When operating Teachme Biz, you may find yourself wondering who is creating manuals and how many they are making.
"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, manual creation is work that is added on top of regular duties. Rather than leaving it entirely up to the creators, it is important for managers to help raise the priority of manual creation tasks.
What happens when you don't track creation progress
What happens when you don't keep track of the creation status? There are three key points.
- The initial manual creation plan stalls and operations cannot get started.
- People who are diligently creating manuals go unrecognized, reducing their motivation to create.
- Recovery measures cannot be taken appropriately in response to the situation.
Tracking the creation status does not guarantee that a plan will be achieved.
However, by properly managing the personnel needed to achieve the plan and monitoring progress toward goals, you can increase the likelihood of realizing the plan.
As the flip side of not tracking the creation status, by managing based on accurate data you can:
- Check the progress of the plan
- Identify and evaluate who is and isn't creating manuals according to plan
- Take appropriate recovery measures based on progress and the status of creators
This allows you to run an improvement cycle aimed at implementation and adoption.
Additionally, point 2 — "Identify and evaluate who is and isn't creating manuals according to plan" — is also effective when encouraging the creation of new manuals after operations have begun.
We hope you now understand the importance of tracking creation status as a manager.
How to track creation status
A quick way to check: view by folder
In the folder list screen, you can check the number of published manuals by folder.
During the initial manual creation phase when implementing Teachme Biz, you can apply this feature by creating folders or subfolders for each person responsible, allowing you to see "who is creating how many manuals" with minimal effort.
Note that the number of manuals in draft status cannot be checked. Since some creators may be working on multiple manuals at the same time, check the status of manuals within a folder as needed.
Once manual creation is complete, you can move the folders to ones organized by department or work category and begin operations.
A detailed method: check via the user activity CSV export
You can also export user activity details — such as last login date and time, and number of owned manuals — as a CSV and review them in a list.
※ Only group administrators and sub-administrators can export CSVs.
Using the filter function in a spreadsheet application such as Excel, you can sort by number of owned manuals (manual_count) in ascending or descending order to identify users with more or fewer manuals created.
The number of owned manuals includes all manuals — published, draft, and archived.
Next actions after tracking creation status
After tracking the creation status, there are two things to do: "identify the reasons behind each creator's status" and "consider and implement countermeasures."
Identify the reasons behind creation status
Check in with both those who are on track and those who are not. If it is difficult to speak with everyone, it is a good idea to interview a few people at the top or bottom of the creation rankings.
The interview content is as follows.
[Example interview questions for those who are on track]
- How long does it take to create one manual?
- Have you encountered any difficulties during creation?
- Do you have any tips for creating manuals efficiently?
[Example interview questions for those who are not on track]
- Were you able to secure time to work on creation?
- Are there any difficulties with how to create manuals?
- Are there any difficulties with the content of the manuals?
For those who are on track, asking about how long creation took, any difficulties encountered, and tips for efficient creation allows you to gather insights and knowledge to help move creation forward.
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. The appropriate countermeasure will differ depending on the bottleneck identified during interviews with those who are not on track.
- Unable to secure time for creation
In this case, no matter how much guidance is provided, creation cannot proceed. You will need to take steps to help them secure the necessary time. In some cases, it may be worth involving their supervisor as well. If securing time remains difficult, it may be necessary to change the person responsible for creation.
- Difficulty with how to create manuals
Even if time is available, progress will stall if the person doesn't understand how to create manuals. Resolve this by helping them understand the basic operations of Teachme Biz and sharing knowledge from those who are on track.
- Difficulty with manual content
If the person responsible has not yet organized the work content in their head, they may end up deliberating on their own without making progress. In that case, encourage them to involve other workers in the task and create opportunities to align on the content.
Of course, the above are just a few examples, and various other cases may arise. In any situation, it is important to regularly check progress against deadlines and make course corrections — such as extending deadlines or adjusting creation targets — on a regular basis.
Summary
Do you now have 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, a large number of them struggle to actually do so. Even if people intellectually understand that manuals can reduce the burden of training and decrease mistakes in the long run, it is common for day-to-day work to be so overwhelming that action doesn't follow.
For administrators who find that "manual creation isn't progressing during the initial implementation phase" or "the number of manuals isn't growing after operations begin," try making it a regular task — weekly, monthly, or otherwise — to track the number of manuals each user has created.