Within This Page.In the past, during the facility design/build phases, it was uncommon to devote substantial resources to life-cycle Operation and Maintenance (O&M) concerns. However, it is now widely recognized that O&M represents the greatest expense in owning and operating a facility over its life cycle. The accuracy, relevancy, and timeliness of well-developed, user-friendly O&M manuals are becoming increasingly important. Hence, it is becoming more common for detailed, facility-specific O&M manuals to be prepared prior to commissioning. The goal is to effectively and efficiently of the facility by eliminating unplanned shutdowns and realizing savings.This page presents a typical O&M manual development process (see Figure 1).

1. Interactive Manual Template Printable
2. Training Manual Template Doc

O&M manuals should be developed in a modular, building block style, to simplify the incorporation of new/additional data, such as design/configuration changes, and to reflect as-built conditions. The manual should be available no later than facility. However, fast track programs can be 'front-end loaded' to meet immediate goals; i.e. Only that information necessary to train personnel in preparation for systems start-up/commissioning can be developed first. It can then be integrated with the overall O&M manual for completion and turnover to the Owner within a specified timeframe.

Using the manual at start-up/commissioning affords an additional opportunity for its contents to be verified against installed systems.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.

There comes a time in every business’s lifetime when it’s time to scale.Your small team of 5 turns into a company of 10, 20, 30, and so on. And once you start hiring like crazy, the organization starts changing.As a small startup, you don’t really have employees, and there’s next to no management involved.Once you’ve reached 30+ people, though, most of your work becomes overseeing and educating other people. When hiring a new employee, there’s a lot of things you need to teach them. What’s their role?. How do you complete a given process?. What are they supposed to do in case of an emergency?. Who’s in charge of what within the organization?That’s a lot of information – your average employee won’t remember all that on the first go.

You’ll need to create a document that explains all that.For this, most organizations use an operations manual. What is an Operations ManualAn operations manual is the complete encyclopedia of all the company know-how. Learn how to document your processes by using our complete guide on: LastingWhat really makes your organization stand apart from the competition is the know-how.You and your employees know what it takes to deliver an amazing product or service. This knowledge, however, can be lost if a handful of key staff leaves the company.And sometimes, that does happen. In most cases, employees can’t just get up and leave (without a months’ notice, at least). They’re required to pass on all the knowledge to their co-workers.There are always exceptions to the rule, however. Think, health, extreme dissatisfaction with work, etc.An operations manual helps store all that knowledge, making sure that it doesn’t just spontaneously disappear (and leave you in a lot of trouble).

AccountabilityAs we’ve mentioned before, it’s normal for your employees to make mistakes.If you don’t arm them with the right knowledge and know-how to avoid any sort of disaster, they won’t be accountable for their work.“Oh, no one told me that we’re not supposed to do things this way. Not my fault!”And, well, they’d be right.Having an operations manual makes everyone accountable. Everyone will have the know-how, and in any uncertain or unpredictable situation, they’ll be responsible for any mistakes they make. How to Write an Operations ManualFirst, you need to pick the format.More often than not, it’s a standard document. You can either create a booklet, mini-book (if you’re part of a large organization) or something in-between.If you’re a more tech-savvy organization, you could even go for an online resource.

For example, is a very popular knowledge base software. You can create your own company “wikis” and store just about any kind of information.Even if you decide to go with a standard document, it might still be better to have it published online and give access to your employees. The problem of having physical copies is that you can’t make changes to it – you’d have to re-print the entire thing for that.For documenting processes or procedures, specifically, you’re better off using the dedicated online software., such as Tallyfy, allows you to create digital procedures.The added benefit here is that it’s not just do1cumentation – the software also manages the processes. Rather than having to physically keep track of what your employees are up to, all you have to do is check out process status on your dashboard.Once you’ve picked the format, you can start filling in the right sections.

Processes & Procedures. Business Policies – Note that these are business-specific, not the social policies. Not accepting checks is a business policy, vacation, benefits, etc. Is social. Hierarchy & Roles. Contact Details & Job Descriptions. Emergency ProceduresHere’s what to mention in each.

Processes & ProceduresIn most cases, this is the longest section of your operations manual.Every business has a ton of processes – and all of them should be documented.One way to do this is to do. That is, create flowcharts which detail the exact steps your employees have to take in order to complete the process successfully.You’d also want to include information on the steps. If the step in question is complicated, these should mention the details one executing it properly. So, things like.

Use X Software. You can find the right machinery in department Y. Consult person X for advice on Y. etc.Or, you could completely skip on the section completely and use to document the processes digitally.

Business PoliciesThe gist of this section is, how your business handles certain business-specific tasks.Keep in mind, though, that business policies and social policies aren’t exactly the same thing – the later specifically deals with employee-related issues. Think, vacation policy, how you distribute bonuses, etc.Several examples of business policies are. Only accepting bank transfers as payment. Doing business only with companies from specific countries or regions. Giving out specific pricings to companies of different sizes. SMBs get it cheap, enterprises pay more, etc.Hierarchy & RolesThis one’s pretty straightforward.You need to mention who’s in charge of what, who answers to whom, and so on.The easiest way to do this is through a flowchart.

