When operating Teachme Biz, you probably wonder who is creating manuals and how many, right?
"Manual creation isn't progressing during Teachme Biz implementation..."
"After creating manuals in bulk during implementation, no new manuals are being created..."
These are common concerns we hear.
People Create Manuals
Teachme Biz makes it easy to create manuals. However, necessary manuals don't magically appear - they only come into existence when people create them.
In most cases, manual creation is an additional task on top of regular duties. Rather than leaving it entirely to the creators, it's important for managers to help prioritize manual creation tasks.
What Happens When You Don't Track Creation Status
What happens when you don't monitor the creation status? There are three key issues:
- The initial manual creation plan stalls, preventing system launch.
- People who diligently create manuals go unrecognized, reducing their motivation.
- Appropriate recovery measures can't be implemented based on the situation.
Tracking creation status doesn't guarantee plan success.
However, properly managing the necessary personnel and progress monitoring increases the probability of plan success.
The flip side of not tracking creation status is that proper data-based management allows you to:
- Monitor plan progress
- Identify and evaluate who is and isn't creating manuals according to plan
- Implement appropriate recovery measures based on progress and creator status
This creates an improvement cycle for implementation and adoption.
Point 2, "Identifying and evaluating who is and isn't creating manuals according to plan," is also effective when encouraging new manual creation after implementation.
As a manager, you likely now understand the importance of tracking creation status.
How to Track Creation Status
Simple Check Method: View by Folder
On the folder list screen, you can see the number of published manuals per folder.
During the initial manual creation phase of Teachme Biz implementation, you can adapt this feature by creating folders or subfolders for each person in charge. This allows you to check "who is creating how many manuals" with minimal effort.
However, this doesn't show the number of manuals in draft status. Some creators may be working on multiple manuals simultaneously, so check the status of manuals within folders as needed.
Once manual creation is largely complete, you can move them to folders organized by department or business category to begin operations.
Detailed Check Method: Verify from User Usage Status CSV
You can also export and review a CSV of user usage status including last login date/time and number of owned manuals.
*Only group administrators and sub-administrators can export CSVs.
Using spreadsheet software like Excel, you can use the filter function to sort by manual_count in ascending or descending order to identify users with many or few manuals.
The owned manual count includes all manuals: published, draft, and archived.
Next Actions After Tracking Creation Status
After tracking creation status, take two steps: "Understanding the factors behind creators' status" and "Planning and implementing countermeasures."
Understanding Factors Behind Creation Status
Check with both people who are creating manuals successfully and those who aren't. If you can't check with everyone, interview a few people at the top or bottom of the creation status list.
Here are sample interview questions:
【Questions for successful creators】
- How much time does it take to create one manual?
- What challenges did you face during creation?
- Do you have any tips for efficient creation?
【Questions for struggling creators】
- Were you able to secure time for creation?
- Are you having any difficulties with the creation method?
- Are you having any difficulties with the content?
By asking successful creators about time spent, challenges faced, and efficiency tips, you can collect insights on issues and best practices for manual creation.
For struggling creators, identifying their bottlenecks is the key point.
Planning and Implementing Countermeasures
The purpose of planning countermeasures is to achieve your goals. Different bottlenecks from the interviews with struggling creators require different approaches:
- Cannot secure creation time
In this case, no matter how much know-how you provide, they won't be able to create manuals. You need to help them secure time. Consider involving their supervisors if necessary. If securing time remains difficult, you may need to change the person responsible.
- Difficulties with the creation method
Even with time, they can't progress as expected if they don't understand how to create manuals. Resolve this by helping them understand Teachme Biz's basic operations or by sharing knowledge from successful creators.
- Difficulties with content
If creators can't organize the work processes in their minds for manual creation, they may struggle alone. Encourage them to involve other workers to align on content.
These are just examples - you'll likely encounter various cases. In any situation, it's important to regularly check progress against deadlines and make course corrections, such as extending deadlines or changing creation targets.
Summary
Can you now visualize how tracking creation status increases the likelihood of achieving your goals and plans?
Many people understand the importance of creating manuals but still struggle to actually create them. While they intellectually understand the long-term benefits of manuals - reducing teaching burden and mistakes - they often can't act on this knowledge because they're overwhelmed with immediate tasks.
If you're a manager facing "manual creation not progressing during initial implementation" or "manual numbers not increasing after launch," try tracking each user's manual creation count as a regular weekly or monthly task.