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How to create a personal user manual for work | Atlassian.How to foster psychological safety with a personal user manual |
A personal user manual for work (everything you need to know) | .
Personal User Manuals can shorten the learning curve for new employees joining a team. As such, leaders have found it useful to incorporate them into their team onboarding processes or team offsites. When used appropriately often as a seeder for more in-depth, live conversations with teammates , a Personal User Manual can help a team to:. Just the act of creating a Personal User Manual can help build the kind of self-awareness that Dawn Sharifan, Coach, Leader and former Head of People at Slack, considers an essential management trait.
Revealing personal details in a Personal User Manual can feel quite vulnerable or even uncomfortable, particularly for new employees who are still building their confidence and finding their place on a team. Treat Personal User Manuals as a jumping off point for discussion.
Make time to answer any questions or address any concerns that your employees may have before they begin the process of drafting their manual, and be sure to review and discuss as a team, encouraging compassion and empathy.
Personal User Manuals are most effective when they are short, succinct, and scannable. Ideally they should fit on a single page and the text should be active and engaging, including topics like:. The template below, created by the Organizational Effectiveness team at Slack, offers a starting point to customize for your team or organization.
The template includes essential topics about how you work with others. More importantly, it aims to push you and others to be more open and vulnerable about your needs and foster deeper connections with your team. A personal user manual is a shortcut to a deeper understanding of one another in our own words which allows us to communicate and collaborate in a much more effective, efficient, and enjoyable way! My idea of fun probably isn't the same as yours!
Some people like to analyse before talking, others like me sometimes blurt out the first idea that pops into their heads. Communication is the key to effective personal and work relationships and this acts as a great tool to facilitate those conversations! Rather than making assumptions about how people best work, we can simply ask instead! Open up a text editor, grab a template from below, and start writing! I'd encourage you to spend just 5 minutes with a template or blank doc and just start writing.
I spent ages overthinking things but as soon as you start writing you'll find that words start flowing.
Even if you don't feel comfortable sharing it with others just yet they're a really powerful form of developing self-awareness on their own! By thinking about how others perceive us we can learn some really interesting things about ourselves too. So if you want to take defining your user one step further, I would suggest you visualise your user in the form of a persona.
When creating a persona you are giving your user a name, age et cetera, so it becomes a real person that represents your user. Typical problems might include: installing the product, using the product, using the product safely, maintaining the product and disposing of the product. I asked Philip to identify the problems and solutions that his user might encounter during the product lifecycle. In order to do so, I created another template for Philip. Our user manual templates are compliant with this standard.
Action: Use this template and the instructions on the first tab to identify the problems your user might have during the lifecycle of your product and present their solutions. Philip has now identified the problems a user might have with his product during its lifecycle and he has now thought of the solution to solve the problem.
In other words: Philip has defined the topics for his user manual. Each topic can only be about one specific subject, has an identifiable purpose, and must be able to stand alone.
A user wants to solve one problem at a time. A topic will become a section in the user manual. It can be a chapter or a sub- paragraph. As soon as a user is looking for an answer to his problem, he will use the table of contents to find out how to navigate to that answer. I asked Philip to structure the topics and define their place in the user manual, by assigning a certain topic to a specific chapter or sub- paragraph.
You have now created the Table of Contents ToC. The ToC is the outline of your user manual. Each topic in the user manual gets its own heading. The headings are the sub- titles that precede the actual text.
They appear in the ToC, so the user can navigate to the needed information. Because the ToC entries play such an important role in helping your user find their way, and to help them skip what is NOT important, they need a bit more attention.
Basically, you should try and work with three levels of headings: first-, second- and third-level headings. The first-level heading describes what the entire chapter or section is about e. A third-level heading uses noun-phrases e. Packaging contents and Tools to be used.
Meaningful Headings tab. Dependent on the market where your product is placed in or put into service, and dependent on the product group your product belongs to, specific legislation applies to your product. These requirements also include requirements on the content of your user manual and safety instructions. In order to sell your product in a specific market, you should make sure that your user manual complies with these requirements.
