9   Printing, Binding, and Distributing Manuals

Distributing Print Manuals

Now that the manual is printed, you must get them into the hands of the people who need them. Decide who should get copies of the manual, then prepare your distribution list.

Who Should Get a Manual?

Ideally, everyone who might potentially use the manual should get a copy. That way, it will be close at hand when it’s needed. However, that would result in the expense and effort of printing and maintaining a large number of manuals, many of which may be used infrequently.

Most organizations try to make sure that manuals are available to the people who need them, but they don’t necessarily place one on every desk. Often, copies of manuals are distributed to managers and supervisors who then make them available to staff. Also make sure copies go to local libraries within your organization.

Preparing a Distribution List

It’s important to maintain a distribution list of manual holders so that future revisions can be issued and obsolete manuals can be recalled. Number each copy of the manual to help keep track of them (the easiest way is to get a sheet of dry transfer numbers, such as Letraset, and apply the numbers where they won’t rub off).

If there’s a small number of manual holders in one office, the easiest method is to simply record their names and addresses. If there’s a large number of holders spread over different locations, it’s better to assign all copies of the manual to one manuals coordinator at each location. The coordinator is then responsible for all manuals at that location, including distributing revisions and requesting additional copies.

You can create the distribution list using either a database program or your word processor. When setting it up, make sure you can merge your distribution list with cover letters and mailing labels. Put different information into different fields so that it can be merged selectively.

Your distribution database should contain the following information:

• name of manual holder
• position title
• mailing address
• manual number
• number of copies assigned

Some organizations like to assign manuals to positions rather than individuals. That way, the manual stays with the position when a staff member leaves or changes positions. While you can officially assign the manual to a position, it’s still a good idea to record the name of the person currently filling the position.

It’s a good idea to check your distribution list every year or two to make sure it’s still current.

Distributing the Manual

Some organizations distribute new manuals through their internal mail system, or have someone go around with a cart and deliver them to holders. While this gets them out quickly, many holders will put their copy on the shelf without opening it. This is not a good start for a manual.

A better way to distribute manuals is to arrange a brief orientation session. Keep the groups small so holders can ask questions. One hour is usually enough time.

Give holders their copies of the manual, then cover the following:

• purpose, objectives, and audience of the manual
• its general contents, chapter by chapter
• its structure and module numbering system
• the different ways to find information (such as table of contents and index)
• how they request changes to the manual
• the updating procedure
• the name and contact information for the manual coordinator