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business operations fabrication manual templateYou’ve got a mad scientist, a cowboy pilot riding a bomb as it falls, and a nuclear holocaust brought about by a series of overblown human (and mechanical) errors. Hell, human error has already caused the worst nuclear accident to date. Your employee handbook may introduce your team to your mission, various policies (benefits, holiday leave, security), and culture, but the operations manual will show them how to do their job and give them everything they need to do it. Whenever an employee wants to know how to do something or needs to know how to contact someone, they can look it up in the manual. In it, you’ll be told what the model is, what the tire pressures need to be, and a myriad of other useful facts which are important to know, but not necessarily off by heart. An operations manual is exactly that, but for your company. Human error is reduced to a minimum and everyone knows precisely what they need to do, who they might be waiting on, and who might be waiting on them to deliver results. Check out this episode of our podcast Tech Out Loud to learn how Noah Kagan went about his operations when growing an 8-figure business: If you enjoyed this podcast, subscribe for a new episode each week. Think of the last time you or a team member had to complete a task, but they had no idea how to do it. In all likelihood, the task was completed only after either researching how to complete it (and wasting time in doing so) or by disrupting someone else to get them to explain. This might sound like a pain to set up, but the long-term benefits for having them are massive. By having a method which can be executed perfectly time after time, you’re standardizing your business model, making it easy to find problems and deal with them. By having an operations manual to store your SOPs and important internal data, you can easily onboard new employees and identify the factors limiting your ability to scale.http://quintadasluzes.com/userfiles/emtp-software-manual.xml

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By detailing the company hierarchy, job descriptions, and parties involved in a given task, you’re effectively keeping everyone accountable for what they need to do, and who they need to talk to if there’s a problem. The knowledge that everyone else knows what you’re responsible for is a brilliant motivator, so your team’s output should also increase. After all, it’s only once they’re collected in a single location that they turn from random files into a coherent document. There’s no question about whether the process you’re following is the most recent version because everything is always up-to-date and stored in the manual. A physical file (a book or folder) will need to have items reprinted with corrections or potentially even a complete re-issue to avoid lengthy and confusing appendixes. Digital operations manuals do not suffer the same problem, giving them an advantage over physical copies. Not enough detail, however, and your team won’t have enough information to correctly and consistently perform the task. There’s not much to explain here in terms of content (since it will greatly vary depending on your size and layout), but you do have a couple of options for how to present it. I’d recommend using a visual flowchart to do this instead though, as all you really need to show here is the order of things, and a single chart is much easier to follow than a long-winded document. While not necessarily job descriptions (although fee free to use them), here you should be going through each role in your business and laying out their responsibilities, skills, who they answer to, and who answers to them. That way if someone isn’t sure as to who to contact about a particular issue (or wants to collaborate over a specific task), they can skim the hierarchy to get an idea of who to contact, then confirm it through the job description. The trick is recording them in a way that’s comprehensive, but easy to follow.http://www.haiyang.co.kr/uploaded/emtek-lock-manual.xml These are best separated into categories (such as “ accounting processes ” or “ editing checklist “) since you should be documenting anything that you need to do more than once to make sure you have a consistent approach to it. There isn’t a huge amount to say here, but to briefly cover it, you’ll need to: You could use a word processor to create and print out physical copies and then store them in a file, but there are a couple of problems with that. Using an appendix can quickly make your manual difficult to use, because rather than being the definitive source for your employees, you’re handing them a convoluted mess of addendums to an outdated process. Unless you only print one copy at a time it will be difficult to recall every existing copy and replace them, leaving plenty of room for human error to sneak back in with an outdated manual. By either creating your own template or using one of our premade items, you can document your processes to run as useful, actionable, trackable checklists. Plus, everything you create has variable permissions to allow access to only those who need it, protecting your sensitive information. If you really want to have a physical copy of your processes to hand out you can also print them out from Process Street, eliminating the one advantage a program like Word may have. Processes can then be inter-linked, and checklist run links can be pasted wherever you want to let you easily run checklists no matter what you’re doing online. Go through the items mentioned above (the hierarchy, job descriptions, processes, etc) and document each of them in turn. That way everyone who will use the manual is involved in creating it, and is more likely to promote