Manual Standardization AI Development Supporting AI Utilization, RAG Implementation, and AI Proofreading Support

Before learning the tips for creating manuals, let's first understand "why manuals stop being used." By understanding the causes of failure, the purpose of each tip becomes clearer.
In fact, the reason manuals do not function well is less about the writer's writing skills and more often due to insufficient preliminary design. Here, we organize typical failure patterns behind why manuals stop being used in the field.

1-1. The act of creating becomes the goal itself

When the reason for creating a manual is simply "because the boss instructed it" or "because it is required by the project format," the act of creating the manual itself becomes the goal. This often leads to the mass production of "unused manuals" that only superficially meet the form without capturing the actual needs of the field.
Such manuals tend to become misaligned with the actual situation, gradually stop being read, and risk becoming mere formalities.

1-2. The reader's knowledge level is not taken into account

If a manual is intended for beginners but lacks explanations of technical terms or business knowledge, it can cause readers to give up because they do not understand.
Conversely, if a manual is for veterans but explains too much from the basics, it becomes bulky and increases the effort needed to find the necessary information.

1-3. Procedures, decision criteria, and cautions are not organized

It is a common problem that information with different roles, such as procedures, overviews, cautions, and supplementary notes, are mixed under vague headings like "About [Topic]."
When different types of information are written without distinction, readers may only realize "this was the procedure" after reading through. Because it is not possible to grasp at a glance where what is written, readers need to decipher the manual sentence by sentence from the beginning, which can cause fatigue midway.

1-4. Inconsistencies in notation and structure among creators

When there are no rules for manual creation within the organization and multiple people create manuals in their own styles, the overall quality of the manuals across the organization varies.
Even if the concept is the same, differences in terminology or inconsistent ways of noting precautions not only cause stress for the reader but also make it harder to find the necessary information.

1-5. No update rules in place, leaving the content outdated

It is no exaggeration to say that manuals begin to become outdated the moment they are completed.
If the manual is left unupdated despite changes in the work content, the perception that "manuals cannot be trusted" spreads, eventually leading to a vicious cycle where the manual is no longer read.
Along with organizing the manual, it is important to establish an operational system for continuous updates.
As such, many causes of failure stem from insufficient consideration of the prior "design" and "operational rules." These are typical "pitfalls" that are prone to occur in manual creation.
What points should be considered to avoid these pitfalls? Next, let’s review the common characteristics of "easy-to-understand manuals" that become established in the field.

Effective manuals incorporate various considerations from the reader's perspective. Here, we explain the key points common to practical manuals that enable on-site personnel to carry out their tasks without confusion.

2-1. The target readers and usage scenarios are clearly defined

A manual that clearly states "when, who, and for what purpose it is read" contains the necessary information without excess or deficiency. For example, a manual intended to be consulted during a trouble situation should be structured so that solutions can be found immediately. On the other hand, a manual for training purposes needs to explain not only the work procedures but also the background and objectives of the tasks in detail as prerequisite knowledge.

2-2. Information is organized according to the workflow

When the manual's table of contents matches the actual order of tasks, it becomes intuitively easy to understand and easier to find information. Ideally, just by looking at the table of contents, one should be able to visualize the workflow.

2-3. The presentation is differentiated according to the type of information

Providing an overview before detailed explanations, dividing information with headings, or summarizing it in tables makes the content easier to understand. Additionally, having variation in the presentation style according to the type of information allows readers to visually grasp the overall flow without having to read every sentence from start to finish. For example, if there is a rule such as "Always display cautionary notes in red," readers can immediately identify the important points to watch out for as soon as they open the manual.

2-4. Consistent Notation and Terminology

By clearly defining terms and unifying the writing style, information is conveyed accurately, allowing readers to engage in their tasks without confusion. Consistency in notation is an important factor that aids in understanding the content.

2-5. Structured for Easy Updates

Manuals that are not too large in a single file and are modularized make it easier to identify the scope of impact when partial changes occur and facilitate continuous updates. Designing the structure with future revisions in mind leads to easier long-term maintenance.

Once you understand the characteristics of an easy-to-understand manual, the next key point is how to realize it. From here, we will explain the basic steps for creating a manual.

To successfully create a manual, you should not start writing immediately but first organize information and consider the layout. Here, we explain four basic steps to produce a high-quality manual, from preparation before actual writing to review after completion.

3-1. Identify the Information to be Included in the Manual

First, organize the business information that should be included in the manual. Through interviews with personnel familiar with the relevant tasks and by reviewing the actual workflow, thoroughly identify not only the procedures but also the decision criteria, points of caution, necessary tools, and reference materials. At this stage, how well you can grasp the know-how in the minds of the personnel will determine the manual's effectiveness.

