How to Write a Business Manual

Putting policies in print

Whether you own a business that has 20 employees or 200, it's important that they all have a clear understanding of the policies and procedures necessary to keep the business running smoothly. In addition, new employees adapt more quickly to their assigned tasks when they're provided with written guidelines to supplement their hands-on training. Documenting your company rules insofar as expectations and ethics also serves as an invaluable paper trail in the event of lawsuits from employees whose defense against disciplinary actions might otherwise be, "But nobody ever told me I couldn't do that."

Things You'll Need

• Word processing program

Instructions

1. Identify the purpose of your business manual. Examples: A training manual on how to perform specific duties and/or operate equipment, a business policies manual regarding appropriate workplace behavior, a resources manual providing an overview of who does what and how they interface.

2. Determine the target audience. A manual that sets forth directives regarding sexual harassment, discrimination, accommodation for individuals with disabilities, for instance, would be provided to every employee. In contrast, a business manual on how to deliver better customer service would be tailored to front counter, call center and floor duty employees only.

3. Decide whether your manual will be straight text or a combination of text and graphics. Examples of graphics include organizational and flow charts, diagrams, maps and photographs. Take into consideration the language comprehension of your target users. Specifically, the more sophisticated the reader, the bigger words and longer sentences you can use. Less sophisticated users require a lower reading level and an increased use of visual aids to reinforce the message of the text.

4. Assign employees who are the most familiar with the proposed content for your manual to contribute to it. For example, if someone is already performing a particular job, she is well versed in the necessary steps and can explain in writing the order in which they're performed. For legal and personnel topics, solicit input from your company lawyers and HR representatives

5. Test your business manual's content on random employees and individuals who aren't involved with the company to make sure that the language is simple and straightforward, that the steps are easy to follow, and that an accurate picture of the company is being projected.

Tips & Warnings

• Use caution with acronyms, abbreviations and industry lingo that newcomers to the organization aren't going to understand.

References

• "How to Write Policies, Procedures & Task Outlines: Sending Clear Signals in Written Directions"; Larry Peabody; 2006
• "Writing Effective Policies and Procedures"; Nancy Campbell; 1998
• "7 Steps to Better Written Policies and Procedures"; Steve Page; 2008

Resources

• Write Express: How to Write a Policy Manual
• Help Scribe: Guide to Writing a Policy and Procedure Manual