its regular use. Plus, having people more experienced than yourself to help you document your processes means that they’re far more likely to represent how the task is actually carried out. There’s always something you can do to boost your efficiency and consistency, whether it’s by using better software or tackling a problem in a different way. Doing this is a one-way ticket to invite disaster once more, as your employees will be more likely to ignore your processes in favor of relying on memory. Your company (and the general population) will thank you for it. Have any horror stories from someone not following procedure. Let me know in the comments below. Find him on Twitter here. Because that’s usually where SOPs and process documents fail — people ignore them. He says that the way to get your employees to used your processes and actually commit to the work you give them is to sell them on the vision and goals behind the company, and to engage them at their level. I’ve spent a majority of a 40-year career writing this kind of documentation either full time or as a “side effect” deliverable for projects where I’m doing process redesign, streamlining, etc. Edit, update, booyah. Done and ready to go for everything and everyone. Within less than 60 days, our support calls dropped by about 30. In many cases the caller would say “oh, I got it” and hang up. I had to train the tech support team first and couldn’t have done it if the manager hadn’t been in the loop and supportive tho. So often they’re written in a vacuum by someone who Yes, that’s sarcasm. LOL) Why? Because the focus was on the bottom line, not the upfront expense, and tech support calls, questions, mistakes (small or large), can be assessed and slashed by 20-60 (or more, depending on what was in place before the project started). I would like to know if you could assist our company to improve our process. Please contact me here: and let me know we “met” on the Process Street blog. Could u send me a list of companies that can provide such service? Can you contact me? THANK YOU ! Great article. ?? Haven experienced costly errors and confusion among staff in my cassava processing business, coupled with the struggle to maintain standards and quality, I knew a need to have a document that will guide our operations. I have attempted to put one together but I was overwhelmed and discouraged because I have neither done or seen anything that looks like one. But reading this article brought so much enlightenment and relief on this project, and it is more of like an answered prayer for direction. Thanks for putting up such great an article up. I have seen first hand how operations can be adversely impacted due to a lack of documentation. I work in IT and I see it again and again where software applications are designed and implemented however, you have a lack of continuity amongst users, or you have what I refer to as Super users that know the application inside and out but they are also potential single points of failure to the operation as a whole. Quite a lot of IT firms use us to make sure tasks are done the same way each time, and to enforce best practices. It’s a very agile tool too, so it’s easy to rapidly update the process for everyone if there’s an improvement to be made. I am going to reach out to the young lady that says she consults for companies and I have this thread to thank.I think that might prove really useful for you. All these programs that make everything easier, doesn’t it all get very confusing in the end if you use a bunch of them. I feel like in order to make our workflow more seamless, we have introduced Slack, Trello, Google docs, a custom ERP solution that also has CRM.I probably work with a lot more tools than my team does, as I have the responsibility to hook different tools up to create a more seamless experience. When we moved a card into there, it automatically ran a Process Street checklist and pasted the URL for it into the Trello card. So the team member only needed to click the link inside Trello. Then the team member would work through the checklist until it was complete and that would then trigger an automation which moved the original Trello card into a different column for Review. If it doesn’t fit well into the flow then people often forget to use it anyway. We’ve moved away from Trello now though as we’ve found it feels a bit limiting as the team grows and we have more things to track and understand. Yes, they may have xxx feature and yyy feature and most don’t do everything well, there are trade offs that can make things really frustrating. Documenting that process, then testing it for reliability, usability, and accuracy is the next step. Required fields are marked. They probably don’t want to stop what they are doing to flip through every page of their instructions. And, if they miss a step and create a defective part, you don’t get any feedback on how to improve your process to prevent that defect in the future. This could include text, images, videos, diagrams, or even CAD files. And, you should be able to track data for every set of work instructions in order to learn how long each operator spends on a given task. Any operator with a computer or ruggedized tablet can access them and automatically share data as they complete their work. I’ll show you what I mean in a minute. Your app can just cover work instructions, or you can choose to also include work orders and inspection data. This guide will show you how to build a work instructions template that connects to these other documents that the operator uses on a daily basis. Here’s how to use one work instructions template to cover all the tasks that an operator must complete at their workstation. Also, since the app automatically tracks completion data, you will not need to ask the