Usage Tips
Just write whatever comes to mind! Start by jotting down your workflow as bullet points!
Title: "Conference Room Cleaning Procedure"
Intended Viewer: New employees
Phrasing: Politely
Number of Steps: Within 10 Steps
Purpose: So that anyone who reads the Manual can complete the task on their own
• If the trash in the conference room trash can is full, throw it away
• Cups and other items are sometimes left on the tables, so tidy them up
• Always erase the whiteboard! (Otherwise the next person will have trouble)
• Chairs get scattered around, so put them back
• Bring the vacuum cleaner from the storage room and clean the floor
• Wipe the tables quickly with sanitizing wipes (wipes are at the reception desk)
• Don't forget to close the windows when you leave
• Also be careful not to forget to turn off the lights!
Benefits
- No need for perfect writing! Even expressions that come straight to mind will be formatted into a proper Manual
- Even if the level of detail is uneven or colloquial expressions and abbreviations like "quickly" are included, they will be corrected into clean text
Pressing "Request a suggestion" multiple times may yield better results
Even with the same input, AI produces different results each time.
If the result is not what you expected, please try a few more times.
Use AI to create a draft quickly, then have a human make final adjustments
It is difficult to create a Manual that meets expectations 100% every time using AI instructions alone.
We recommend treating AI as a tool to reduce creation time, and adjusting your instructions with the goal of achieving 50–70% completion.
Even getting a 50–70% draft in just a few minutes should dramatically reduce the time it takes to Create a Manual.
Using it with the understanding that a human will make the final adjustments will make your Manual creation process even more efficient.
Generating a Manual suited to your purpose and use case
Tips for entering the task name ("What kind of manual will you create?")
In the "What kind of manual will you create?" field, it is important to describe the overview of the Manual you want to create as specifically as possible.
Examples with varying levels of specificity in the Text (the examples lower down are more specific and preferable)
- "Safety check procedure"
- "Safety check procedure for warehouse operations"
- "Safety check procedure for warehouse operations in the logistics industry"
- "Safety check procedure when using a forklift in warehouse operations in the logistics industry"
- "Safety check procedure when using a forklift 'Komatsu FB20-12' in warehouse operations in the logistics industry"
Tips for entering Manual conditions ("Do you have any requests regarding the content and expression?")
In the "Do you have any requests regarding the content and expression?" field, entering conditions such as "for whom (Viewer)," "for what purpose," and "how (writing style and constraints)" will make it easier to generate the Manual you are aiming for.
- For whom ▶ Identify the target audience Example) Staff of Myanmar nationality, new part-time staff
- For what purpose ▶ Clarify the purpose of the Manual Example) So they can complete the task on their own, to reduce mistakes
- How ▶ Specify the writing style and expression method Example) In plain language, in bullet points
By establishing a fixed format for conditions, you can mass-produce drafts with the same structure simply by changing the task name or target audience.
Examples of adjusting input content according to purpose
Task to be turned into a Manual and basic conditions
We will generate a draft for "How to duplicate a Manual in Teachme Biz."
Using the instructions below as a base, let's see how the output changes when the instruction content is modified.
Intended Viewer: New employees
Phrasing: Politely
Number of Steps: Within 10 Steps
Purpose: So that the Viewer can complete the task on their own without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The operation instructions are written in the Teachme Biz Help Center.
https://help.teachme.jp/hc/ja
Since images will be attached to each Step, please also indicate what kind of image should be attached, in parentheses.
If arrows or highlights in the image would be effective, please also describe how to draw them.
For the IT department
By changing the intended reader and Phrasing, it becomes easier to generate a Manual with concise text and simple image suggestions.
Intended Viewer: IT department Member
Phrasing: Concisely
Number of Steps: Within 10 Steps
Purpose: So that the Viewer can complete the task on their own without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The operation instructions are written in the Teachme Biz Help Center.
https://help.teachme.jp/hc/ja
Since images will be attached to each Step, please also indicate what kind of image should be attached, in parentheses.
If arrows or highlights in the image would be effective, please also describe how to draw them.
For executives who are not comfortable with IT
When targeting readers who are not comfortable with IT, both the explanations and images are adjusted to be more detailed and careful.
