomo Technology Inc.", "Yahoo Inc.", and "Yamaha Corporation".

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

Feature 2: From research and analysis to output by experienced consultants

Our experienced consultants at Human Science will be involved in creating business manuals. Our skilled consultants will propose easy-to-understand and effective manuals based on their extensive experience and provided materials. We also offer manual creation from the early stages of unorganized information. Our assigned consultants will conduct interviews and create the most suitable manual for your needs.

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

Feature 3: Not only manualization, but also emphasis on support for establishment

Human Science Co., Ltd. not only creates manuals, but also focuses on the important stage of "institutionalization". Even after creating manuals, we will support the establishment of manuals through regular updates and manual creation seminars. We will support the effective use of manuals in the field through various measures.

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.