3-2. Consider the Manual’s Structure (Table of Contents)

Based on the information gathered, organize the manual’s table of contents. Arrange the order of tasks and the hierarchy of information to design a structure that allows readers to find information without confusion. By finalizing the overall structure before writing, you can prevent content duplication and omissions.

3-3. Decide on the Manual's Layout and Style

Define how the information will be presented (style). By predefining the hierarchy of headings, font sizes, table formats, and rules for placing charts and diagrams, a visual consistency is created. This allows readers to focus on understanding the content without being distracted by differences in layout or appearance.

3-4. Review the Manual

Be sure to have the created content reviewed by a third party or the on-site personnel. Check from an objective perspective whether the tasks can be performed according to the procedures and whether there are any contradictions or unclear expressions in the explanations. By incorporating verification using actual equipment and feedback from the field, you can produce a manual with high accuracy and reliability of information.

By creating the manual following the above steps, the quality of the manual becomes stable. It is important to build upon this foundation by adding measures to further enhance readability. From here, let's look at specific tips to raise the quality of the manual to the next level.

Creating a practical and high-quality manual requires various efforts. Here, we introduce 10 techniques that can be implemented in your work starting today to elevate the quality of your manual and increase its adoption in the field.

4-1. Define the Purpose and Usage Scenarios

At the beginning of the manual, clearly state "what level of knowledge the reader should have, what role they play, and when they are expected to read this manual." Without this information, readers have to skim through the entire manual without knowing whether it contains the information they need. By specifying the manual's purpose and usage scenarios, readers can understand "this manual is indeed intended for me" and access the necessary information without hesitation.

4-2. Match the Reader's Knowledge Level

The information included in the manual should be tailored to the reader's knowledge level, considering the content, granularity, and expression. For manuals aimed at beginners, in addition to detailed information such as procedures, include overview information like the purpose of the work and the overall picture. Regarding expressions, choose words that the target readers commonly use, and if necessary, provide a glossary to prevent misunderstandings.

4-3. Structure According to the Workflow

The order of information should basically follow "from overview to details," "from whole to parts," and "in the order of tasks." It is important to design the table of contents so that the reader can grasp the overall workflow at a glance. When the information is arranged appropriately, the reader can reach the desired section without confusion.

4-4. Include only one piece of information per sentence

If a single item contains multiple actions, it becomes difficult to understand where the task is completed. Aim to have each sentence convey one piece of information (one sentence, one meaning). By doing so, sentences naturally become shorter and more concise, making them easier to understand and read.

4-5. Clearly Specify Criteria Where Judgment Is Required

Vague expressions such as "process appropriately" or "check as needed" can be interpreted differently by readers. Whenever possible, provide specific criteria like "report if the value exceeds 100," or in contexts involving "checking," specify concrete checkpoints such as "confirm whether ●● is in the △△ state."

4-6. Standardize the Use of Technical Terms and In-House Terminology

When creating manuals especially for beginners in the workplace, be sure to include explanations for technical terms and in-house terminology. Also, having multiple terms referring to the same thing not only confuses the reader but also makes it harder to search for information within the manual. Standardizing the use of terms throughout the entire manual contributes to improving its quality.

4-7. Utilize Charts and Screen Captures

Information that is difficult to convey with text alone becomes significantly easier to understand by incorporating visual elements. However, using too many images increases the burden of replacing them during updates, so focus on using them for key points.

4-8. Organize Cautions and Exception Handling in Separate Boxes

If caution notes are mixed into the standard flow, the essential procedures can become obscured. Use icons, column frames, or similar visual elements to distinguish supplementary notes and prohibitions, preventing operational errors. At this time, by utilizing Word's style features to standardize certain types of information with a consistent design, it becomes easier to maintain visual consistency.

4-9. Decide on the File Management Method and Administrator

Establish a management system so that the latest version of the manual is always stored in one place. Also, by clearly defining a contact point for feedback from the field, continuous improvement becomes possible. If management becomes unclear, the reliability of the information will be compromised, so caution is necessary.

4-10. Standardize the Review Process

Create checklists such as "Are there any typos or omissions?" and "Are there any inconsistencies in the procedures?" and have multiple people verify them. Just as you establish rules for manual creation, standardizing the process of who checks, when, and by what criteria is an extremely important factor for ensuring sustained quality. Once this process is established, quality control that does not rely on individual subjectivity becomes possible.

By keeping these tips in mind, the quality of your manuals should improve significantly. However, to continuously maintain high-quality manuals, it is also essential to find ways to reduce the burden of creation. Next, we will explain how to efficiently organize manuals with limited resources.

Creating manuals is a time-consuming and labor-intensive task, but by establishing a proper system, the burden can be reduced. Here, we propose approaches to lessen the workload involved in creation without compromising quality and to speed up the manual creation process.

