When running Teachme Biz, it's natural to wonder who is creating Manuals and how many they are creating.
"Manual creation isn't progressing when implementing Teachme Biz..."
"After creating a batch of Manuals at the time of implementation, no new Manuals are being created..."
These are concerns we often hear.
Manuals Are Created by People
Teachme Biz makes it easy to create Manuals. However, the necessary Manuals don't create themselves — they are only completed when a person actually creates them.
In most cases, creating Manuals is a task that comes on top of regular work. Rather than leaving it entirely up to the creators, it is important for those in charge to raise the priority of Manual creation work.
What Happens When You Don't Track Creation Status
What happens when you don't keep track of creation status? There are three key points.
- The initial Manual creation plan stalls, and operations cannot begin.
- People who are diligently creating Manuals go unrecognized, and motivation to create declines.
- Recovery measures cannot be taken appropriately in response to the situation.
Tracking creation status does not guarantee that plans will be realized.
However, by properly managing the number of people needed to achieve the plan and the Progress management of targets, you can increase the likelihood of realizing the plan.
As the flip side of not tracking creation status, by managing based on solid data you can:
- Check the progress status of the plan
- Identify and evaluate who is creating Manuals on schedule and who is not
- Take appropriate recovery measures based on progress status and the status of creators
This allows you to run an improvement cycle aimed at implementation and adoption.
Also, the perspective of point 2 — "being able to identify and evaluate who is creating Manuals on schedule and who is not" — is also effective when encouraging new Manual creation after operations have begun.
We hope you now understand the importance of tracking creation status as the person in charge.
How to Track Creation Status
A Quick Check Method: View By Folder
On the Folder list screen, you can check the number of Released Manuals by Folder.
During the initial Manual creation phase of Teachme Biz implementation, you can apply this feature by creating Folders or Sub-folders for each person in charge, allowing you to check "who is creating how many Manuals" with minimal effort.
However, the number of Manuals in Draft status cannot be checked. Since some creators may be working on multiple Manuals simultaneously, check the status of Manuals within each Folder as needed.
Once Manual creation is mostly complete, you can move them to Folders organized by department or work category and begin operations.
A Detailed Check Method: Check via the User Usage Status List CSV
You can also Export user Usage status such as last login date and time and the number of Owned Manuals as a CSV and review them in a list.
※ Only Group administrators and Sub-administrators can output CSV files.
Using the filter function in spreadsheet software such as Excel, you can sort by the number of Owned Manuals (manual_count) in ascending or descending order to identify users who have created many Manuals and those who have created few.
The number of Owned Manuals includes all Manuals in Released, Draft, and Archive status.
Next Actions After Tracking Creation Status
After tracking creation status, there are two things to do: "identify the factors behind each creator's creation status" and "consider and implement countermeasures."
Identify the Factors Behind Creation Status
Check in with both those who are on track and those who are not. If it is difficult to check with everyone, it is a good idea to interview a few people from the top or bottom of the creation status ranking.
The interview content is as follows.
[Example interview content for those who are on track]
- How long does it take to create one Manual?
- Were there any difficulties encountered during creation?
- Are there any tips for creating Manuals efficiently?
[Example interview content for those who are not on track]
- Were you able to secure time for creation?
- Are there any difficulties with the creation method?
- Are there any difficulties with the creation content?
For those who are on track, checking the time spent on creation, any difficulties encountered, and tips for efficient creation allows you to gather insights and knowledge about challenges in the creation process.
For those who are not on track, the key is to identify what the bottleneck is.
Consider and Implement Countermeasures
The purpose of considering countermeasures is to achieve the plan. When interviewing those who are not on track, the appropriate countermeasure will vary depending on the bottleneck.
- Unable to secure time for creation
In this case, no matter how much know-how you share, creation cannot happen. You will need to work toward securing time. In some cases, it may be worth involving a supervisor as well. If securing time is still difficult, it may be necessary to change the person responsible for creation.
- Difficulties with the creation method
Even if time is available, if the creation method is not understood, progress cannot be made as expected. Resolve this by helping them understand the basic operations of Teachme Biz and sharing the knowledge of those who are on track.
- Difficulties with the creation content
If the creator has not been able to organize the work content to be documented in a Manual in their own mind, they may end up deliberating alone. In that case, encourage them to involve other workers beyond the person in charge and create opportunities to align on the content.
Of course, the above are just a few examples, and various other cases may arise. In all situations, it is important to regularly check progress against the Deadline and make course corrections, such as extending the Deadline or adjusting the target number of Manuals to create.
Summary
Did you get a sense of how tracking creation status can increase the likelihood of achieving your goals and plans?
While many people understand the importance of creating Manuals, there are also many who find it difficult to actually create them. Even if people intellectually understand that Manuals can reduce the burden of training and decrease mistakes in the long run, it is quite common for the immediate demands of day-to-day work to get in the way of action.
If you are an Administrator facing the challenge of "Manual creation not progressing during initial implementation" or "the number of Manuals not increasing after operations begin," try making it a regular task — weekly, monthly, or at another set interval — to track the number of Manuals each user has created.