SOPs and manuals are indispensable for smooth internal operations. Therefore, it is not the end of the process to create manuals, but rather a mechanism must be created to share them with the entire team and make them become a part of the company’s culture.
However, even if you understand the importance of manual management, many of you may be troubled by the fact that manuals are not properly managed and utilized.
In this issue, we will focus on the procedures for SOP and manual management and 5 tools for managing and sharing SOPs and manuals for below people.
- “The management method of in-house manuals is complicated and they are not being utilized.”
- “We want to use manual management tools to streamline everything from the creation of documents to their management.”
- “I wnat to compare the most user-friendly manual management tools available.”
This article will help you find the best SOP and manual management tool for your company, and enable anyone to manage not only manuals but also all kinds of internal information.
Contents
- 1 How to effectively manage and utilize internal manuals
- 2 Procedures for operating manuals
- 3 Best 5 tools for SOP and manual management and sharing
- 4 Comparison chart of 5 best SOP and manual management tools
- 5 4 advantages of using tools for manual management
- 6 Points of comparison of manual management and sharing tools
- 7 Summary of tools for SOP management to make unutilized manuals a fixture in your company
How to effectively manage and utilize internal manuals
The only way to effectively manage and utilize company SOPs and manuals is to use a manual management tool.
With a SOP and manual management tool, you can access the manuals from your smartphone as well as from your PC, so you can view the documents regardless of time or location. Also, unlike paper, manuals can be easily organized, so there is no need to worry about “manuals not being utilized because they do not know where they are stored”.
Therefore, in order to operate manuals efficiently, it is recommended to introduce a “manual management tool” that makes it easy to find necessary materials.
Procedures for operating manuals
The following describes the procedures for operating the manuals, and 3 points should be kept in mind to make efficient use of the manuals.
(1) Create easy-to-understand documents
First, determine the type of work for which the manual is to be created.
Conduct interviews and surveys with relevant personnel, gather necessary information, and transcribe the SOP’s and the manual’s contents in detail. Also, when creating the document, try to use concise and easy-to-understand expressions.
In addition, if you create a manual using only text, the person who read will be overwhelmed by the amount of text, making it difficult to be utilized. Therefore, it is also recommended to include visual elements such as diagrams and images.
Next, share the manual in an appropriate medium.
While there are ways to share manuals in paper form, you can easily share manuals “as information” by implementing tools and apps. In addition, if the necessary employees are given the correct access rights to the manuals, information leaks will not occur.
In particular, the trend is that many companies are using simple information management tools such as Stock to manage manuals and other “information that is looked at over and over again”.
(3) Update the content
Finally, you should not only share but also update the content from time to time.
Failure to do so can lead to operational errors by referring to outdated manuals, or to manuals that are so out of date that no one uses them. For example, if there is a major change in a part of the workflow and the manual is not updated, it may lead to problems when a new member proceeds with the work with the wrong information.
Therefore, it is necessary to review the contents of the manual on a regular basis and keep it up-to-date with the latest information.
Best 5 tools for SOP and manual management and sharing
Below are 5 best manual management and sharing tools.
A tool for SOP and manual management allows you to easily update the content online, making it easier to manage than paper documents and easier to use in your business.
However, when operating the tool internally, “ease of sharing” and “accessibility” must also be emphasized. Simple tools that are intuitive to use are essential to create an environment where employees can easily communicate manuals and easily find the materials they need.
In conclusion, the tool of choice is a simple Stock that allows even non-IT company members to manage and share manuals in an intuitive manner.
Stock allows users to create manuals that incorporate images as well as text in “Notes”, and “Folders” make it easy to sort the manuals by project. In addition, “Message” associated with the notes allow you to easily communicate updates to members without mixing topics in different manuals.
Stock (Most recommended)
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Scribe
＜Features of Scribe＞
- Having AI-powered SOP generator
- Making easy to see SOP and manual
AI-powered SOP generator of Scribe allows you to reduce the burden of creating SOP and manuals.