Intended Viewer: Company executives in their 60s who are not comfortable with IT
Phrasing: Concisely
Number of Steps: Within 10 Steps
Purpose: So that the Viewer can complete the task on their own without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The operation instructions are written in the Teachme Biz Help Center.
https://help.teachme.jp/hc/ja
Since images will be attached to each Step, please also indicate what kind of image should be attached, in parentheses.
If arrows or highlights in the image would be effective, please also describe how to draw them.
For Vietnamese staff (with their native language included)
It is also possible to create content for Vietnamese staff with their native language included alongside the Japanese.
Please note that we cannot guarantee the accuracy of the translations, so please verify the content.
Intended Viewer: Vietnamese staff working at the factory who have been in Japan for less than one year
Phrasing: Politely. Include the native language alongside the task descriptions
Number of Steps: Within 10 Steps
Purpose: So that the Viewer can complete the task on their own without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The operation instructions are written in the Teachme Biz Help Center.
https://help.teachme.jp/hc/ja
Since images will be attached to each Step, please also indicate what kind of image should be attached, in parentheses.
If arrows or highlights in the image would be effective, please also describe how to draw them.
Writing with multilingual translation in mind
It is also possible to instruct the AI to write in expressions that are easy to translate, with multilingual translation in mind.
Intended Viewer: Translation software
Phrasing: Concisely. Use expressions that remain clear and carry the same meaning even after translation
Number of Steps: Within 10 Steps
Purpose: So that the Viewer can complete the task on their own without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The operation instructions are written in the Teachme Biz Help Center.
https://help.teachme.jp/hc/ja
Since images will be attached to each Step, please also indicate what kind of image should be attached, in parentheses.
If arrows or highlights in the image would be effective, please also describe how to draw them.
For those who have difficulty reading Japanese
For those who have difficulty reading Japanese, it is also possible to add explanations for difficult compound words above a certain level of complexity.
Assumed Viewer: Beginner Japanese learners (equivalent to JLPT N4 level)
Phrasing: Politely. Add ※ to difficult words for beginner Japanese learners and include an explanatory note at the end of each Step.
Number of Steps: Within 10 Steps
Purpose: So that Viewers can work alone without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The Help Center for Teachme Biz contains instructions on how to use it.
https://help.teachme.jp/hc/ja
Since an image will be included with each Step, please also specify in parentheses what kind of image should be included.
If arrows or highlights in the image would be effective, please also describe how to draw them.
For those who cannot read kanji
For those who cannot read kanji at all, it is also possible to add furigana to all kanji.
Assumed Viewer: Foreign staff who have recently arrived in Japan, or staff with intellectual disability grade 4
Phrasing: Politely. Add furigana in parentheses to all kanji.
Number of Steps: Within 10 Steps
Purpose: So that Viewers can work alone without getting lost
The URL for Teachme Biz is as follows.
https://teachme.jp/
The Help Center for Teachme Biz contains instructions on how to use it.
https://help.teachme.jp/hc/ja
Since an image will be included with each Step, please also specify in parentheses what kind of image should be included.
If arrows or highlights in the image would be effective, please also describe how to draw them.
When you want to increase the amount of information in a Manual
Use proper nouns
Including proper nouns such as equipment names, system names, manufacturer names, and place names — rather than general terms — makes it easier to generate more accurate information.
Example: Include a manufacturer name or model name
- "Procedure for starting a forklift"
✓ "Procedure for starting Toyota's forklift 'gene B'"
Example: Include the name of the target system
- "Procedure for submitting expenses"
✓ "Procedure for submitting expenses in Concur"
Example: How to dispose of trash
- "How to dispose of trash"
✓ "How to dispose of trash in Fukuoka City"
You do not necessarily need to use the exact official name (in the above case, Toyota's official corporate name is "Toyota Industries Corporation"); as long as you include a noun that identifies the information, the AI can infer the content and gather more specific information more easily.
※ The company names, product names, and corporate names mentioned on this page are the trade names, trademarks, or registered trademarks of their respective companies.
Include any specific requests
If you have specific requests, stating them as concretely as possible makes it more likely that the output will include information matching your requests.
Communicate the required level
- "Procedure for hand sanitization"
✓ "Procedure for hand sanitization in accordance with HACCP"
Add Steps or procedures you want to include
- "For procedures where mistakes are likely to occur, clearly state the points to watch out for."
- "After checking, also include a step for filling in the checklist."
- "In the last Step, instruct the reader to contact the IT department if they do not understand after reading the Manual."
