Excelling at your job by writing your own manual

[Mounds]

Feel free to substitute "job" with "business"

This idea stemmed partly from the PD book idea (create yourself a PD book) and partly from things I've heard over the years in seminars. In these managing seminars, there was always talk of having a job manual for everyone and having at least two people able to do what you can do. Unfortunately, there's only one other person who has an idea of how to do the job and that's my dad. Doesn't really work considering he tends to be busy doing his own things.
I decided to start on a new project, documenting everything I do in my job. From packing to maintenance. I want it to be so good that if I ever got hurt (which did happen a couple years ago), another person could pick up my job using this manual.
Another reason I like it is for my own reference. Working in an agriculture business, many duties are very seasonal. I might change a setting on one of the storages once a year. The next time I look at it, I usually have to relearn the procedure. That just won't do.
I'm also going to use it to write down what works and what doesn't. A good example is that lately, I've been a "soft" leader. I ask people, "Do you mind doing this?" "Does that work?", crap like that. Feels good for me but imagine how it comes across. If I had a manager like that, I'd think, "Why is he acting like that? Just tell me what needs to be done!". I don't have to be an ******* but being a soft leader just doesn't cut it. Into the manual it goes

Thoughts?

[missbhaven]

I definitely agree.
In my sector I see so many people thrown into positions that they are totally not prepared for. They often have to start running a full department with nothing but a handshake and maybe a welcome letter (not even any info as to when your employees are due for raises anything). Things would go much smoother if there was a procedure manual, especially since each company has its own set of unique rules and strategies.
I think there must be a belief structure in some people that if they were to organize their job in a way that anyone could do it with the assistance of a manual, they would be out of a job (simply replaced by a cheaper worker). I say this based on the reaction I get from people when I suggest "we" write one.
However, I've noticed that all corporations (large companies, 100+ employees) I have worked for already have basic procedure manuals. Some I think because of the high turnover rates of some positions and others because the writer of the manual is higher up on the chain of command and wants it organized this particular way.
I think writing a manual for your "job" just teaches better time management skills. When the information is written out, you cut out all unnecessary steps and your important timelines/deadlines are obvious. With those 2 in play, efficiency soars. Also, you already have it written down to refer to when establishing the pattern; no time is wasted asking someone "How is this done again?”

[Daffy Duck]

Originally Posted by Mounds

I decided to start on a new project, documenting everything I do in my job.

That's smart. It takes a good amount of time to make this kind of document, but it can be extremely helpful.

I used to work at a college bookstore and one of my supervisors did the exact same thing. It helped the new supervisor a LOT when the original supervisor was transferred.

[VinceG]

Originally Posted by Mounds

Thoughts?

You're turning into an engineer.

[Mounds]

Originally Posted by VinceG

You're turning into an engineer.

Lol, is that to say engineers write lots of manuals?

The biggest benefit I see to doing this is less chances of screwing up. If I make a mistake out of confusion, it could cost us the crop. With a manual that describes exactly what to do, that risk is gone.
Of course, there are time, money and energy benefits as well.

-Tim

[LostMyMap]

Originally Posted by Mounds

Lol, is that to say engineers write lots of manuals?

The biggest benefit I see to doing this is less chances of screwing up. If I make a mistake out of confusion, it could cost us the crop. With a manual that describes exactly what to do, that risk is gone.
Of course, there are time, money and energy benefits as well.

-Tim

Oh you have no idea I served on a nuclear powered ship in the Navy. The nuke engineers had shelves full of manuals and procedures. We always joked that they couldn't wipe their ass without a written and approved procedure. When running nuclear power plants, I think that's a pretty good way to be.

Not everything needs to be as formal as that stuff, but I totally agree that writing out what you do, and how to do things is really valuable. And also in the long run, not having something be entirely dependent on one person.

[Mounds]

Originally Posted by LostMyMap

Not everything needs to be as formal as that stuff, but I totally agree that writing out what you do, and how to do things is really valuable. And also in the long run, not having something be entirely dependent on one person.

No kidding! As an employer, I don't think you can be in a weaker position than having things dependent on one particular individual.

[Cochonette]

This is a good idea. Maybe I could write a manual for my life.

