Operations Manual – Use an Operations Manual Template

If you are creating an Operations Manual, you will already know this is a mammoth task. Don’t lose hope. You can actually create your operations manual relatively easily if you approach it with an open mind and persistence.

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What is an Operations Manual – Operations Manual Definition

What is an Operations Manual?

Wikipedia describes it as:

“The operations manual is the documentation by which an organisation provides guidance for members and employees to perform their functions correctly and reasonably efficiently.”

https://en.wikipedia.org/wiki/Operations_manual

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Operations Manual Template – Definition

An Operations Manual Template is a structured document that provides detailed information and instructions about how to perform various tasks, procedures, and activities within an organization or a specific department.

You could have an operations manual for each area of your business or an overall operations manual if your business is relatively small. For example, if your business has numerous departments like a marketing department, a human resources department or a sales department, then all these areas will come under ‘operations’.

You need your team to deliver in all these areas, structuring the operations of each area using an operations manual is going to be the best way to do it by far.

Having a detailed operations manual for each department in your business is essential for your business to operate efficiently. Just try operating a business without one and see how that goes.

If you operate a small or medium business, having an operations manual is going to make a huge difference to the performance of your organization. These types of documents explain a lot of detail for your team to follow. They are also documents that are constantly updated.

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Operations Manuals are a Huge Undertaking

If you are creating an Operations Manual, you will already know this is a mammoth task. Don’t lose hope. You can actually create your operations manual relatively easily if you approach it with an open mind and persistence.

The best way to do this is to get your team to help you. You need the resources to gather the information and help you collate it in a way that makes sense. So take the time to plan it first.

An operations manual is going to contain a lot of information about your whole business. From procedures through to marketing through to finances. It certainly is a huge task to create one.

Create the table of contents first and you will be well on your way to planning it out accurately and efficiently.

Create the table of contents for the operations manual, and you’ll be well on your way to creating a useful structure for your final document. But first, let’s take a closer look at why these documents are important and what this essential document includes.

Want to Save Massive Amounts of Time?

Use our Operations Manual Template. This will save you a massive amount of time. 7 typical business pillars to get you underway in minutes instead of months.

A Video of the Contents in Our Manual

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Why is an Operations Manual Important and do I Really Need one?

Creating and using a small business operations manual template will be one of the most important things you can do for your business. Don’t get distracted by digital marketing, glossy brochures, performance ‘gurus’ or the latest software.

These things might be important, however they are no where near as important as developing your business in a systemic way so that when it operates, it runs like clockwork. You don’t need a performance coach to tell you this. You just need to get on and do it.

‘Operations’ or the ‘Operations Manual‘ is the system that achieves this. Creating and developing this important aspect of your business will determine the direction of your organization, improve the way your team work together, improve moral, improve profit and importantly provide for your family, your team and suppliers.

Developing an Operations Manual is no easy feat. It takes hard work. It takes time and energy and is something that can constantly be changing. If you really want to save money, then finding a free operations manual template will be the best way to get your system underway for little cost.

Be warned though, this will take extra effort and it is likely that just purchasing an already made template will not only save you significant time but a ton of money in the long term as well.

So below are some important reasons operations manuals are so important and why they are a ‘must have’ for any business. These are:

• It documents the rules, benchmarks and expectations of the business and business owners
• It sets guidelines so everyone is treated fairly
• It outlines the purpose of your business and sets direction and scope
• It allows the business owner to delegate easier and have some confidence that things are getting done the way they should be done.

We take a look at the options available online in this article below. If you are on the look out for a free operations manual template, then read on below.

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8 Important Pillars – Operations Manual Example

Most businesses have similar core elements to ensure they operate effectively. Obviously as they get larger, these areas will expand, however the basics are typically several areas of operations that can be broken into groups for easy identification and management.

The following 8 areas identify areas of operations for any typical business. Focusing on these areas as a start will allow you to create a relatively comprehensive Operations Manual and get your business systems underway.

These 8 core pillars of operations are:

Business Introduction

We believe you need an introduction to your business is appropriate as it identifies firstly the business, but also the owners and management of the organisation. It simply makes people feel welcome which is hugely important.