These two articles below will tell you how you can find out exactly which legislation applies to your product for the European and U. Pro tip: when there is a Declaration of Conformity available already, you can find the applicable directives in there. Philip didn't need to conduct these steps, as the template he used already contained the legal content as required by the relevant directives.
For his product, it means that the following information is required for the user manual for his product:. This standard has been harmonised in the EU. Compliance with harmonised standards provides a presumption of conformity with the corresponding legislation! I have also created an IEC checklist that can be used to double check that your user manual complies with this standard.
In order to create an internationally compliant user manual, you should always make sure your manual meets the EU, US and requirements. I asked him to adjust the table of contents of the template according to his own table of contents.
Without removing and mandatory elements of course Do you remember from step 4 that I asked to start the numbering of the sections with chapter 4? Once you download the user manual template doc yourself, you will see that a few standard chapters have been added, as well as some appendices. The purpose of your product, or better: the intended use, is the heart of a user manual and forms the basis of ensuring the safe and healthy use of the product.
The way the intended use is described also determines your liability and affects the further contents of the user manual. The most legislation requires you to include a description of the intended use in the user instructions. The international standard for user instructions, the IEC , provides the following definition for the intended use:. An exhaustive range of functions or foreseen applications defined and designed by the supplier of the product.
By describing the intended use you determine the safe envelope of the product. And once you have determined the intended use, you can focus on providing only those safety and user instructions for how to use the product within the given envelope.
Additionally, to the intended use, many more standards, directives and regulations also require you to include a description of the reasonably foreseeable misuse. For example, the reasonably foreseeable misuse of an aggressive detergent could be the use of it in a food processing environment.
Paying too little attention to describing the reasonably foreseeable misuse will affect a company's liability. If the defectiveness of a product needs to be determined, all circumstances will be taken into account. That includes the reasonably foreseeable use of the product. The description of the intended use determines which instructions are given in the rest of the manual. For example, if a cooling system is only used for cooling certain medications, then only these procedures need to be described.
When it could reasonably be foreseen that the cooling system may be used as a system to cool organs, this should be described in the instructions. By doing so, you, as the manufacturer, will limit your liability and you can focus on only describing how to use the system to cool medicines. Figure 1. Reasonably foreseeable misuse?
Even though the intended use has now been clearly defined, this does not mean that using a product is completely without any risks. To identify the hazards that come with the use of a product, you can conduct a risk analysis. A risk analysis can also be mandatory for certain product groups, such as low-voltage equipment, toys, machinery and equipment for use in explosive atmospheres. Standards, like the ISO , have been developed on how to conduct a risk analysis. According to this method, there is the following hierarchy of risk-reducing measures:.
This means that the user guide should warn of any residual risks related to the use of the product. This is done with safety warnings. A good safety warning describes the nature of a hazardous situation, the consequences of not avoiding a hazardous situation and the method s for avoiding it.
Rotating parts. Risk of serious injuries. Keep hands clear. Then you want to warn the user where a hazardous situation might be encountered. Do this. Do that. This is embedded safety messages. General text general text general text. In the EU, depending on the kind of product, it might be allowed to provide only the safety information in printed form and the rest of the information online. Action: conduct a risk analysis and craft your safety messages using this template.
Now I asked Philip to create all other content, such as the procedures, technical specs and legal information. Again, for most product groups there are paid templates available which might make the work easier.
These templates contain all legal texts, mandatory disposal information, copyright statements and comply with the IEC standard on user instructions. When using the template for crafting the safety messages, I asked Philip to indicate whether a safety message is a supplemental directive, or should be placed as a grouped, section or embedded safety message. A user manual should give assistance to people by providing information about how to use a product. The crafting of meaningful headings is one of the tools that aid users in finding information.
Philip has now created the draft version of his user manual, using the user manual template. We call this version the textual content design. As Philip has a business partner and a developer with in-depth technical product knowledge, I asked Philip to let them review the work so far.
Both his business partner and the developer provided feedback. Philip used this feedback to optimize the user manual. Action: Send the draft version of the user manual to anyone within your team who might be able to deliver feedback. Ask them to combine all feedback into one document before sending it back to you.
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