In other words, why do you need to create an office procedures manual? Pro-Tip: If you are a remote employee or part of a team with remote workers looking for an effective way to stay connected, then we recommend checking out Nextiva.
Excellent question. Common sense suggests procedure manuals are a good idea in general, but there are also several specific benefits of creating an office procedures manual:. The templates and tips below help Office Managers and Executive Assistants document and share their tried and true work processes. Once you have the table of contents completed, you can go back and fill in the details. 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.
Your manual should cover, in step-by-step fashion, how to do each of these core responsibilities. When you want someone to know how to do something, create and record a procedure. A cryptic procedure manual is virtually useless.
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. This helps anyone skim the manual and skip to the relevant sections. This helps anyone using the manual know who to contact if they have questions. Let someone who has no idea what you do read the manual.
After your associate has read the manual, ask him to run you through a play-by-play of what he would do in any given day. This allows people to search with far more sophistication than they can achieve using just their eyeballs to skim your bullets and headings, regardless of how well-organized they are.
Procedures which are unnecessarily restrictive may limit their usefulness. For example, if a procedure involves collaborating with someone at the company, then you could simply use the title of the position instead of the name of the person. When people leave the company, the manual will remain useful. Define any terms that might seem like jargon specific to your position, or clarify any procedures that might require some context to understand. An office procedures manual is not a static document and it will need some revitalizing every so often.
Make it clear if a procedure is a one-off or a recurring daily, weekly, monthly, or annual task. You can download these templates and can use them for your assistance but cannot claim ownership of all those templates which are available on this website.
All the rights are reserved for the owner of the template. Skip to content. There are some basic terms which you need to read or accept before downloading the provided template; a Permission for Usage The basic term or condition you need to accept is, you will download this template only for personal use and you can not sell the template to third party.
Post navigation Previous. View All Templates. Think about how your team will be best interacting with your Quality System and make it as simple and as easily accessible as possible. They need to be able to get instant, easy access to it and be able to read and understand it easily. No point in making a quality system that is cumbersome, difficult to use, or difficult to read. Take away all potential roadblocks for staff using your quality system.
This defeats the purpose of having a good quality system to keep your business nimble and flexible. So if you are going to create a policy and procedure fast with MS Word, check out some of the tips below you can utilize to speed things up. If you know how to use it, it saves a lot of time and you can produce professional documents very quickly.
Firstly, the Automated Table of Contents. This feature is awesome. Create a quality system fast using a policy and procedure template with a table of contents already formatted. The automatic table of contents in Word is great once you know how to use it. However, there are numerous benefits of using the automated table of contents feature. Once it is set up — it is very easy to update your Procedure Manual;. It makes it very easy to plan out your document accurately;. You can easily see the context of your document every time it is updated in the Table of Contents;.
It helps you plan your document and improve the overall structure. You can insert the type you want pretty easily. Changing it does become a bit harder but use the Styles to create your automated styles. This will open up the styles and you can go through and change the styles to suit.
Using the styles takes a bit of practice. There are plenty of options to consider and you might need to do some research online on how to make it work right. You should find the option to open this feature in the top right hand corner of the screen. See below. You can see the options are now expanded and they can be hidden again by simply clicking the same box.
Now you can include the text you want to change in the options provided. Also note the other check boxes below this which allow some pretty powerful functions and are worth experimenting with.
The Find and Replace feature has plenty of options to try. Experiment with what they do because they can make your life a lot easier when amending a file. It can be quite detailed and should be easy to read and understand. Make it complex and full of big and impressive words and your team are definitely going to ignore it. The last thing you want. A procedure is different to a policy.
A procedure is like a step by step instruction. These instructions need to be detailed and include every single step. If you miss a step can you expect your team to get it right? Now I hope that explains the difference. You can still create a quality system for your business using a policies and procedures template and combine the 2 together or keep them separate.
The following page below is an example of a policy. This policy is an Anti-Bullying Policy. This type of document should be direct and to the point.
The following image is an example of a very simple procedure. Creating a procedure is relatively easy. However, should you be breaking down the task into something small so it is manageable? Providing images in the step by step process makes it easier to absorb the tasks. However, this is going to take you a lot of time to create. Particularly if the process is complex and detailed. Speed it up by using a policy and procedure template. It is very cost effective. All you need is MS Word software and you are ready to go.
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