Since Scribe has the functions that are specialized in creating SOP and documents, anyone can make manuals that are easy-to-understand.
＜Note of Scribe＞
- Free plan has restriction regarding advanced functions
If you want you use functions that are for managing multiple workspace, or SSO and so on, you should subscribe Pro plan or more.
＜Price of Scribe＞
- Basic: Free of charge
- Pro: $23/user/month(for individual) or $12/user/month(for team)
- Basic: Free of charge
Tallyfy
＜Features of Tallyfy＞
- Feature of broadcasting updated manuals
- Can manage tasks for each member
Tallyfy has the function that is broadcasting the change contents in real time. Therefore, you do not need to share the information by e-mail repeatedly.
The task management function of Tallyfy allow you to manage information related with each task and tracking the progress.
＜Note of Tallyfy＞
- There is minimum number of user to use
As Tallyfy paid plans have minimum number of user to subscribe and use, Tallyfy docs requires 10 users, and Tallyfy pro requires 4 users respectively.
＜Price of Tallyfy＞
- Tallyfy docs: $5/user/month (minimum 10 users)
- Tallyfy pro: $30/user/month (minimum 4 users)
Process Street
＜Features of Process Street＞
- Multifunctional tool
- Integration with other tools
Process Street has the functions that are not only SOP and manual management by docs, but also schedule management function, and increasing productivity of workflow, setting permission and so on.
Integrating with other apps that is complement Process Street such as Slack, Asana, allow you to enhance the productivity.
＜Note of Process Street＞
- Trial period is 14-days only
As the trial is 14-days only, you should decide whether use Process Street or not in short period.
＜Price of Process Street＞
- Startup: $100/month (up to 5 users)
- Pro: $415/month (unlimited users)
- Enterprise: $1,660/month (unlimited users)
Way We Do
＜Features of Way We Do＞
- Workflow management tool mainly
- Compile complicated workflow
Although Way We Do is for managing the workflow effectively, as document managing function also have, various SOPs and manuals can be managed in Way We Do.
Way We Do allow you to compile the workflow that is complicated and wasted, efficiency of work process will be more enhanced.
＜Note of Way We Do＞
- You should use it before authentic installing
Since the actual usage of Way We Do is not clear from website, you should use by trial before authentic implementing it.
＜Price of Way We Do＞
- Entry: $99/month(10 users)
- Enterprise: You need inquiry(from 50 users)
Comparison chart of 5 best SOP and manual management tools
The following is a comparison chart of best SOP and manual management tools.
| Stock [Most Recommended] | Scrive | Tallyfy | Process Street | Way We Do | |
|---|---|---|---|---|---|
| Features | Easiest tool to manage SOPs and manuals | Having AI-powered SOP generator | Features that are broadcasting updated manuals and Task tracking | Multifunctional tool to managing SOP documents | It can compile not only workflow, but also documents that are scattered in company |
| Notes | There is no function for capturing (automatic recording) the contents of operations | Some advanced functions such as enhancing security are limited by free plan. | It requires 10 users for authentic use (paid plan) | The short periods of trial period is 14-days only | To utilize it by anyone in your company, you should use it without burden if the member can use or not |
| Price | ・Free of charge ・Fee for paid plans is $5/user/month or more per person. | ・Basic: Free of charge ・Pro: $23/user/month(for individual) or $12/user/month(for team) ・Basic: Free of charge | ・Tallyfy docs: $5/user/month (minimum 10 users) ・Tallyfy pro: $30/user/month (minimum 4 users) | ・Startup: $100/month (up to 5 users) ・Pro: $415/month (unlimited users) ・Enterprise: $1,660/month (unlimited users) | ・Entry: $99/month(10 users) ・Enterprise: You need inquiry(from 50 users) |
| Official website | For detail of Stock, click here |
In order to establish the management of internal manuals that are not being utilized, understand the features and points to note about the tools in advance, and introduce the most suitable tool for your company.
