by Theresa Ann White

Created on: May 04, 2009   Last Updated: May 05, 2009

The process manual can be a godsend or a curse to an organization. If you have ever been presented with a two-pound tome that is frightening in its length and depth, then you will appreciate its positive alternative.

Writing that effective process manual takes into consideration many of the ingredients of any other piece of cogent writing. It is clear and easy to read. It follows a definite path toward a definite outcome. It works from the global to the particular.

The effective process manual is a tool and a resource. It should be so thorough and yet so understandable that when a workplace dispute arises, the process manual becomes the resolution to the problem. If the manual is the cause of the misunderstanding, then it has not fulfilled its function.

Use the following tips to devise an effective process manual.

1. CLARITY OF LANGUAGE

A useful process manual is one that is read and understood by its users. Keep the diction readable. Use simple language rather than thick, convoluted sentences filled with ten dollar words. Remove extraneous verbiage. The sentences should be tight and every word needs to have a purpose. Keep it lean.

2. CLARITY OF PURPOSE

The process manual needs to clearly state its purpose at every step. Oftentimes, there are multiple purposes, beginning with its broad title and then moving to individual processes. When constructing the internal goals, think: "flow chart." Outline each step with a statement of purpose and then list the processes in numerical order.

3. KEEP THE PROCESSES SEQUENTIAL

There is nothing more irritating than a missing step or misplaced explanation. The process manual should flow in an orderly sequence. It takes big chunks of procedure and then explains it in small descriptive steps.

4. KEEP IT ACCURATE

Accuracy is at the core of an effective process manual. Cloudy explanations, misspelled words and incorrect information will each doom its credibility. Never skip an explanation or gloss over any portion of the manual because of lack of data. If in doubt, do the research.

5. KEEP IT OBJECTIVE

Creative writing or personalized statements have no place in a process manual. Ownership belongs with the business organization. The organization values objectivity over creativity.

6. PROVIDE A GLOSSARY

A process manual might benefit from a glossary, depending on the amount and type of information involved. This explanation of terms is often used when contractual or legal terms are used or when unique terms require definition.

Incorporate these tips in constructing the process manual and then have it proofed. Make any needed revisions and then present the draft for formal review.

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