Operations & Maintenance.Manual development process

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Manual development process.What is the purpose of a training manual?

 

The efforts of experienced technical writers, editors, engineering technicians, trainers, 3D modelers, illustrators, and software specialists can ensure that an Owner receives comprehensive, site-specific as-built , user-oriented documentation of the highest quality. Those selected to perform the work should have the following capabilities:. It's important to the overall facility management program that facilities personnel be properly instructed and motivated. Training should be ongoing to keep pace with technology and equipment changes in the facility.

These can be defined through a Maintenance Plan MP. PM includes adjusting, lubricating, cleaning, painting, and replacing minor components. The purpose of a Maintenance Plan MP is to describe the best means to maximize equipment operational availability, while minimizing equipment downtime.

Once developed, the MP will typically identify PM task descriptions and schedules, troubleshooting, corrective maintenance repair task descriptions, and spare parts identification, stockage quantity , and any unique storage requirements. This information will be incorporated in the manual, both as tabular data and text.

Preventive maintenance PM data includes equipment tag information, procedures, replacement parts, special tools, lubrication requirements, service providers, warranty information, etc. It is important to establish deadlines with the reviewers and with the administrator who will give final approval for publication. The committee needs to complete a distribution list for the manual before production is complete. Labels can then be generated and ready when the manual has been printed, collated, and inserted in the binders.

The committee also needs to establish deadlines with others involved in producing the manual. Decisions about how to produce the manual will depend on the size of the manual and the extent of its distribution. A manual of many pages and extensive distribution may be sent to a commercial printer suggested by the Department of Purchasing and Business Services. Binders for these manuals may bear a silk-screened logo and have commercially printed tab dividers. Immediately after the manual has been distributed is the time to think about its revision.

Production and distribution is not the end of the process, but rather the beginning of the first revision. Any manual should be updated at least every six months. It is best to establish a regular revision schedule from the start, fitting the revision schedule to the work cycle of the department.

Exhibits Some manual exhibits are available only in PDF format. See our main policies and procedures page if you require this plug-in. How much do employees cost beyond their standard wages? Your Guide to Starting a Business. Resources to help you fund your small business. Run Your Business. Your Guide to Running a Business.

Payroll essentials you need to run your business. Grow Your Business. Your Guide to Growing a Business. How to start and run a successful e-commerce business. What's New. Paycheck Calculator. Paycheck calculator for hourly and salary employees. How much investment capital should you accept? Creating a manual eliminates confusion. Training: A manual serves as your primary tool to train new employees, and to cross train workers on tasks. For example assume that the accountant who is responsible for reconciling the bank account goes on vacation.

Her backup can refer to the procedures manual to reconcile the account accurately. For example, if company growth requires your staff to triple the number of invoices they generate each month, your procedure manual will tell you how long it takes to produce each invoice. You can use that number to hire the staff you need to manage business growth. Save time, increase profits: Perhaps most important, maintaining a procedures manual requires you to continually evaluate your business processes and find ways to operate more productively.

Using the invoice example, you may find a way to save time when you process invoices or locate a software application that allows you to work faster.

These efforts can make you more efficient, thus, increasing your profits as you grow. Where to start when creating your procedure manual Carefully think through every task you perform to operate your firm.

Getting input Julie holds a meeting online with her entire staff, and starts by explaining the inventory process from her perspective. The customer makes a payment by cash, credit card , or debit card, and the payment data is posted to the POS system. Accounting software is linked to the POS system, and the software decreases inventory and increases cost of goods sold. The system also increases sales and cash for the payment.

Credit card and debit card transactions are processed through the cash account. When the sale is complete, the employee at checkout removes a security tag from the item, so that the customer can leave the store without triggering the security system. On a daily basis, the store manager compares the sales in the POS system with the inventory reductions in the accounting system. The dollar amount of sales should match the total sale prices for all items removed from inventory each day.

If not, the manager investigates in order to account for differences. Avoiding problems Using a procedures manual helps Ridgeview avoid problems in every aspect of business. To illustrate the benefits, consider these mistakes that can be avoided and the risks that are reduced by using a formal procedure: Inventory control: Each inventory item is tagged, and the tag is not removed until the item is paid for at checkout.

This helps Ridgeview track every inventory item from the time it is put on the shelf until the item is sold. Purchasing: If the procedure for a customer sale is followed, Julie can generate a report from her accounting software that documents the current inventory levels for each item in the store. This information can help her manage her cash and avoid buying too much inventory.

Preventing theft: No procedures manual can prevent loss, because dishonest employees can work together to avoid the controls a company has in place. However, using a written procedure will reduce the risk, and help an owner identity theft sooner. You can do this Any improvement you make to your business will require time and effort, but creating a procedures manual has several benefits. Managing your business is challenging, but you can do this. Get the latest to your inbox.