operator for a time and date with each work order. This standardized template presents that information to the operator at the appropriate time. For example, you can use a connected barcode scanner to automatically add a work order number to the defect report. This is meant to make it as easy as possible for the operator to find instructions. When instructions and images change their order, the operator spends their mental energy on searching for instructions, rather than doing the work. Experienced operators may no longer need instructions, while new operators might believe that they have mastered a task since they do not get feedback when defects happen later in the process. This will help you set more reasonable expectations for operators, and address problems more quickly when your team is not hitting their goals. It should help everyone align around the same goals, rather than enforce a punishing pace for operators. This allows you to monitor the total number of work orders completed for the day in real-time. You automatically learn how long each operator spends on a specific task, on average. You might want to view the average cycle time for each station. Then, you might want to see the different average cycle times by operator at each individual station. Digital work instructions should provide that data. Members of the finance team need production data so they can project expenses and revenue. Leaders of other facilities can use data from your facility to improve their own operations. An executive may want to view high-level data on their phone while they are traveling, while a plant manager may want a daily summary via email. Once operators start using the app, you can share data with executives and other engineers. Alternatively, you can host your operations manual inside Process Street itself thanks to its templates, checklists, and folders. But for this to work best, your business should also have each procedure that's listed in the manual existing independently as a checklist in a folder inside your Process Street account. By using checklists, you'll ensure that human error is reduced and employees follow processes and procedures correctly. Process Street's workflow automation features — such as stop tasks, conditional logic, dynamic due dates, task assignments, and approvals — make completing recurring tasks efficient and effective. Edit this template to change the text in this section. Edit this template to change the text in this section. Edit this template to change the text in this section. Edit this template to change the text in this section. Edit this template to change the text in this section. Edit this template to change the text in this section. Production System Access This policy also ensures that any changes made to the production system are documented. The roles listed below identify respective responsibilities as it pertains to job functions. ISS is also responsible for reviewing authorisation processes and auditing production systems access on a regular basis. Privileges must be elevated only as long as needed. For example, if a user does not need the root access privilege in UNIX to perform a function, the user should use their normal system ID. The exception must be documented and approved by the system owner or department manager. Information Security Services will evaluate, approve and store exception requests. ISS maintains the right to deny any exception from this policy. Users are responsible for understanding or seeking clarification of any rules outlined in this document and for familiarising themselves with the most current version of this policy. Inspection may be visual, functional, dimensional, specification or other. A tab, label, traveller, checklist, lot or other appropriate method may be used to document the status. See What do we do with Defective Product. Training records shall be maintained and the re-certification cycle identified. Once agreed, the scope sets the expectations of all stake holders so they are clear about what they are going to get when the project is finished. These are central to success and lead to the project developing some form of functional specification against which the project outcome is designed. But not enough effort is spent getting a joint agreement on these documents, and that is where a scope planning and scope development play a key part. Typically the measurements will include one or more of, cost, time scale, quality, or business benefits. You will have heard of the SMART acronym for each objective: Specific, Measurable, Accurate, Realistic and tangible, Time bound (time frame plus date). Each should have a Product Description written. This contains descriptions of the purpose, composition, derivation, and the quality criteria for it to be acceptable to the customer. But it is the responsibility of the project manager to make sure they are captured and agreed. Requirements quantify and prioritise the wants, needs and expectations. They may also describe some aspects of functionality of the project deliverables. This should focus on what is to be excluded from the scope in terms of requirements, objectives, and deliverables. It’s a good idea to create a draft boundary document and circulate it for comments. Or perhaps generate the document from within a meeting with key stake holders. This should document the WHAT and the HOW that will be carried out as part of agreeing successful project closure. The actual criteria used can be taken from a wide choice of aspects, and may include elements such as ease of use, reliability, operating costs, performance data, etc. This should also include HOW the objectives, deliverables and other outcomes of the project are to be approved. A constraint is anything which impedes the project team’s work.Do not use this section