How can you tell if a document is a SOP, Procedure, or Work Instruction? Also, what are the connections between each of these documents? Is one more important than the other? Do you need to write an SOP before the Work Instruction… or should it be the other way round?

1. Manuals Online User Manuals
2. Difference Between User And Training Manual

In this tutorial, we look at:

• How to document SOPs, Work Instructions and Procedures
• How to structure the documents in the correct sequence

Sep 24, 2006  What is the difference between a user guide and reference guide? If the two terms are not actually used interchangeably, then I would assume the user guide was arranged sequentially, with 'here's how you set it up and learn to run it' approach. Not actually a training manual, but closer to that then a reference guide. Very often, the difference between ‘reference manual’ and ‘training manual’ is not well understood and are confused. In practice reference manuals are given to participants after having attended training. The training manual is the manual trainers use to prepar e/ facilitate their training.

Transcript of User Guides vs Training Manuals. A user guide introduces the product to the customer/user and helps them gain knowledge of the product and its functions. The user guide is written while taking into consideration that the user already knows what the product is. How to write a good User Guide. Aug 11, 2016  WHAT IS MANUAL, SOP, GUIDELINE, PROGRAMME, POLICY, PROCEDURE AND PLAN BY Dr.Mahboob ali khan Phd 1. 1 WHAT IS MANUAL, SOP, GUIDELINE, PROGRAMME, POLICY, PROCEDURE AND PLAN By Dr.Mahboob ali khan Phd Manual-is a Comprehensive and step-by-step guide to a particular topic for both beginners and practitioners that also serves as a reference book. Manual definition, done, operated, worked, etc., by the hand or hands rather than by an electrical or electronic device: a manual gearshift. Key Difference: The term ‘manual’ or ‘guide’ both usually refer to a document whose main aim is to provide information or instructions. It is generally expected that guide are shorter, concise and more to the point than manual. A manual is expected to give more in.

Difference between Work Instructions and Procedures

Work Instructions – tell you how to do something. They are very specific instructions, for example, how to complete a form.

Procedures – tell you who does what when. In other words, it identifies who completes the form and when this should occur.

In simple terms:

• Procedures tell you Who, What and When
• Work Instructions tell you How

SOP, Work Instruction, & Procedures: How to structure

If you look at the documents like a pyramid, then

• Standard Operating Procedures are the top layer. These are often shared with customer and rarely hold confidential data.
• Procedures (second tier) describe the process. They are more detailed and often contain both a narrative (i.e. text description of the steps) and visuals, usually in the form of use cases and workflow diagrams. These documents will be examined during audits.
• Work instructions (third tier) describe the work to be performed. These provide the lowest possible level of detail. As the name implies they are instructions to perform a specific piece of work. Some are less than one page. Just a list of bullet points.

ISO: Documenting SOPs, Work Instructions, & Procedures

If you’re documenting ISO processes, then you can approach them based on levels. Again, this is similar to the idea of a pyramid or tiered structure.

• Level 1 = Quality Assurance Manual – these are mandatory documents for ISO and must be maintained as the project evolves. This is the starting point for document-related goals, objectives and accountability.

• Level 2 = Procedures – Document interection between departments/business units in terms of input/outputs.

• Level 3 = Work Instructions – Any document that defines how work objectives are achieved.

• Level 4 = Records – evidence of conformance.

To be clear: Level 3 documents are sometimes referred to as SOPs, Process Instructions, or Procedures.

Does it make a difference?

Yes, in that if you chop and change terminology, you’ll confuse the readers (and possibly the writers) and also raise concerns with the auditors.

No, if you use a consistent document convention and apply the same guidelines across all documents.

In other words, if ISO did not exist, would you still use the same document naming conventions?

To recap:

• Work Instructions are 3rd level documents
• Procedures are 2nd level documents and
• Quality Manual is the 1st level document

In the next tutorial, we’ll look at how to write more effective work instructions.

Creating easy to read guides for users is essential for all products to succeed. With any new product, some users are reluctant to change, but if the Technical Writer can provide an easy to read, friendly, and understandable user or training guide, less resistance would be encountered. The user cannot be expected to instinctively know how to operate and use a new product. Even if the product is an updated revised version of an application, the user still needs to know what is new and why it was revised when the existing version seemed fine and workable for them.

Before beginning to write the guide, communicate with and get to know what the users current knowledge is and how they prefer to have documents presented. This way you will know whether or not to use more visuals, charts, figures, etc. The Technical Writer needs to know how the audience learns best.

Manuals Online User Manuals

After meeting with the users and learning and understanding the functionality of the, e.g., application, the Technical Writer can now begin to write the User Guide. If the User Guide is about how to run an application, include:

• Table of Contents
• Information on the product; include a bit of history
• How to operate, install, log-on, use the program
• What prompts to expect, information required, error messages
• Getting help with an FAQ section if applicable
• Trouble-shooting section
• Glossary
• Appendix with samples if needed
• Feedback section

If it is a revamped application, with a new interface, menu, etc, then in addition to the above, include:

This is the manual that will give you the information related to the specification, features, operation, instruction, camera manual, and others.So, for you who want to look for information regarding to this Canon camera product, referencing to the manual below will be the best thing to do.

• Pictures of the old version versus the new so that a comparison is easily visible
• Information on new processes, i.e., how to add/remove data to/from the forms or how to reset headings for a report, or how to use the new print or search procedures
• Symbols or other markers denoting new items with details

To make the User Guide more appealing and to emphasize details, include visuals such as, graphics, process flow diagrams, charts, screen shots, or images. Also, use storyboard or animation tools to aid in displaying the flow of the application or the steps leading to its functionality. If it is a complicated application or a new process, consider creating a video or presenting an instructor-led class to illustrate and provide information. Sometimes a short one sheet reference guide is all that is needed.

Note: Sometimes there is a cross-over between User guides and Training Manuals. But there is a difference between them. A Training Manual is usually provided during instructor-led classes, where the instructor can demonstrate, e.g., certain tasks. The student can then use the manual to reinforce what was taught by working through a set of exercises. Solutions would be provided as well as explanations. A quiz would also be presented at the end of each chapter/section along with explanations to help guide the student during the learning process. But no matter which one is written, the content would also include items similar to the standard User Guide discussed here.

Difference Between User And Training Manual

More information on Ready Reference Sheets will be described in the next post. If you have any questions, or feel I’ve left out information or wish more information on an item, please leave a comment.