The complete guide to creating a training manual (that your employees will actually use) 

What’s the first thing you think of when you hear the words training manual? Perhaps a thin set of instructions, a heavy how-to book, or even a step-by-step digital document? Although all of these formats are still valid and in common use, in a world where technology offers us infinite possibilities, maybe it’s time to rethink the way we train our employees.

Nowadays, a good training manual can be a visually attractive, interactive, and above all practical tool for everyday use. Imagine, for a moment, a manual that not only gives clear instructions but also inspires – one that employees turn to not only because doing so is mandatory, but because they know it will actually help them improve their work. Creating this type of manual is now a possibility and, in this guide, we’ll teach you exactly how to do it.

But first, what is a training manual and what is its purpose?

A training manual is simply a set of instructions designed to improve the quality with which a task, process or job is performed. It’s a guide that, ideally, employees will turn to when they need to know how to carry out a duty in the most efficient and consistent way. Its purpose on a technical level is to offer strict guidelines and define procedures, but it should also serve to reduce the employee’s learning curve, minimize errors, and promote consistency.

The benefits of implementing a training manual within a company

Training manuals are not simply informational documents, and their impact can go much further. When implemented correctly, they become a valuable tool that can help optimize performance, increase productivity, and improve the overall employee experience. Below, we explore some of the key benefits of implementing training manuals within an organization:

  • Reduced errors: A well-structured training manual gives employees all the information they need to carry out their tasks in the most efficient manner. By following a set of clear instructions, they are likely to make fewer mistakes and deliver more consistent results.
  • An accelerated learning process: Training manuals also significantly ease the learning curve for new employees, or those who are assuming new responsibilities.
  • Ensuring quality and consistency: By standardizing procedures and guidelines, manuals help to ensure that all employees, regardless of their experience level, perform their duties to the same quality standards.
  • Fostering autonomy: With a comprehensive guide at their fingertips, employees will no longer rely on peers or supervisors to oversee each task they perform. This fosters employee autonomy, while simultaneously strengthening their confidence.
  • Increased productivity: If employees are able to find answers to their questions quickly and in a flexible way, then they can focus more on their work – instead of searching for answers through other, slower means. This results in a more agile and productive work environment.
  • Enhanced employee experience: When an employee is properly supported with all the tools and resources they need to carry out their responsibilities, they feel more motivated, as well as more valued by their company. This contributes to a more positive work environment and improves talent retention.
  • Greater adaptability to change: Training manuals are relatively easy to update, which makes them ideal for reflecting sudden changes in procedure, new policies, or even the adoption of new technologies. Because they can be updated quickly and easily, employees will always be aware of the very latest company guidelines.

Types of training manuals

In general, companies create different types of manuals for their employees depending on their needs. For example, they may wish to onboard new employees, teach them how to carry out updated operating procedures, or educate both employees and customers on the latest products or services offered by the company. While all of these goals involve some form of education, they would require different manuals. Therefore, understanding what the most common types of manuals are will help you decide on the best option to match your needs. Below, we discover more about each one:

Employee training manual

These are the most common manuals in the corporate world and are designed to help employees, especially new ones, to carry out their responsibilities. They can cover everything from specific tasks to new systems or procedures, right through to company policies.

Project training manual

This type of training manual is more focused than a general one, as it is designed to cover a specific project. It acts as a guide or roadmap, helping professionals to undertake a project from start to finish. Content typically includes both the objectives and important milestones of the project, so that employees can see the way through and accomplish their goals in the most efficient way.

Task training manual

These types of manuals go into great detail on the specific workings of a task. They usually include a thorough step-by-step guide on how to perform it in order to obtain the expected results. This type of manual is ideal for tasks that require precision, for example, opening and handling a customer case, making a post on the company blog, or registering on a corporate platform.

It’s also one of the most valuable manual types, since employees will use it either to learn or review a specific task. Having easy access to this knowledge improves productivity, but also helps to avoid interruptions and delays.

Supplier training manual

Training manuals for suppliers are also very common, especially in companies that frequently work hand in hand with external agencies. Marketing agencies or distribution companies often have close relationships with suppliers that make these manuals indispensable.

