What are the benefits of web-based manuals? Key points for creation explained!

1. The Necessity of Webifying Manuals

In recent years, many companies have been transitioning their manuals to the web. This shift is driven by the increasing demand for web manuals that can be easily accessed from anywhere, in response to the digital age. Here, we will explain in detail the significance and necessity of converting manuals to the web.

1-1. What does it mean to convert a manual to the web?

Webification of manuals refers to making existing manuals accessible through web browsers via the internet. It involves migrating manuals stored in paper or electronic formats to the web, allowing users to freely access them over the internet. Webified manuals can be checked anytime from smartphones or computers, greatly enhancing convenience for users.

The manuals in question are truly diverse. We can convert all types of manuals to the web, from customer-facing manuals like product user guides to internal business manuals. For example, you can now view the instruction manual for home appliances on your smartphone, or check the document application procedures for your workplace on your computer.

1-2. Background of Manual Webification

So, why is the webification of manuals progressing now? There are mainly three significant backgrounds.

The first is the change in our information-seeking behavior. It has become common to "immediately search the internet when there is something we don't understand." For example, checking the news, the weather, or train schedules. In this context, having manuals in paper form is inconvenient for users.

The second point is that the speed of updates for products and services is increasing. Especially for digital products, updates occur frequently, including the addition of new features and bug fixes. Printed manuals cannot keep up with this speed. By moving to the web, we can always provide the latest information.

The third point is the change in work styles. Due to the impact of the COVID-19 pandemic, many companies are advancing paperless operations and remote work. There is a demand for an environment where employees can access necessary information regardless of location, and the web-based manuals are one of the solutions to this issue.

2. Benefits of Web-based Manuals

By converting manuals to the web, there are many benefits for both users and creators. Below, we will explain the specific advantages for users (readers) and creators (companies).

2-1. Benefits for the Reader

Access the latest information anytime

With a smartphone or computer, you can access the information you need while commuting or on the go. It is very convenient because there is no need to "carry" it like a paper manual.
Additionally, even if there are changes to product specifications or updates to procedures, you can always refer to the latest version. There is no worry about looking at outdated information.

- Improvement of Usability

The usability as a manual is greatly improved compared to paper.
– You can freely enlarge or reduce the text, allowing you to adjust it to a readable size.
– You can use the search function to quickly find the information you need.
– You can jump to the necessary items from the table of contents, eliminating the hassle of flipping through pages.

・Improvement of self-solution skills

By quickly accessing the necessary information, you increase the likelihood of solving problems on your own. You will find that there are more things you can resolve by yourself before contacting customer support.

2-2. Benefits for the Creator

・Enhancing Customer Satisfaction

By providing easy-to-understand and user-friendly manuals, the evaluation of products and services also improves. Aspects such as "the manual is easy to read" and "can be resolved immediately when in trouble" are directly linked to customer satisfaction.

Easy updates

Unlike paper manuals, it is easy to modify and update the content. You can quickly reflect new information or correct errors as needed.

- Reduction of support costs

By increasing the user self-resolution rate, the burden of handling inquiries is reduced. This is a significant benefit, especially for companies that invest personnel in customer support and provide product support.

- Collection of Feedback

By incorporating comment features and survey forms into web manuals, you can directly gather user feedback.
Additionally, by having access analysis features, you can capture what users are looking for and their needs.
You can understand requests such as "not clear" and "want to know more" and use them for improvements.

3. Methods and Procedures for Webifying Manuals

Next, we will explain in detail the methods and procedures for converting manuals to the web.

3-1. Method

While you can request a web development specialist to convert your manuals to the web, it can be expensive and requires a lot of time for creation and updates. Therefore, we recommend utilizing dedicated tools when converting manuals to the web.

These tools allow you to easily create and update web content without specialized knowledge. There are various options available (web tools, system tools, CMS, etc.), and recently, many tools have become available that can be easily operated by paying a monthly fee. Depending on the content and scale of the manual, as well as the features you want to incorporate, it is advisable to choose according to your needs.

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When choosing such tools, "usability" is important. While creating manuals, it is common for content changes to occur along the way, and each time this happens, the manual must also be revised. If the tool is difficult to use, it can take a lot of effort to make corrections, but by selecting an easy-to-use tool, you can significantly reduce this burden. Additionally, in light of the manual creation process, the presence or absence of features such as comment functions, preview screen display functions, and the ability for multiple people to work simultaneously are also key points in the selection process. By taking these into account and implementing efficient and user-friendly tools, you can work quickly and improve the quality of the manuals.

3-2. Procedure

Web conversion can be smoothly achieved by progressing through five major stages.

1. We will organize the content of the current manual, identifying which parts are likely to be read frequently and which parts will require updates often. Additionally, we will gather feedback from employees regarding the manual, summarizing any issues they are facing and areas they would like to see improved.

2. We will work on outlining the overall structure of the new manual. For example, we will consider who will use it and for what purpose, such as "for new employees to learn the basics during OJT" or "for employees to confirm the detailed procedures for administrative tasks." Based on that, we will discuss the order in which to present the information and how to organize the content to make it easy to understand.

3. Establish the rules for creating manuals. For example, whether to unify in a formal tone, how much technical terminology to use, and the criteria for including photos and diagrams. By sharing these detailed rules with all stakeholders, manuals of similar quality can be produced by anyone.

4. It is necessary to take time for the actual creation. Start by creating only a part and check whether the writing is unclear or deviates from the rules. While reflecting the opinions that arise from this, begin the overall creation. The work must be checked by multiple eyes, ensuring that there are no unclear parts and that important points are not overlooked as you proceed.

5. We will actually implement and proceed with the completed manual. This is actually the most important part. We will regularly listen to user feedback and update the content as necessary. By adding new information, we will develop a more user-friendly manual. What is particularly important is creating a system for continuous improvement. By designating a responsible department and fostering an awareness of content management, we can utilize the manual as one that contains the latest and most reliable information.

4. Key Points for Web-Based Manuals

When converting manuals to the web, it is important to prioritize clarity and ease of search.

First, the user interface should be designed to be simple and intuitive to operate. Enhance the categorization and search functions to allow immediate access to necessary information. Additionally, explaining the operation methods and procedures through videos can promote visual understanding and convey complex content smoothly. This will result in a more user-friendly manual for the users.

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Additionally, by standardizing the layout and arrangement of each page, users will be able to find information without confusion. By unifying the color scheme and fonts, a clear and professional impression can be created. Furthermore, let's choose the optimal tools with comprehensive support such as help and FAQs, and efficiently proceed with the web development work.

Once a web manual is created, it is important to regularly update it rather than consider it finished. By listening to user feedback and sometimes reviewing the content and structure, you can continue to improve clarity and usability, allowing it to be operated as a valuable manual.

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

The webification of manuals offers many benefits, such as the convenience for users to access the latest information from anywhere and the reduction of support costs for creators. Additionally, it is a beneficial initiative for companies in terms of the ease of collecting feedback and the ability to always provide up-to-date information.

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 utilize the Japanese manuals created in-house by translating them into English (and other languages).

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.