to capture a load of disguised risks (although stated assumptions may lead to generated risks). Documenting them at the start of a project helps test these assumptions and get them agreed. Should these assumptions prove to be false at a later date, these captured statements can be used as a basis to plan and manage the way forward. Be sure to have them represent significant points of achievement (or key decision points such as an end-stage assessment). This is different to cost constraints. It refers to the availability of money to finance the project, and this may have an impact on cash flow. It may state key dates when funds are available, these may be dictated by certain completion criteria, and it also state the amount of funds released at a given point. This is usually derived directly from the Requirements document. It is usually highly detailed and created by the specialist team along with input from the customer and users. For ideas refer to the process for tenders and quotes for large orders. Root cause analysis is a step by step approach that leads to the identification of a fault’s first or root cause. Every system, equipment, or component failure happens for a reason. A root cause analysis investigation follows the cause and effect path from the final failure back to the root cause. See Supplier Management. See Customer Complaints. For damages resulting from transit, the delivery carrier shall maintain liability and return the damaged product to the company. In addition, packaging shall be used to ensure lot integrity, prevent contamination and ensure product traceability. These instructions shall include information on cushioning, blocking, crating, cleaning and preserving (i.e., moisture elimination), as required. Heat-sensitive items under temperature control shall be monitored as required. All suppliers will be subject to periodic review to verify that they provide the best combination of quality and price. This is designed to provide both employees and emergency personnel with the proper procedures for handling a particular substance. MSDSs include information such as physical data (melting point, boiling point, flash point etc.), toxicity, health effects, first aid, reactivity, storage, disposal, protective equipment, and procedures to be followed in the event of a leak or spill. Non-conforming product and material shall be placed in a designated area or quarantine. The Handling procedure applies to product and material from initial receipt until final shipping and delivery. Heat-sensitive items under temperature control shall be monitored as required. Maintaining adequate controls over inventory is important to ensure proper balance sheet valuation and recognition of cost of products sold. In the event a business elects to utilise cyclical counts in lieu of a complete inventory, the business is required to request and receive approval from the Accountant. The procedures are not intended to address specific control activities applied by the business or statements of operating procedures. A process, such as sequential numbering, should be utilised to assure all physical inventory documents are accounted for. They may be more frequent at the discretion of the business Controller. A recap of differences should be developed showing the inventory item, the amount on the perpetual records, the amount counted, the unit difference, and the dollar value of the difference. Storage procedures apply to product and material from initial receipt until final shipping and delivery. Expiry dates for product shall be clearly marked. In addition, the condition of the product in stock shall be assessed at appropriate intervals. Heat-sensitive items under temperature control shall be monitored as required. Easy-to-use mobile app to streamline manufacturing SOPs It can be used for manual and automated tasks, and also functions as a guide for safe work practices. Compliance with manufacturing SOPs helps promote work consistency, prevent loss of quality, and retain brand reputation. It can be used by plant operations managers when performing walkthrough inspections to verify worker compliance and note noncompliance. Noncompliance with manufacturing SOPs could result in the following consequences: Failure to comply with manufacturing SOPs may result in inconsistent quality outcomes and unsatisfied clients. Noncompliance makes it difficult to achieve maximum productivity since operational time frames will vary for each worker. Objective performance evaluations are done by measuring actual performance against the standard set by manufacturing SOPs. If management and workers don’t follow the same standard, expectations become unclear and evaluations may be influenced by personal biases. If workers fail to comply with SOPs, they risk making errors that could compromise the quality and efficiency of their work. Noncompliance may put workers at a higher risk of work-related accidents or injuries. Use iAuditor on your phone or tablet and do walkthrough site inspections to ensure that workers are complying with manufacturing SOPs. Take notes and assign necessary actions to address noncompliance.Workers can use this as a guide to prevent missteps and ensure product quality. This can be used by lab supervisors when doing walkthrough inspections and SOP compliance observations. Before writing for SafetyCulture full-time, Juhlian worked in customer service and wrote for an Australian RTO. Before writing for SafetyCulture full-time, Juhlian worked in customer service and wrote for an Australian RTO. In manufacturing, an operations manual explains the steps through which raw materials are transformed into the final product. Its critical role is indisputable. Therefore, they can understand how a product is made without actually practicing it, which may be