A procedures manual serves as an internal guide in a company.
The Latin word manuālis came to our language as a manual . The term has several uses: in this case, we are interested in its meaning as the work that brings together important and useful information on a certain topic .
A procedure , meanwhile, is a method that allows or favors the execution of something . Through a procedure, then, an action is specified or developed.
What is a procedures manual
A procedures manual compiles the guidelines and standards that indicate how certain processes must be carried out . Typically, these manuals are used in companies as a guide for efficient management.
It can be said that a procedures manual is a document that presents, in an orderly and logical manner, those activities that must be carried out as part of the general processes of a service or sector. The usual thing is that it has a cover, an introduction, the specification of the objectives and the details of the procedures themselves.
In the procedures manual, the information has to be transmitted without distortions. Basic data on the operation of the system or service must be presented so that workers adapt to the practices and so that control, evaluation and audit tasks can be carried out.
A procedures manual presents information in a logical order.
Its structure
On the cover or identification of the procedures manual, the name and logo of the entity is usually included; the date and place of preparation of the manual; the edition or revision number; and the area responsible for its creation.
The introduction , meanwhile, explains the content of the document and the sectors of application. Sometimes a message from the person in charge of the organization (company owner, president, or general manager) is included.
Then the objectives are mentioned and the importance of compliance with the procedures is explained. At this point it is key to specify the relevance of respecting the proposed routines.
The description of the procedures, meanwhile, must include how they are carried out, when, where and for what. The idea is that all workers can rely on this content for their daily work.
Usefulness of a procedures manual
The procedures manual is useful for several reasons. The optimization of processes is usually its fundamental premise: the transmission of knowledge contributes to understanding and so that each operator or agent can learn the appropriate work modality.
By extension, the procedures manual helps save time . It is not necessary for the individual to discover the best way to carry out the task, since it is described and standardized in the document. Training new employees is also made easier by these writings.
Another advantage of the procedures manual is that it allows processes to be controlled precisely , helping to detect failures and irregularities. This also translates into the precise delimitation of responsibilities in the event of possible problems.
It cannot be overstated that the procedures manual contributes to the improvement of internal communication . The company expresses its work methodologies and goals in this document that is available to all its members.