Procedures Manual (Meaning and Explanation)

We explain what a procedures manual is, its structure, its types and how to make one. Also, what it is for and examples.

What is a procedures manual?

A procedures manual is a document that provides information regarding the different operations carried out by an organization. It can indicate the activities or tasks of the entire company, of a specific area or department, or of a specific position. It is prepared by the same institution or organization where the information is used and presented in a detailed, orderly, systematized and understandable manner.

In the business field, a procedure is the set of specific actions that must be carried out to achieve an objective. Therefore, the manuals mention all of these tasks, the order in which they should be performed, who should carry them out, and the time they should take. Additionally, information about the materials or resources needed is included. In this way, all the steps are specified so that a procedure is carried out efficiently and maintaining production quality.

The procedures manual is designed as an administrative tool for everyday use, since it allows you to guide the worker's performance in case of any doubt. On the other hand, it is also an instrument that facilitates internal control of the organization since it details the tasks that must be carried out.

In addition, the procedures manual helps everyone know what the organization's objectives are and how to carry out their tasks; so that managers can manage the activities of others, make decisions and solve problems quickly; so that the trainings are easy to understand; so that it reduces the time that must be spent explaining a task, among other benefits.

Structure of a procedures manual

The elements that any procedures manual must include are:

ID. It is the name of the organization and the logo. Other information, such as the date, can also be provided. It is placed on the first sheet or cover.
Qualification. It is the name of the procedure that is explained and usually appears on the first page or the cover.
Index. It is a list that indicates what content there is and what pages they are on.
Goals. It is the section in which the goals that are sought to be met are mentioned when applying the procedures detailed in the manual.
Scope. It is a section that indicates in which area or sector the manual will be applied.
Terms or glossary. It is a section in which definitions of specific or technical words are provided.
Responsibilities. It is a section that indicates who is involved in the procedures.
Procedures. It is the section in which all the procedures are described in detail and indicating all the steps in their order; how, where and when they are carried out; how long they last; who carries them out, and who supervises them.

Types of procedure manuals

There are different types of procedure manuals. Some of the most important are:

Organizational or administrative manual. It is one that indicates how and who should carry out the administrative and organizational tasks of a company or institution.
Departmental manual. It is one in which all the procedures of an area or department are indicated, and it works as a guide for the heads of a specific sector.
Position manual. It is one in which all the procedures or activities that a person must carry out according to their role are indicated. It is aimed at those who already work in a company or at new employees.
Techniques manual. It is one in which all the steps involved in a process to correctly perform a task are mentioned.

How do you make a procedures manual?

To create a procedures manual, you can follow a series of steps:

Make a diagnosis. An evaluation must be carried out on what the procedures of an organization are, their objectives, how they are carried out, whether they are written and what their advantages and disadvantages are. In this way, it will be possible to determine what information is already available, what must be formulated from scratch and what procedures need to be corrected to make them more efficient.
Define the objectives. The objectives must be determined, that is, what you want to achieve once the procedures have been applied. To do this, the vision, mission and values of the organization must be taken into account.
Indicate what procedures are necessary to achieve the objectives. A list must be made of all the procedures involved to achieve the objectives. In certain cases, organizations already have procedures in place, but they may need to modify some or add others.
Describe each procedure. It must be explained how the procedures are carried out, taking into account all their steps and the order in which they are carried out, who is responsible, how long they last, how and where they are done. Furthermore, if necessary, it should be mentioned what link they have with other procedures of the organization.
Write the manual. The manual must be written taking into account its structure and the audience to which it is directed, since it must be simple and clear. It is likely that over time the manual will need to be modified to adapt to external changes and new goals.

What is a procedures manual for?

If you have any questions, employees can consult the procedures manual.

The procedures manual serves to:

Divide the tasks of an organization It is used to distribute all the tasks of an organization, whether administrative, productive, logistical or otherwise.
Indicate what each person and each area should do. Indicates the tasks of each job, each department or the organization in general. In addition, it also determines what the responsibility of each person is according to their role or hierarchy.
Unify procedures. It allows all similar processes to be carried out in a single way, thus avoiding doubts, errors and confusion. In addition, it usually indicates how any problems that may arise should be solved.
Evaluate, manage and improve work. It allows you to evaluate the performance of workers and each area, the quality of what is produced, efficiency, among other elements, with the aim of making all the necessary changes.
Implement new procedures easily. It explains in detail all the steps of a procedure and is therefore useful in employee training.
Improve time management. It allows activities to be carried out without the need to constantly consult with a superior or having to waste time to resolve complex situations.
Improve resource management. It serves to ensure that resources, such as materials, are used in the most efficient way possible. In addition, in this way, less waste is generated and costs decrease.
Make better decisions. By explaining what an organization's activities are like, it facilitates the analysis of processes to make better decisions.
Improve communication. It serves to explain in a simple and clear way how an activity should be carried out and, thus, reduce interpretation errors.
Achieve goals. When new objectives are set, it is useful to organize the stages and tasks that will allow them to be achieved.

Examples of procedure manuals

Below are some examples of procedure manuals:

Procedures manual (State University of Sonora, UES).
Manual of procedures for document processing (National Archive of the Republic of Cuba, National Archives System, General Archive of the Nation of the Dominican Republic).
Certified translation procedures manual (College of Translators of Peru).
Procedure manual. National registry of entities for external evaluation of health quality (Ministry of Health, Argentina).
Manual of policies, standards and procedures for administrative personnel (Personnel Recruitment and Selection Division, Judicial Branch).

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References

Hernández Rocha, SJ and Martínez González, P. (2023). Methodology for the implementation of a procedures manual. Tlatemoani. Academic Research Magazine, 14(44), 149-162.
Isaza Serrano, AT (2018). Internal Control and Quality Management System. Editions of the U.
Vivanco Vergara, ME (2017). Procedure manuals as internal control tools of an organization. University & Society, 9(3), 247-252.