4 advantages of using tools for manual management
Here are 4 advantages that can be obtained through proper operation of manuals. To obtain the following benefits, if your team’s manual management is complicated, introduce a tool/app as soon as possible.
(1) Information can be communicated immediately
First of all, creating a business manual with a IT tool will facilitate information sharing.
For example, when informing employees of their duties, it takes time to print and distribute paper manuals. However, by using a tool, the process of printing and distributing manuals can be solved, leading to faster information transmission.
In this way, a manual management tool can quickly convey information and reduce the burden of sharing materials.
(2) Increased response speed
The next advantage of proper manual management is that it makes it easier to find necessary information, thus speeding up the response time.
For example, if there is a clear place to manage manuals such as “FAQs” and “FAQs”, then when there is a problem, you can respond to it without waiting for a reply from the person in charge. As a result, the situation of “delayed response and further problems” can be prevented.
In addition, by using the tool’s “search function”, you can quickly find the manual you need. Thus, it can be seen that proper management of manuals speeds up access to information and allows for quicker response to problems.
(3) Visualization of operations
Furthermore, if manuals are properly managed, there is the advantage of being able to visualize the contents of operations.
In the case of paper manuals, it is easy for the contents and quality of the manuals to vary from one author to another, making the manuals “difficult to use” for employees.
However, with a manual management tool, templates can be used, preventing variations in the style and quality of manuals. As a result, the contents of the work can be easily understood, and there is no need to worry about discrepancies in interpretation of the contents.
(4) Company losses can be minimized
Finally, proper manual management can minimize company losses.
Even in situations such as “a sudden change in the person in charge” or “a mistake in ordering a product”, if the internal manuals such as the troubleshooting manuals are properly managed, “what to do” will be immediately known and a speedy response will be possible.
In addition, the manual can be used to determine “which part of the workflow had the problem”, which can lead to the prevention of recurrence. Thus, with proper SOP and manual management, you will be able to deal with emergencies correctly and reduce mistakes and losses.
Points of comparison of manual management and sharing tools
This section describes two points of comparison for manual management tools. To choose the best tool for your company, be aware of the following points for consideration.
Does it have functions that reduce the effort required for SOP and manual creation?
The first is the availability of features that reduce the time and effort required to create the manual.
For example, if you have a template or basic format for the manual you want to create, you can create the manual simply by following the fields. Also, since the template makes it clear “what is written where,” it can be revised in a short time when updating the content.
Thus, if a function is provided that solves the need to create documents, employees can manage manuals with less burden.
Does it have the ability to make manuals stick?
The second point of comparison is whether or not there is a function to encourage the use of SOP and manual.
A manual is not the end of the process; it needs to be ingrained in the entire team. Therefore, there must be a function that facilitates not only the creation of manuals but also their sharing.
In addition, if the tool is complicated to operate, employees unfamiliar with IT may not be able to utilize it, and it may not take root within the company. Therefore, choose an easy-to-use tool such as Stock that can be easily operated by anyone, and create an environment where all employees can view the manual without burden.
Summary of tools for SOP management to make unutilized manuals a fixture in your company
We have introduced 5 tools that can make unutilized manuals become a part of your company’s culture, as well as some points of comparison.
A tool for creating manual tool has the advantage of facilitating the operation of SOPs and manuals that are not being utilized, and also allows you to deal with problems quickly. In addition, if the tool allows easy creation of SOPs and manuals and does not require much time and effort to share, it will be useful within the company.
However, be aware that a multifunctional tool may not be utilized because members in the field may not be able to use it well. Therefore, “simple tools that can be used regardless of IT literacy” are essential for continuous operation of the tool.
In conclusion, we choose Stock, which is so simple that even employees can use it on the same day. It has been introduced to more than 200,000 companies, mainly non-IT companies, and contributes to more efficient information management.
Free registration takes only 1 minute, so using Stock and solve the burden of manual management.