5-1. Use Templates to Standardize Structure

Instead of creating from a blank slate, using a predetermined template allows for more efficient manual creation. When styles for headings, procedures, precautions, and rules for placing charts and tables are established, writers can focus on organizing the content, naturally maintaining overall consistency.

In addition to templates such as those for Word, there is also the option of utilizing manual creation tools. By using these tools, once information is entered into designated fields, the design and layout are automatically arranged, allowing writers to spend more time focusing on the content itself. Our company also collaborates with developers of manual creation tools to propose the use of tools that best suit our customers' objectives.

5-2. Establish Manual Creation Rules and Quality Standards

Clearly defining the quality standards for the manual in advance, such as "what rules to follow when writing," is the key point to prevent rework. By formalizing quality standards like how to use styles, rules for terminology and orthography, and methods for including charts and tables, and sharing them as a common understanding, it becomes possible to create manuals without relying on individual skills.

5-3. Utilizing AI

In recent years, the use of AI in manual creation has attracted attention. Tasks such as generating text from bulleted notes or creating summaries are areas where AI excels. On the other hand, since AI is influenced by the quality of input information, it is necessary for humans to establish quality standards for manuals beforehand in order to effectively utilize AI.

In addition, the content generated by AI must always be finally reviewed by a human, who needs to determine whether it complies with the company's rules. By clearly defining the division of roles where humans bear the ultimate responsibility for quality—such as the accuracy of information and company-specific responses—it is possible to maximize the benefits of AI utilization while minimizing the risk of hallucinations.

Utilizing AI is a highly effective option for advancing efficiency. Moreover, new technologies have emerged that go beyond mere writing assistance to elevate the overall quality of organizational documents. Next, we will explain the standardization of manuals using AI agents.

For organizations with a vast number of manuals, the task of unifying templates and notation becomes a significant burden. Here, we explain how to efficiently advance document standardization by leveraging AI agents, as well as the approach to quality standards with a view toward future AI utilization.

6-1. Uniformly Organize the Notation and Structure of Existing Manuals

Unifying the templates and notations of an enormous collection of manuals spanning thousands of pages has its limits when done manually. By leveraging AI agents, it becomes possible to mechanically advance standardization to some extent based on pre-designed quality standards and writing rules. This can be an extremely powerful method when overhauling past document assets in large organizations all at once. However, the checking and adjustment of manuals output by AI must be carried out by humans.

6-2. Utilize as a Proofreading Tool for Continuous Quality Maintenance

Even after standardizing manuals once, inconsistencies in notation and violations of writing rules may occur again during operation. Therefore, using an AI agent as a daily proofreading tool is also an option. The AI checks whether newly created or updated manuals comply with the rules and suggests corrections. By entrusting the checking process to AI, the overall document quality of the organization can be consistently maintained even if the person in charge changes.

6-3. Designing Quality Standards with Future AI Utilization in Mind

As explained in 5-3, designing quality standards is essential when standardizing manuals with AI agents. If you plan to utilize technologies like RAG (Retrieval-Augmented Generation) in the future, consider whether the manuals are "easy for AI to process" from the stage of defining quality standards. This is because when using AI to search and provide answers based on internal knowledge, if the manuals serving as reference data are not structured in a way that AI can easily analyze, the accuracy of searches and responses will not improve. By creating quality standards that take into account not only human readability but also AI readability, you will facilitate future knowledge utilization.

Human Science provides one-stop support from Japanese manual creation to English translation. We have a long history of handling numerous manuals since 1985. If you have needs such as the following, please feel free to contact us.

• I want to improve existing Japanese and English manuals to make them easier to understand.
• I am considering creating an English manual and would like to proceed step by step from the Japanese manual.
• I want to translate and utilize Japanese manuals created in-house into English.

Feature 1: Extensive manual production experience focused on large and global companies

Human Science has accumulated extensive experience in manual production across a wide range of fields, mainly in the manufacturing and IT industries. We have served prestigious companies such as DOCOMO Technology, Inc., Yahoo Japan Corporation, and Yamaha Corporation as our clients.
Manual Production Case Studies | Human Science

Feature 2: From research and analysis by experienced consultants to output

The creation of business manuals is handled by Human Science's proud, highly experienced consultants. Skilled consultants propose clearer and more effective manuals based on their extensive experience and the materials provided. It is also possible to create manuals from stages where information is not yet organized. The assigned consultant will conduct hearings and create the most suitable manual.
Manual Evaluation, Analysis, and Improvement Proposal Services | Human Science

Feature 3: Emphasis on not only manual creation but also support for establishment

Human Science not only focuses on manual creation but also emphasizes the important stage of "establishment." Even after manual creation, we support the establishment of manuals through regular updates and manual creation seminars. Through a variety of measures, we assist in the effective utilization of manuals in the field.
Manual Creation Seminar | Human Science

Thank you for reading until the end.

I hope this column provides helpful tips for easy-to-understand manual creation and AI utilization.