- "After cooking, disinfect the knife with alcohol and put it away in the designated place."
Include information you want added
If there is any other information you want added to the Manual, including it makes it easier for the content to be expanded accordingly.
Add a specific Step
- "Please list the materials needed in the first Step."
- "Please also include the option of asking a supervisor for help when unsure."
- "After cooking, disinfect the knife with alcohol and put it away in the designated place."
- "Please also introduce near-miss incidents caused by similar reasons."
- "Since recurrence prevention measures tend not to attract staff interest, please also include some interesting side notes to help generate interest and engagement."
Increase the information within Steps
- "Please also include the estimated time required for each Step's task."
- "For difficult words and phrases, add ※ and include an explanatory note at the end of the Step."
- "Please also write, in parentheses, examples of images that would make each Step easier to understand."
- "Please include the Text in English as well."
- "If there seems to be useful reference information on the web, please suggest links that should be included."
Add Steps that meet specified conditions
- "If there are any precautions or tips, please add 1 Step to describe them."
- "If there is anything staff should be careful about to avoid receiving complaints later, please include it."
- "If there is anything beginners should be careful about, please add a Step to explain it."
Examples of increasing patterns of tasks or explanations
- "For each major customer type at the supermarket, please provide a different customer greeting approach divided into 3 Steps each."
- "The 3 Steps should be divided into: making them want to listen, generating interest, and increasing their desire to purchase."
When you want to reduce the amount of information in a Manual
Instruct with "simply" or "concisely"
Direct instructions are effective for reducing the amount of information.
Examples of instructions to reduce the amount of information
- "Simply"
- "Phrasing: concisely"
- "As little information as possible"
Limit the character count
It is also effective to specify a character limit as shown below.
- "Headings within 10 characters, descriptions within 30 characters"
However, AI is not particularly good at counting characters in Japanese, and the output may not always fit within the specified count.
Also, due to system specifications, it is not possible to completely eliminate description Text, so instructing to "include no description Text at all" tends to cause errors.
Instruct that certain information should not be included
By instructing that information that could increase the character count should not be included, it becomes easier to keep descriptions simple.
- "Do not include tips or precautions; please only describe the task content."
Limit the information in descriptions
By limiting the information in descriptions, it becomes easier to omit unnecessary Text information.
- "Please consolidate the necessary information in the headings as much as possible, so that the task is conveyed by the heading alone."
By instructing that task descriptions should not be included in the description Text, you can ultimately keep the amount of Text information to a minimum.
- "In the description Text, do not write information about tasks or procedures; only include suggestions for images to be added to the Step."
There is also a way to narrow down information after the Manual is output
By using the Proofreading, Summarize, and Phrasing adjustment features, you can also reduce the amount of information in a Manual after it has been output.
Proofreading, Summarizing, and adjusting the Phrasing of each Step's Title and description (Browser version)
https://teachme.jp/8/manuals/29557159
Handy in these situations! Use case scenarios
See at a glance what images you need! AI suggests images for each Step
Title "How to clean a meeting room" Assumed Viewer: New staff Phrasing: Politely Number of Steps: Within 10 Steps Content: So that anyone who reads the Manual can carry out the task on their own Since an image will be included with each Step, please specify in parentheses what kind of image should be included for each Step. If arrows or highlights in the image would be effective, please also describe how to draw them.
Benefits
- Saves the effort of thinking about what photos are needed for each Step
- Also provides advice on where to draw arrows and circles in images
Create a Manual based on procedures written out in a separate Document!
Title "Starting a video meeting from Meet" Assumed Viewer: New foreign staff Phrasing: Politely Number of Steps: Within 15 Steps
1. Access Google Meet. 2. Click [New meeting]. 3. Do one of the following. 3-1: Create a meeting for later ・To share the meeting details for a future meeting, copy the meeting link and share it with participants. ・To start the meeting directly using this link, paste the link into your Browser or enter the link in the [Enter a meeting code or link] field, then click [Join]. 3-2: Start an instant meeting: Create a new meeting and join it directly. 3-3: Schedule in Google Calendar: To schedule a meeting, go to Google Calendar.
Benefits
- Allows you to first organize procedures using a tool you are comfortable with
- You can incorporate content from official Help pages into Teachme Biz simply by copying and pasting
- You can Create a Manual based on content created with your own everyday AI (LLM).