too expensive or time-consuming.You may have to insert them a lot. So, ActivePresenter makes it easy for you to insert objects. Besides, all of the design elements (shape, text caption, themes, templates, etc.) are ready to use in ActivePresenter. All you have to do is insert them and make some more customizations if needed. Because we’re creating a manual guiding how to make a pencil, let’s get an overview of the process: It contains blank slides where you can add text, images and other types of content. You can also click Blank Project to create a new one. However, a newly created project will appear with a blank slide having a blank theme. Thanks to themes and templates, a project with an uniform appearance is attainable. Using themes gives your final manuals an engaging look. See the next part to know how to change project theme. For those ways as well as for details about working with a project (add new slides, change slide size, etc.), see Creating New Blank Projects. You can use any of them without modification. However, customizations may take your projects go further by providing the better user experience. Besides, customized backgrounds give your project an ordinary look. One is to edit the slide background (modify the Preset Background Styles ). The other is to customize the theme (change theme colors and theme fonts, etc.). In this article, they are images of the material to form a pencil (pencil block, pencil slat, etc.). If there is more than one image, you can use the align tool to arrange them more easily. The slide has the pencil block image inserted. Depending on the content of the manual you’re creating, select the slide with the layout you want. For example, with an operations manual that need content on one side and images on the other side of the slide, the Two Content layout will be a great choice. For the text lines, you can use some annotation objects such shape or text caption. In this example, I use the notched right arrow to create the name of each step: Note that any types of object that can contain text can be utilized: You should make them more meaningful so that users can grab what the slides are about at the first glance. With these two types of output, bookmarks (for PDF) and table of contents (for Microsoft Word) will be created with the slide names. Type the text in the Name box. The slide description will be shown in the document output, right below the slide title. See Creating and Using a Custom Word Template for details. ActivePresenter makes the following popular outputs available: PDF document, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, HTML SlideShow. To remove slides, select them and press the DELETE key. Remember that you can create not only written materials like this but also other lively training materials such as videos, simulations, etc. With ActivePresenter, you will always find a suitable solution for each purpose. By continuing to browse the site, you agree to our use of cookies. Privacy Policy OK. I’ve seen many business owners and CEOs hit rock-bottom when their company expanded from a small team of 10 to a bustling network of 40. What? Isn’t expanding a good thing. Yes! But many times, we aren’t ready for that expansion. A few weeks ago, I was having brunch with my friend, Charlie. As we munched on piles of pancakes and sipped cups of coffee, our conversation moved from college recollections to workday banter. Important note You're probably wondering who we are. Tallyfy is a product that simplifies and automates your business processes. It's the secret to running smooth operations. Instead of creating process diagrams ( which nobody looks at ), documentation (which you can only read and never action), emails, chats and chaos - you can create and run any process in your company within seconds. Settling for basic and cheap project or task management tools is the biggest mistake you can ever make. You get what you pay for. If you try to save a cent - you will lose a dollar. There's a huge difference between process management and project or task management. Processes relieve stress, make things predictable - and help you grow and become efficient. Projects and tasks are just ad-hoc, unpredictable chaos. It's important to understand that context before you carry on reading. You can stop fighting uphill battles every day immediately - and drive more personal success in your career by introducing the modern way of creating, tracking and even enjoying tasks with your coworkers. Anyway. sorry for the interruption. Let's resume the rest of the article. His startup had broken even and was actually making money. They had tripled their team size. Everyone’s dream right? “We’ve actually run into a problem. Everything is the same as before, but our profits are going down. We’re spending money in places we never spent it before. I don’t know what to do.” This fell into my expertise. Charlie wasn’t seeing the problem right in front of him. “How has the employee onboarding been going Charlie. Are you still overseeing every person. That seems near impossible with that many people.” “I wish! I used to collaborate with each team member and go over every piece of work. Now I just have to leave it to their judgment.” And that’s when I jumped in with the magic of operation manuals. Side note Are you interested in truly useful analysis of the latest trends in business tech and ops. Talking from the Trenches is published once every 2 weeks by Tallyfy and it's unmissable. You'll be smarter and better informed automatically. So - don't leave this page without subscribing to it. Please enter a valid email address That address is already subscribed Please confirm you're not a robot. Please check your inbox right now to activate your subscription. Anyway. we'll continue from where we left off above.