This type of manual provides a supplier with all the key information – such as specific policies, codes of conduct, systems or procedures – they need to collaborate with a company. Using it, they can familiarize themselves with the expectations and values of their professional partners and work together harmoniously.

How to create a training manual

The process of creating a training manual is very simple, especially if you have the right tools and a solid approach. Below, we’ll explain exactly what you need, and walk you step by step through the process of creating an effective training manual.

What should a training manual include?

Every training manual must include a set of essential elements:

  • An introduction that gives an outline of what employees will find within the manual.
  • The goals and objectives of the training. Specifically, employees should know what they can expect to achieve after completing it.
  • Properly structured learning content, broken down into logical stages.
  • Resources and references that employees can use to expand their knowledge.
  • Assessments or practical exercises which allow them to test their skills and understanding.

Step-by-step guide to creating your training manual

Step 1: Choose the right tool

Nowadays, creating manuals doesn’t have to be limited to typing text in a Word document. There are various tools and pieces of software available on the market, such as authoring tools, that can help you create an attractive, interactive and above all effective manual.

One such tool is isEazy Author, which allows you to create a wide range of projects, courses, manuals and tutorials, featuring ready-to-use resources, images, videos, exercises and games that motivate and engage employees. What’s more, you can include screen recordings, videos hosted by virtual presenters, and translate your entire project into multiple languages for global use.

Step 2: Define your purpose and audience

With the right tool in hand, it’s time to clearly define who your manual is intended for, and what its purpose is. The first step is to determine which type of manual you need. Is it one to instruct employees in the use of a new tool? Or perhaps one that details the steps of a specific operational process?

Next, identify your audience. Who will be using the manual? Will it be new employees going through an onboarding process, or more experienced staff in need of a refresher? Don’t forget to consider what context the manual will be used in – online training, independent learning, or as workplace support? Defining these aspects of the manual will help you create more relevant content.

Step 3: Plan your manual’s content

Planning is key when it comes to creating a coherent and effective manual. Start by organizing the topics you want to include into the order you think they should follow. Try to structure the content in a logical way that is easy to proceed through, and consider at what points it may be best to include practical examples, videos, interactive resources or assessments. You’ll also need to decide how much detail each topic needs to go into, so that you can provide clear information without overwhelming the audience.

Microlearning or Macrolearning? At this point you may want to ask yourself which approach you’ll use to deliver your training content. Depending on your employees’ specific needs and preferences, you can choose between microlearning or macrolearning.

Microlearning is the strategy of breaking down content into bitesize learning units that are easy to consume and recall. This approach is ideal for training employees in specific skills, as they’ll be able to access the content quickly and flexibly, in a way that matches their learning pace and availability.

Macrolearning, on the other hand, is a more traditional and comprehensive approach, where content is presented in longer, more substantial formats such as full courses or extensive training manuals. This method is best-suited for topics that require deep understanding and the awareness of a broader context. Examples could include a complete induction on company culture and values, or a course on understanding a new system of management.

Step 4: Select the best presentation format

The way you choose to present your manual also has an influence on its effectiveness. Will it be a digital manual accessible from any device? Or an interactive course featuring dynamic modules? Depending on the type of manual and intended audience, you can choose from a range of different formats, from downloadable PDF manuals to e-learning platforms with full multimedia effects.

Remember that a visually appealing, interactive and easy-to-navigate format will not only make the learning experience more enjoyable, but also motivate your employees to use the manual more frequently.

Step 5: Develop your content

With your software chosen, your goals and audience properly defined, and your approach in place, it’s time to develop your content. This step is where ideas come to life and can be expressed through a useful and engaging format. Keep the following points in mind:

  • Use simple, straightforward language that anyone can understand. Avoid jargon or technical terminology unless it’s essential.
  • Include visual elements that improve knowledge retention. Add charts, infographics, images, videos, and even games – these all reinforce written content and make it easier for employees to digest.
  • Real-life case studies or practical examples are useful resources that will help employees to better understand the expected outcomes of the training.
  • Request feedback from colleagues or team members, and analyze it to ensure that your content is clear, relevant, engaging and useful.

