Developing Manuals and Procedures: Getting Started

Developing Manuals and Procedures is a very labor-intensive process, as well as a challenging and daunting project for anyone facing this task.

The ability to write clearly and succinctly is obvious, but Organizational, Project, and Analytical Skills are just as important. And let’s not overlook the interpersonal challenges, where everything from company politics to "luke-warm" cooperation can derail the development process at the onset.

The upshot is that writers need to tap into all of their skills and talents in order to do the job properly.

Manuals and Procedures are written to cover just about every facet of an organization, from rules and regulations to processes and procedures. That said, writers need to first decide what type of manual is to be written. Thus, begin by asking the following questions:

* What is the scope of the manual? (company-wide or departmental)
* Is the manual detailing rules or operating procedures?
* Will the manual be used for reference or training purposes?

How you answer these questions will help determine the type of manual you will be writing. There are many types, but most will generally fall under one or more of the following categories: Policy, Procedures, Standards, User, Reference, Training, Operator, and Service.

For the writer, it is important to remember that each of these types have different purposes and objectives, and each varies with respect to organization, content, and detail.

Another consideration at this early stage is to decide whether the manual will serve a single or multiple purpose. While each of these above types can exist as stand-alone manuals, in many organizations they are often combined. Some of the more common examples are:

* Policy and Procedures
* Standards and Guidelines
* Operations and Service
* User and Reference

In many cases it makes perfect sense to group two or more related types of manuals for efficiency, productivity, and easy reference. But how you do it will often be determined by organizational custom and the needs and wants of the intended users.

Once you have answered the above questions, you can begin the writing process in earnest. The basic steps are as follows:

* Determining Style and Format
* Identifying Resources
* Developing an Outline
* Preparing a Working Draft
* Editing and Proofing
* Getting Approvals
* Finalizing and Publishing

The next Posting will expand on these steps as well as outline the function and format of the more common types of Manuals and Procedures used in Business Organizations.

Jack