Vision and Values Manual

This Vision and Values section outlines the ‘Vision and Values’ of your business, sets direction for your team and allows you to think of the big picture.

What your business is all about is one of the most significant aspects of having a business. Why have you created it? What is your direction and where are you going? Communicating these things to your team, suppliers and stakeholders should be the first aspect you consider when creating an operations manual.

Set the direction for your organization.

Administration Manual

The Administration section includes everything to do with operating the administration side of the business. This includes things like general tasks such as answering the phone and providing stationary and facilities for staff to use on a daily basis.

This particular part of the Organization is important because it helps the business to operate smoothly.

Provide a comprehensive resource for administration aspects of your business.

Finance Manual

The Finance Manual includes everything to do with finance such as approving monies to be spent, purchasing transactions, team credit cards and invoicing and debt collection.

This particular aspect of a business is crucial to ensure cash-flow and ensure the business has suitable funds to keep operating.

Finances and ensuring accuracy and accountability is crucial to business performance.

Human Resources Manual

The Human Resources section of a business can be complex and demanding. This part of the business deals with team contracts, entitlements, team member concerns and behavior.

There are plenty of standards that need to be met in this area of the business and are often dictated by law. Often one of the harder parts of a business this area often needs a specialist.

People are your most important asset.

Operations Process Manual

Operations need to be completed accurately to ensure product or service quality.

Operations are the core of your business and the product or service you provide. Documenting your process is one of the most important things you can do for your organization. It has far-reaching effects into all areas of your business.

• Your operations process manual should detail how everything is done within your business. From quality control to cleaning the factory floor or cleaning the office, it doesn’t really matter, everything should be documented.

• As you can imagine this is a huge undertaking. However don’t expect it to be done quickly just expect it to be done thoroughly. Every time you document a process or procedure you save a significant amount of time the next time somebody needs to complete that task.

• This is particularly important when new team members start in your organization. However it doesn’t apply just to new team members it applies to existing staff that have been there for a while as well. Having processes and procedures documented ensures a good quality outcome for your product or service.

• Even existing team members that have been in your business for a long time need to be reminded on how to do things correctly. If your business is complex then these tools are necessary reminders to get things done to the standard you expect.

• Can you expect to be delivering a high quality standard if you don’t have any rules or documentation to follow? It simply won’t happen because people will apply their own personal standards to their jobs. Everybody is different and everybody’s standards are different and so this is where operations processes and procedures come into play.

All of your operations and processes should have quality control checklists. This ensures that the quality leaving your business is of the highest standard. Everybody misses things particularly when there is a lot of details to be captured and therefore checklist are an awesome tool to ensure that quality is met

Emergency Manual

An Emergency Manual is a definite inclusion for your Operations Manual. This type of document explains in detail what should be done should there be an emergency that impacts your business.

It includes actions and procedures to take in the event on an emergency.

Often a legislative requirements so this is a ‘must have’.

Marketing Manual

The last part of the Operations Manual is the Marketing Manual Template. Marketing can take a significant amount of resources. This manual aims to provide standard procedures and guidelines for marketing your business.

Generate more work through your marketing team with accurate guidelines. The last part of the Operations Manual is the Marketing Manual Template. Marketing can take a significant amount of resources. This manual aims to provide standard procedures and guidelines for marketing your business.

You might need additional areas for your business, however if you just start with the above, you will be well on your way to creating something of value for your organization.

Within each area there is likely to be a lot of detail. If you have particular personnel in your business that manage these areas then it would be ideal to get their input and ask them to take charge of their section.

With your guidance you will soon create a significant Operations Manual that will become an extremely useful tool that you can use daily and provide to new team members when they arrive in your business.

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Operations Manual Table of Contents – Plan Ahead

So the table of contents will help you plan your document. If you list our each section and then sub-sections you will quickly be well on your way to creating a document that is useful and relevant.

The last thing any business needs is useless paperwork that no one reads or uses. This occurs in many organization. It doesn’t have to in your business.

Just create something that is relevant, clear, easy to read and easy to update and use.

What Should be in your Table of Contents?

It will really depend on your business, how complex it is, what you produce and how it operates. However, you can pretty well assume that you will need the basics such as Vision, Finance, Operations and Marketing at the very least. Take some time to get together the main pillars of your business.