If you follow these steps, you’ll be well on your way to creating an invaluable resource that not only educates, but also inspires and motivates your employees.

Common mistakes when creating a training manual, and how to avoid them

When embarking on the creation of a new employee training manual, you may be in danger of committing certain mistakes that could compromise the effectiveness of the project. We don’t want this to happen to you, so below, we’ll share some of the most common mistakes you should avoid when creating your manual. This way, you can ensure that it is not only useful, but also appreciated by your employees:

1. A lack of clarity in objectives

Mistake: All too often, training manuals are created without giving employees a clear understanding of what they are expected to achieve. This can easily result in confusing or irrelevant content.

Solution: Before you begin creating the manual, clearly define its objectives. Ask yourself, ‘what skills or knowledge should employees gain from the manual?’ And ‘how will they apply this information to their daily work? A clear focus at this stage will guide the entire creation process.

2. Overly dense or technical content

Mistake: It’s easy to fall into the temptation of including too much information, or using complex technical jargon that can overwhelm employees.

Solution: Opt for clear and direct language. Break information down into manageable pieces and use concrete examples to illustrate points. Remember, the purpose of the manual is to help employees to understand and retain the information they need.

3. Ignoring differences in learning styles

Mistake: Assuming that everyone learns in the same way could make your manual less effective.

Solution: Include a variety of different content formats. Combine text, images, videos, and interactive exercises to accommodate different learning styles. This will ensure that the manual is inclusive and engaging for all readers.

4. Failing to update content

Mistake: Creating a manual and leaving it unchanged for years is a common mistake. Failing to update the manual on a regular basis could lead to information becoming obsolete.

Solution: Set up a schedule for regular reviews, to ensure that the manual’s content remains relevant and up-to-date with all the latest policies, procedures, and technologies. Invite employees to give consistent feedback so you know which parts need to be revised.

5. Neglecting user feedback

Mistake: Ignoring the opinions and suggestions of those who will be using the manual is likely to result in an impractical resource.

Solution: Collect feedback before, during and after creating the manual. Not only will this help you to identify areas for improvement, but also instill a sense of ownership in employees, who will in turn feel more motivated to use the manual.

All the e-learning tools you need to create a great training manual, in just one place

Are you ready to create your own effective, inspiring training manual? At isEazy, we offer you the best e-learning solutions to help you create training adapted to your specific needs. Design your manual with our authoring tool, isEazy Author, which allows you to integrate a wide range of interactive multimedia resources. Adapt to new learning methods with isEazy Engage, our mobile training app, to offer continuous learning on the go. Or, share your corporate knowledge through isEazy LMS, a new concept of training platform designed to present content in a uniquely dynamic and flexible way. Request a demo today and try out all our solutions – you can use them separately, or combine them to take your team’s learning to the next level.

Frequently Asked Questions About Training Manual

What should an effective training manual include?

An effective training manual should include: a clear introduction; learning objectives; well-structured content; practical examples; visual aids; and assessments to measure progress. It should also be easy to navigate and accessible.

What is the best platform for creating a training manual?

The best platform for you will depend on your specific needs when creating a manual. Tools like isEazy Author allow you to create interactive and visually appealing manuals to match your objectives. Additionally, an LMS can assist you with both creating and distributing your content, ensuring that employees always have full access to the training they need.

How can I ensure that my training manual is easy to follow?

To ensure that your manual is easy to follow, use clear and direct language, structure the content in a logical sequence, and employ visual aids that facilitate understanding. It may also be helpful to request feedback from the employees who will be using the manual.

How long does it take to develop a training manual?

The time needed to develop a training manual can vary depending on its complexity and what type of content you wish to include. Proper planning and the assistance of a collaborative team can help you to streamline the process. However, having an agile, easy-to-use platform with productivity-boosting features like isEazy Author at your fingertips will help you create manuals in no time.

How often should I update the training manual?

It’s generally recommended to review and update the training manual at least once a year, or more frequently if there are any significant changes in company policies, procedures, technologies. Employee feedback can also reveal when updates are necessary.

Elizabeth Aguiar Chacón
CONTENT CREATED BY:
Elizabeth Aguiar Chacón
Content Marketing Specialist at isEazy

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