Before starting to write, you’ll need to decide what type of manual you should write. Each type has a different purpose and different objectives. To decide which to write, you’ll need to look globally at your organization or program to see what documentation already exists, how your manual will fit in, and what purpose it will serve.
Will your readers use the document to learn how to operate a new piece of equipment? If so, perhaps you should write a tutorial. Or, if they already know how to operate it, but only need something to refer back to occasionally, perhaps you should write a reference manual. You may need to write one manual, or perhaps a series of manuals.
Most organization manuals fit within a documentation hierarchy with legislation and organization-wide policy manuals at the top, and procedure and technical manuals at the bottom. Manuals at the top of the hierarchy set parameters that lower-level manuals must complywith. It’s useful to sketch the hierarchy for your organization’s manuals so that everyone understands the role of the new manual.
The basic types of manuals are described below. Make sure that everyone agrees on which type you’re writing.
Field guides are designed for use away from a desk, often outdoors. They are commonly used to help identify plants or animals, or to describe field tests. Field guides are often small enough to fit into apocket, and are sometimes printed on waterproof paper. They are usually organized by plant or animal classification, or by task.
Guidebooks give readers more latitude than policies and procedures manuals. They often contain guidelines for dealing with different situations. Guidelines are often integrated with policies into policies and guidelines manuals. Guidebooks are usually organized departmentally, by function, or chronologically.
Operations and maintenance manuals provide detailed, step-by-step instructions for operating or maintaining machinery and equipment, including computer hardware. They are often designed to be followed exactly as a technical procedure is performed. Operations and maintenance manuals are usually organized chronologically, by system, or by task.
A policy manual documents the rules of how an organization is going to operate. Most organizations have one. It’s usually the highest manual in the document hierarchy, since other manuals, such as department procedure manuals, typically must comply with those policies. In smaller organizations, you often find policies and procedures together in the same manual. Policy manuals are typically organized departmentally or by function.
Procedure manuals document how things are done, such as processing an invoice. Step-by-step procedures are often used. The reader is usually assumed to be familiar with the topic but has not performed the procedure often enough to have it committed to memory. Procedure manuals are usually organized departmentally, by function, by system, or by task.
Reference manuals help experienced readers locate specific information as quickly and effortlessly as possible. Readers are assumed to be familiar with the topic but need ready access to information on some detail of the product or their work. Reference manuals are usually organized alphabetically, by menu item, or by problem.
Standards manuals set out how frequently, how fast, or how accurately things will be done. For example, they may state that "...all invoices will be paid within 30 days." Standards are usually integrated with procedures into standards and procedures manuals. They are often organized departmentally, by function, by system, or by task.
Training manuals are designed to teach readers how to do something, such as use software, without having to refer back to a manual or rely on someone else. They may be self-paced (readers do the tutorials at their own rate) or they may be designed for use in conjunction with a training course. They seldom try to teach everything, but just provide a foundation upon which readers can build. Training manuals are usually organized from basic to advanced skills, by task, or they may simply follow along with the course.
User manuals are for inexperienced users of computer systems who probably don’t know what they’re looking for. When writing a user guide, provide an overview of related topics and resources, and point the reader to more detailed information such as reference manuals or tutorials. User guides are usually organized topically or by task.
