![]() ![]() Let someone who has no idea what you do read the manual. This helps anyone using the manual know who to contact if they have questions.Ĩ) Validate the manual. This helps anyone skim the manual and skip to the relevant sections.ħ) Include contact information for the person who owns the process, likely yourself. In addition to writing the procedures in clear language, call out important topics and takeaways using bold headings, bullet points, tables, and other visual elements that break up blocks of text. Here’s a new office proverb for you: A procedure manual no one can understand will do no one any good.Ħ) Include headings and bullet points. A cryptic procedure manual is virtually useless. When you want someone to know how to do something, create and record a procedure.ĥ) Write the manual in clear and concise language. ![]() According to Compliance Bridge, “a policy defines a set of rules like workplace conduct, whereas a procedure defines the steps you should take to onboard a new employee.” When you want someone to know why you do something, create and record a policy. Your manual should cover, in step-by-step fashion, how to do each of these core responsibilities.Ĥ) Separate any policies you need to document from any procedures you need to document. ![]() ģ) Use your job description and any documentation from recent reviews to pull out your core responsibilities. Implement a visitor management software like SwipedOn to keep this procedure streamlined with contactless sign in, an automated sign in flow, instant notifications and more. Once you have the table of contents completed, you can go back and fill in the details.”Ģ) Set clear guidelines for the visitor management procedure. According to Patricia Robb, author of Laughing All the Way to Work: A Survival Blog for Today’s Administrative Assistant, “You should arrange your duties in a logical format in a table of contents to map out how you want to place each item. Here’s everything you need to create an effective office procedures manual template.ġ) S tart your manual with an outline. Want to become a better professional in just 5 minutes? (PS – Join one of our private FB Groups exclusively for Executive Assistants or Office managers. It’s a community to connect, collaborate, and share advice on how to overcome the wide spectrum of challenges you face in your role.) The templates and tips below help Office Managers and Executive Assistants document and share their tried and true work processes. It will also benefit your replacement, and the company as a whole, to have a reference manual that wasn’t put together in a rush. If you ever leave your current job, then you won’t have to scramble to record all your processes before you leave.If you need to explain your duties and processes to management, then you’ll have a well-documented account of all your key processes and tasks right at your savvy fingertips.You’ll be able to easily explain all the processes and procedures as the new employee follows along, since everything will be clearly outlined in the manual. If you need to onboard a new employee, then you can provide the new recruit with copies of the manual.The manual helps your stand-ins do what needs to be done, and it also brings you peace of mind because you’ll know your work is covered, and also covered correctly you wrote the manual, after all! If you go on vacation, then anyone can use the manual to get your crucial tasks done.Common sense suggests procedure manuals are a good idea in general, but there are also several specific benefits of creating an office procedures manual: Why would you need to document office procedures in the first place? In other words, why do you need to create an office procedures manual?Įxcellent question. Templates make your life easier, giving you a solid starting point and helping ensure that you don’t leave out any crucial information. If you have office procedures you need to document, then you could probably use an office procedures manual template.
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