How to Create Electronic Operations & Maintenance Manuals

Electronic versions of maintenance and operations manuals have the advantage of being available almost anywhere.

Operations manuals define how a business is to be run. Common topics covered in operations manuals include day-to-day operational activities like the process for ordering products, when refunds are issued, checking equipment, performing basic maintenance and how to manage inventory. Operations manuals describe how equipment is to be operated. Maintenance manuals define when equipment checks and maintenance are done and how repairs are made. Electronic operations and maintenance manuals make this information available to any one at any time in digital format, without worrying about reading an obsolete paper copy.

Things You'll Need

• list of applicable laws for your business and operations
• operations manual for any equipment in the workplace
• maintenance manuals manual for any equipment in the workplace

Instructions

Methods

1. 

   When creating manuals, make sure they follow the law.

   Review a list of applicable laws for your business and operations. Operations manuals must follow the law, especially in regard to human resources and workplace safety. If there are questions or doubts, consult with a lawyer.

2. Read the operations manual and maintenance manuals for any equipment in the workplace. An operations manual should refer employees to the equipment's manual for how to operate it. Maintenance manuals can be supplied by the equipment manufacturer or be ordered through the equipment vendor.

3. Define in the operations manual when equipment maintenance is to be performed. Operations and maintenance manuals for equipment may be available through the equipment provider's website. Put a link to that online manual on all computers for easy access.

4. Place all warnings and safety notices prominently on the electronic documents.

5. Convert any existing operations manuals to an online format. For example, in Microsoft Word, use the save as command to save a Word document to an HTML format. Paper documents can be scanned and saved electronically. The online operations manual can then be saved on all users' computers, added as a link on the corporate home page, or saved on the company intranet.

6. Perform a quality check of the online manuals. Ensure that it is readable on any computer or hand-held device.

7. Verify that cross-links to other sections or related websites work.

8. 

   Electronic manuals are of little use if users cannot find them.

   Inform employees on how to access the online operations manuals and maintenance manuals.

9. Keep electronic operations and maintenance manuals up to date as processes or equipment changes. Failure to keep online documentation up to date can result in people following the wrong instructions perfectly.

10. Check links to related online documentation periodically. For example, referenced International Standards Organization (ISO) standards or American National Standards Institute (ANSI) standards may be referenced in the manual. Check the links to these supporting documents to ensure that they are still functional.

Tips & Warnings

• Verify that employees are following the operations manual. If they are not following operations manual, make sure they are trained in how to properly follow it.

• Failure to follow the procedures as outlined in the maintenance manual may void any warranty or service agreement on the equipment.

References

• "The Wall Street Journal Complete Small Business Guidebook"; Colleen Debaise; 2009
• "Construction Operations Manual of Policies and Procedures"; Andrew Civitello, Sidney M. Levy; 2005
• "Handbook of Technical Writing"; Gerald J. Alred, Charles Brusaw, Walter Oliu; 2006
• "Writing and Designing Manuals and Warnings"; Patricia A. Robinson; 2009

Resources

• "Writing and Designing Manuals"; Patricia A. Robinson, Ryn Etter; 2000
• "How to Produce Effective Operations and Maintenance Manuals"; Mike Tidwell; 2000