There are three typical ways to modularize a manual. You can create a chapter modular structure, a 2-level modular structure, or a 3-level modular structure. Which one you choose will depend on the type of manual you’re writing, how many different topics you have to cover, and how often you plan to revise the manual. For examples, see Appendix C.
The simplest way to modularize is to divide the manual into a series of chapters and number the pages sequentially within each chapter. This is sometimes called a sectional manual. Using this method, the chapters are the modules. That’s how we’ve structured this guidebook. It’s simple, easy to use, and will give us enough flexibility to revise the guidebook in the future. If we were going to revise it several times a year, however, it wouldn’t be very convenient since some of the chapters are quite long.
The most common method of structuring a revisable manual is by using a 2-level structure. Divide the manual into a series of chapters, then each chapter into a series of sections. Each section then becomes a module.
This will result in a larger number of smaller modules, so the manual will be easier to maintain. If you can, try to limit the number of modules in a chapter to 10 or less, and the number of pages in a module to 10 or less.
Because each module starts at page one, you’ll need to use a module-numbering system to help readers find their way around the manual. The numbering system for a 2-level manual is simple. Number chapters sequentially (that is, chapter 1, chapter 2, chapter 3, and so forth). Number modules within each chapter sequentially as well. Include the chapter number as the first part of the module number. For example, the second module in Chapter 3 would be numbered 3.2.
Modules can be organized randomly within each chapter, unless there is a logical order. New modules would then take the next available number.
New modules should start on a right-hand page so they can be removed from the manual without removing pieces of other modules.
For very complex manuals with large amounts of information on many topics, you may want to consider using 3rd-level modules. Divide the manual into a series of chapters, each chapter into a series of sections, and then each section into a series of sub-sections. With this structure, the sub-sections are the modules.
This method will give you maximum flexibility for revising the manual in the future, but its structure is more complex, and hence more complicated to use and maintain.
Regardless of which type of structure you choose, each module should cover one topic or process and its related procedures. This allows changes to be made to one topic without affecting other modules. If a module is revised, give it a new issue date to distinguish it from the oldone. And don’t try to replace individual pages of a module—it will greatly complicate the structure of the manual and make it very difficult for manual holders to keep track of what’s current and what’s not.