There isn’t any right or wrong way to do this. It comes down to your organization and how you want to structure it.

Operations Manual Template Table of Contents Sample

Looking for a Operations Manual Template Table of Contents Sample? Review this sample below. This is a basic operations manual outline sample for a typical business, so it may not apply to your business.

But generally, there are aspects of most businesses that are the same. Depending on how large your business is will depend on how detailed your Operations Manual is.

A really brief outline of a suitable table of contents is:

• Welcome to your business
• About the company
• History of the company
• Values
• Workplace Information
• Workplace Requirements
• Health and Safety
• Equipment
• Marketing
• Finances
• Human Resources
• Competitive Analysis – Target Market
• Safety and Emergencies
• Procedures
• Culture and Team

You may need to break your operations down into the pillars as mentioned above or just use a simple document like the table of contents below.

Either way, you should start off by setting the direction of your business with a Mission and Vision and then progress to the general details and safety requirements. Then, after that you can jump into standard procedures and detailed tasks. Finally, summarize it at the end.

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What is the Easiest and Fastest Way to Create an Operations Manual?

So if you need something quickly the absolute fastest way is to start creating one with Microsoft Word. However it certainly will take a long time. That is why you could also buy one if you want to save a ton of time.

Want to Save Massive Amounts of Time?
Use our Operations Manual Template.
Read More

Start planning it out by creating a table of contents about how you want it to look and then engage with your team to create each area based on their expertise.

Using your team is going to save you massive amounts of time. It doesn’t have to be built all in one week. It will take months of work before you have something that is worthy of using. (Unless you buy one). So engage with your team and get their help to create it.

You might need to look at the bigger picture when you start. For example, a crucial decision is how are you going to deliver it? What format will it be in? Will it just be a MS Word document or are you going to create a super-intranet system?

Either way, if you get your team to help, before you know it, you will have a comprehensive Operations Manual. You team will want to use it because they helped create it. They will find it really helpful in their daily tasks and best of all, the performance of your business will skyrocket.

It’s worth the effort. Believe me, it will make a difference and you will be glad you started.

How to Write an Operations Manual – A Fast Solution

There is a ton of work to develop an Operations Manual even if your team help you. You could use operations manual software. However this is likely to cost a lot more. If you want to speed up the process then purchase a template and be done with your operations Manual in a matter of days instead of months.

An operations playbook template or a operational manual template, these types of documents can be labelled differently, however are really the same thing. The important part is to find a sample operations manual or operations manual example that you can use for your business.

Save a ton of time by using our Operations Manual Template. Create your manual in a matter of minutes instead of months.

Operations Manuals can take a long time to develop. They include every aspect of your organization. This is a massive undertaking. If you are searching for an Operations Manual Template that suits your business, then it could be a very difficult thing to achieve.

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Systemize Your Business Fast

If you are serious about developing your business in a manner that provides a positive, healthy return for you the owner, your team and your suppliers, then no doubt you will understand the importance of constantly improving the operations of your business to ensure it meets your goals.

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What is the Best Format for an Operations Manual?

There are generally two options you have to create your operations manual. A paper/printed manual or a digital operations manual. There are significant benefits of having a digital operations manual including it will be cheaper to create and can easily be updated by numerous people.

A paper based manual might be easier for simpler tasks for team members who are not sitting behind a computer. However, it wouldn’t be too difficult to set up a kiosk for your team to use even if they work on a factory floor, in a warehouse or even in a coffee shop.

Really, a paper based operations manual is likely to be unsuitable for business since technology has rapidly evolved.

It is also important to remember that an operations manual is not a training manual. However, the overall operations manual may include the training manual within it. Really, an operations manual is the business as a whole and includes all departments. It would make sense to create it that way anyway.

What Does Your Business Look Like?

There is no set way to do this stuff. It depends on your business. The best way would be to keep it simple. So many things have become over complicated The best thing you can probably do is keep it as simple as you can within the realms of what you produce or deliver.

Overall, probably the best term for all of these documents is an Operations Manual and everything else come beneath this. Seems to make sense right?

The important thing is that this type of manual is a document that helps you operate your business. It can become really detailed. It can become really extensive and they usually take a long time to develop.