Start from the very top (the CEO) and go down the chain all the way down to your average shop floor employee.Contact Details & Job DescriptionsTo make everyone’s life easier, you want to combine the “Contact Details” and “Job Descriptions” sections.Doing is separate is redundant – whenever you’re looking for a person with a specific position, you’re probably also interested in contacting them.You could be, for example, looking for the security engineer to contact them during a cyber-attack. It’s unlikely for your employees to just randomly wonder “hey, I wonder who’s in charge of security in this company.”So, you could create a directory of all the company employees, with their Name, Position, Job Description and Contact Information. Emergency ProceduresEven with all the procedures documented, you’re still going to have emergencies.Sometimes, chance happens – a manufacturing machine breaks down because it was faulty, not because someone messed up.In this case, you need to have procedures set up so your employees can react quickly.You don’t want them to sit around wondering“Does anyone remember what we were supposed to do in case of the servers being breached?”What you want them to do is open up the operations manual, find the right procedure, and get it running ASAP.

Publishing the Operations Manual and Making “Findable”You don’t want your office catchphrase to be “hey, has anyone seen that manual thingy?”When publishing the manual, you want it to be as easy as possible to find.So, if you’re going the online route, make it pinned on every company chat channel.If you’re printing it out, on the other hand, give out a copy to all of your employees. To make sure that it’s within everyone’s reach (and no one loses it), keep one in every department office, somewhere extremely easy to find.Once you’ve distributed the operations manual, pat yourself on the back. It’s been a long way, but you got the job done right! Enter the time wasted per person, per day for each of these problems (which Tallyfy solves):.

Training. Repeatedly explaining a standard procedure to a new or existing employee. Busywork. Chasing coworkers or clients for approvals.

Saying 'it's your turn' on a handover. Backtracking. Getting the full story of a problem (from scratch) before it can be solved. Lack of clarity. Doing back-and-forth emails and chats due to vague and unstructured tasking.

Missing information. Sending forms back and forth due to problems or missing info. Annoyed clients. Dropping the ball with clients due to uncertainty about workflow status.In case you're wondering - studies show that on average, busywork takes up 2 hours per person, per day (contact us for references). Now consider this - the stresses above also annoy people and kills creativity.

It also builds toxic work culture and causes people to disengage from work and eventually - leave their jobs. Leavers might tell potential new hires that your company is a disorganized mess. Saving time on busywork is not just about money, it's about your survival - and happy employees.This is how many employees are in your company. Change the number by clicking on the box.The average US professional worker is paid $44 per person, per hour (official data). We take this rate and multiply it with time wasted and the number of employees to get dollars wasted per day. In case you're wondering - studies show that on average, busywork eats up 2 hours a day.

Interactive Manual Template Printable

See the explanation panel for the first box (hours wasted) for full details. Our team spent decades trying to improve processes - as Business Process Management (BPM) consultants, process improvement gurus and User Experience (UX) experts. DOCUMENTING A PROCESS IS REALLY BROKENAll companies have processes.

They exist as static documents or flowcharts.People are 'supposed' to do things according to the process.The reality is - those processes just gather dust in a corner.Nobody updates them. Nobody finds them. Nobody looks at them.Our first mission is to make one beautiful place where your processes are searchable, up-to-date and engaging. FOLLOWING A PROCESS IS VERY DIFFICULTA process is useless unless someone actually uses it.People suffer the pain of spreadsheets, emails, forms and paper to do tasks and approvals.Large companies use old BPM and RPA systems, which require armies of IT, millions of dollars and 6-month IT projects.Nobody is going to buy you a beer anymore for purchasing Pega, Appian, Nintex, K2, SAP, Oracle, Bizagi, IBM, etc.Instead, everyone will hate you. Especially business users.Modern teams do NOT follow neat flowcharts with rectangles, diamonds, swim lanes, and lines that pretend everything is nicely connected up.Our second mission is to put your process in a beautiful tool that anyone can use within 60 seconds.

And to integrate Tallyfy into tools you already use like Gmail, Outlook, Slack, Teams, etc. PROCESS IMPROVEMENT?

Training Manual Template Doc

GOOD LUCK!How can you improve a process when you can't measure anything?Our third mission is to be the easiest way on Earth to collect data to improve your processes, so that you can make great decisions. SPREADING CHANGE IS VIRTUALLY IMPOSSIBLEWhen a process changes - how will you help people do things 'the new way'?Unless you can roll out improvements easily - you won't see any benefits. Whatsoever.Our fourth mission is to eliminate the cost of change and training through one-click rollouts of any change. YOUR CLIENT EXPERIENCES A MESS OF EMAILS AND CALLSOnboarding and serving your clients well is critical to long-term revenue - and first impressions really matter.Today - your clients have to email, visit or phone you to complete tasks, fill out forms and check what's going on.Our fifth mission is to help you share workflows securely with your clients.

When everything is self-driving and automated - imagine what that does for client trust and loyalty. WE'VE BEEN IN YOUR SHOESWe've built the Mercedes Benz of repeatable processes. Our team has real-life experience of your business problems.Billions of dollars per month are wasted globally - due to the problems above.Those are your dollars.

With Tallyfy - you can finally claim them back.