by Charles Simmins

Created on: January 15, 2009

Writing a manual or procedure assumes one important thing, that the document created will be used. Writing a manual or procedure should be geared towards making the document usable.

A manual or procedure should begin with a statement of purpose. Tell the reader why the document exists and what it applies to.

A statement of purpose should not be more than a few sentences. Clearly and concisely state why the reader requires the information in the document and when it applies.

The next item in a good manual or procedure is a set of definitions. Every workplace has jargon and abbreviations, as well as other terms that will be foreign to many readers. Make a list of definitions that will be useful while reading the document. It does not need to be pages long.

A good section to include in any manual or procedure that is written is a small list of assumptions. An accounts payable manual, for example, may state that it is assumed that the reader knows how to use the accounting software. Again, the list does not have to be long, but unstated assumptions can turn a manual or procedure into so much gibberish for a reader.

Those four tips introduce the manual or procedure.

Laying out the meat of the document is the next step. The information should flow in a natural progression, from simple to complex. This allows the reader to build a knowledge base and then expand it.

Many people learn by examining pictures, diagrams and other visual media. If a screen capture, diagram or other such resource would help the usability of the manual or procedure, be sure to include it. Visual media should be easily seen. A diagram that cannot be read is useless.

Page setup is another useful mechanism for improving usefulness. Allow some whitespace for notes by the reader if appropriate. Each page should also have the document title, a page number and a revision date.

Break the material up into paragraphs or chapters as the writing progresses. In a procedure, make each step another paragraph. Various topics in a manual should be their own chapter.

At the end of the document, or at important points within it, be sure to include other resources that the reader can use. A payroll benefits manual would contain contact information for Human Resources. A procedure on "Lock out, tag out" for electrical panels would refer to other procedures involving electrical panel boxes.

The final section of either a manual or procedure should identify the author, and the person(s) who have authorized the document.

These tips should help make a written manual or procedure useful to the reader.

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