However, you can purchase ready made templates to speed up the process of creating your operations manual quickly, efficiently and cost effectively so you can get on with the task of operating your business.

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What Should an Operations Manual Include?

If you are a small business, we believe an Operations Manual should be relatively simple. However, there probably needs to be several sections to include in your Operations Manual.

Minimum Requirements

At the minimum a number of sections such as the following are typical to any type of business.

Business Introduction
Vision and Values
Administration Manual
Finance Manual
Human Resources Manual
Operations Process Manual
Emergency Procedure Manual
Marketing Manual

Including all of these sections in your Operations Manual will ensure you grasp each area of your business and set it off heading in the right direction.

When newcomers enter your business, they will fall under any one of the operations manual areas, and you can get them to develop their own areas as your business grows.

Statutory or Regulatory Requirements

There might also be statutory or regulatory requirements for specific content that is needed in your operations manual. However this will depend on the type of business you operate. These parts of a manual typically require authorization and are normally controlled documents.

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Download our Comprehensive Operations Manual Template

Review Digital Documents Direct Operations Manual Template. Get a Bonus 50 FREE templates when you purchase our Operations Manual Template.
Click the image below to read more.

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Where Can I Find a Free Operations Manual?

OK, so if you are really trying to save some cash you might be able to source a half decent operational manual template online for free.

If you’re looking for an operations manual template free download, it could be quite difficult to try and find one that suits your business specifically. If you do a quick search on Google you will find plenty of templates it our examples of operations manual from other companies. These aren’t really free operations manual templates because all they are are examples from other organizations.

Chances are a Free Operations Manual Template isn’t really going to deliver. Getting something for free isn’t necessarily better than paying for it because the quality and value of a product or service often correlate with the price.

Download Our Free Basic Template

Download our basic Free Operations Manual Template. Click the link to download MS Word File. No Sign Up. No Obligation. Just free.

If you’re really looking for a good Operations Manual or a sample operations manual for small business, then you probably need to consider purchasing one from the many options available online.

As these documents are complex there are probably not very many good available free options.

You can’t expect free to be awesome. You might find something half suitable that you could amend to suit your business, so if you have a fair bit of time check out what you can find online to save your hard earned money.

When you pay for something, you have a vested interest in its quality and functionality, which can lead to better customer service, higher-quality products, and ongoing support. However, a Free Operations Manual Template might be a good way to start your operations manual though.

If you are looking for a free operations manual template that matches your business exactly, then this is going to be difficult. Businesses can be complex and although the principles are relatively similar, not many businesses are an exact match.

You Need the Detail

If you drill down into the detail, an operations manual or business operations could mean several different things. For example, does it mean just the operations part of the business such as the factory floor or does it mean the whole organization?

Well it really depends on who is writing the content, article or whatever they are trying to communicate. For example, check out Shopify’s explanation of an Operations Manual. They think it is everything collectively in the business that keeps it running and making money.

Documents with the Same Purpose – Google Ads Keyword Tool

However, if you do a Google search using the Google Ads keyword tool, a few related ideas pop up. See the image below. Click to enlarge.

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So an Operations Manual could be known as several different types of documents with the same purpose.

Training Manual, Reference Materials, Technical Manual, Supply Chain Manual, Maintenance Manual, Development Manual and Management Manual.

What about Marketing Manual, Policy Manual, Procedure Manual, SOP Manual, Operational Policy Manual and the list goes on and on.

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Will Anyone Even Use Your Operations Manual?

Yes and no. It really depends on how you set it up and how easy it is to use. Here are some ways you can ensure it is actually going to be used.

Activate your Team to Create the Manual

You cannot create your manual all by yourself. It will not only take a lot of time, you will probably get parts of it wrong. Utilize the experts in your business and delegate sections of the manual to the relevant personnel in your organization. They are the best people to create your manual with you overseeing the process and content.

Use an Easy to Access and Use Interface

If you are starting out at the basics, MS Word will do the trick. However, it could become pretty big very quickly. It will then be time to find some sort of online system that is cost effective and concise to allow you to create a more detailed system.

It will need permissions to restrict personnel from confidential areas of the system, the ability to easily update and add content, and a good backup system as a minimum.