[Sue_B]

Creating a manual is a brilliant idea. If you were to have multiple businesses, someone else could manage the day to day operations without you. In other words, the business can run itself and you can concentrate on bigger things.

Secondly, if you're also keeping notes about any adjustments you need to make in the various weather conditions you face (unless you're in a greenhouse and that doesn't affect you) then you'll have those on hand for future reference. Plus you may notice patterns, whether in weather or crop growth, that you wouldn't have if you hadn't taken notes.

If each position has a manual, even if it's only 1-2 pages long for some, no employee can say they didn't know that they were supposed to do something. Asking your employees to make suggestions about what would work better in their particular position would empower them and allow them to make a contribution. They're doing the work for days on end and may have discovered a recurring problem or a great solution.

[Daffy Duck]

Originally Posted by Mounds

Lol, is that to say engineers write lots of manuals

Yes we do, lol. A good engineer can create solid systems, but a great engineer will write about how he created solid systems.

[SatvikBeri]

Originally Posted by Cochonette

This is a good idea. Maybe I could write a manual for my life.

I basically do this, though I call it a "schedule" :P

By deciding what you're going to do and when you're going to do it beforehand, you save a lot of time and energy-it's pretty draining to finish something, then decide what to do next, then finish that every time. And by keeping a manual for your life, all those common chores like washing dishes or doing laundry become habits, and the mental energy you spend is decreased. It's a major win.

[Cochonette]

Originally Posted by SatvikBeri

I basically do this, though I call it a "schedule" :P

By deciding what you're going to do and when you're going to do it beforehand, you save a lot of time and energy-it's pretty draining to finish something, then decide what to do next, then finish that every time. And by keeping a manual for your life, all those common chores like washing dishes or doing laundry become habits, and the mental energy you spend is decreased. It's a major win.

Hehehe... not exactly what I was referring to, but I suppose that could be one chapter in the manual. I was thinking more like the basic principles and ways to navigate life.

By the way, did you leave the DMV for good? Just noticing your location.

[Mounds]

Originally Posted by satvikberi

i basically do this, though i call it a "schedule"

by deciding what you're going to do and when you're going to do it beforehand, you save a lot of time and energy-it's pretty draining to finish something, then decide what to do next, then finish that every time. And by keeping a manual for your life, all those common chores like washing dishes or doing laundry become habits, and the mental energy you spend is decreased. It's a major win.

+1.

[SatvikBeri]

Originally Posted by Cochonette

Hehehe... not exactly what I was referring to, but I suppose that could be one chapter in the manual. I was thinking more like the basic principles and ways to navigate life.

So, starting with the basic high level principles of life...and drilling down to practical applications...where have I heard this before?

Joking aside, it's probably very useful to organize your thoughts, beliefs, values, and daily routines like that...of course, it would require a lot of updating to keep current, but it could definitely help bring those various thoughts to a conscious level.

By the way, did you leave the DMV for good? Just noticing your location.

Kinda sorta...I finally got a job (yay!) that's 1.5 hours away from my wife (boo!) and I'm experimenting with different living arrangements. So far I've had an apartment here and been going home on weekends, but that's...not working. This week I'm trying commuting from MD. We'll see what happens.

[Cochonette]

Originally Posted by SatvikBeri

So, starting with the basic high level principles of life...and drilling down to practical applications...where have I heard this before?

Wait... what are you talking about? Am I forgetting something from a conversation we've had before?

Originally Posted by SatvikBeri

Kinda sorta...I finally got a job (yay!) that's 1.5 hours away from my wife (boo!) and I'm experimenting with different living arrangements. So far I've had an apartment here and been going home on weekends, but that's...not working. This week I'm trying commuting from MD. We'll see what happens.

Aaah, I see. Good luck with that. I need to find a second job. I didn't realize that restaurants lose so much business in the winter.

[SatvikBeri]

Originally Posted by Cochonette

Wait... what are you talking about? Am I forgetting something from a conversation we've had before?

No-this is just the format a lot of PD books take, such as Steve's.

Aaah, I see. Good luck with that. I need to find a second job. I didn't realize that restaurants lose so much business in the winter.

I've heard DC is especially seasonal...what kind of work do you want to do? With a high school degree you can probably get an office job paying more than your restaurant work, if you're interested.

[James81]

I think you could excel at writing your own manual by writing your own manual.