Lead and Delegate

You the owner and leader of your team should drive your business forward using the Operations Manual. As owner, you need to be the one encouraging your team to use it. This will ensure quality is kept to a high standard at all times.

If you the business owner and leader of your organization is not really interested in creating and using your operations manual, then it will never work. You need to be committed to creating it and using it every single day.

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Operations Manual Template Word

Creating an operations manual in Microsoft Word is a straightforward process. Creating an operations manual template in MS Word is a good idea for several reasons.

• First and foremost, it provides a structured and organized way to document crucial operational processes and procedures within an organization.
  
  By using a standardized template, businesses can ensure consistency in the format and content of their documentation, making it easier for employees to access and understand important information.

• Additionally, an MS Word template allows for easy customization to suit the unique needs of a specific organization. Companies can tailor the template to include industry-specific procedures, branding elements, and compliance requirements.
  
  This flexibility ensures that the operations manual remains a dynamic tool that can evolve with the organization’s changing needs.

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Corporate Operations Manual Examples

Large corporations obviously have the operations manual gig going well. They have everything documented and typically run each department through their system manuals.

If you really want to build your business then take a look at how large corporations operate. You can easily find some of these manuals online with a simple Google search.

After-all, this is a good way to determine what works and if you can take some inspiration for companies that are succeeding then you have more chance of your business operating in a manner that is efficient, productive and profitable.

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What is Your Experience with Business Operations?

You will be able to save a significant amount of time by using an Operations Manual Template.

Operations manuals are complex documents that include a lot of information across all areas of a business. The fastest way to create an operations manual is to use master templates. Obviously creating an operations manual is going to take a huge amount of time and effort.

If you want to save a lot of time and effort than the best thing you can do to use a template. A template may not have every specific thing in there you’ll need but he will have a lot of content that is generic to a lot of businesses. Chances are you’ll save a ton of time using a generic operations manual template.

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More Good Quality Operations Manual Content

Below are some great articles about Operations Manuals and how they can improve your business.

An Operations Manual That Will Minimize Errors, Waste, and Stress

Operations Manual Wiki

5 Reasons You Need a Documented Operations Manual

How to Write an Operations Manual

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Videos on Operations Manuals

Below are some great videos on Operations Manuals. You can see that a lot of business owners don’t bother to document their business and that is why they don’t really have a business that operates without their constant input.

Anyway, check out these videos below as there is certainly some useful content within them.

Video 1 – How to Create an Operations Manual

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Video 2 – Your Business’ Operations Manual – The Road from Growth Plan to Execution

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Video 3 – How To Create A Manual Using Microsoft Word: Short, Quick, And Simple Easy Design

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Frequently Asked Questions

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Conclusion

In conclusion, having an operations manual in your business is an indispensable tool for ensuring consistency, efficiency, and reliability in your daily operations. This meticulously crafted document serves as a comprehensive guide, outlining the best practices and standardized procedures that your employees should follow.

It not only empowers your workforce with clear instructions but also acts as a reference point for problem-solving and decision-making. With an operations manual in place, you reduce the risk of errors, misunderstandings, and variations in the way tasks are carried out, which can have a direct impact on product or service quality, customer satisfaction, and the overall success of your business.

Moreover, an operations manual promotes transparency and accountability within your organization. It delineates roles and responsibilities, making it easier to track individual and team performance.

“Ultimately, investing in a well-structured operations manual is an investment in the long-term sustainability and growth of your business, ensuring that your operations remain efficient, reliable, and aligned with your organizational goals.“

Well worth the effort.

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Speak Your Mind

What do you think should be in an Operations Manual?

Have you created one for your organization?

Do you operate your business without one?

If you don’t have some sort of guidelines or manual for your team to follow you will find it very difficult to operate your business efficiently. You may be able to operate a small business without one, however as your business grows you definitely need an operations manual that guides and informs your team.

You certainly don’t have enough time in the day to be repeating yourself over and over again and then when new employees start – repeating yourself yet again.

Use an Operations Manual and save yourself a ton of headaches, become more efficient and roll out your products and services in a much more competitive manner.

What does it look like? Share your thoughts below.