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 introducing Teachme Biz..."
"After creating a batch of manuals at the time of introduction, 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 do not create themselves — they are only completed when a person actually creates them.
In most cases, manual creation 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 tasks.
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 properly creating manuals go unrecognized, and motivation to create manuals declines.
- Recovery measures cannot be appropriately taken in response to the situation.
Tracking creation status does not guarantee that plans will be realized.
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 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 new manual creation after operations have begun.
We hope you now understand the importance of tracking creation status as a person in charge.
How to track creation status
A simple way to check: view by folder
In the folder list screen, you can check the number of published manuals per folder.
During the initial manual creation phase when introducing Teachme Biz, you can apply this feature by creating folders or subfolders for each person in charge, allowing you to check "who is creating how many manuals" with minimal effort.
Note, however, that the number of manuals in draft status cannot be checked. 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 the manuals to folders organized by department or type of work, and then begin operations.
A detailed way to check: use the user activity summary CSV
You can also export user activity data — such as last login date and time and the number of owned manuals — as a CSV and review it as a list.
※ Only group administrators and sub-administrators can export the CSV.
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 who have created many or few manuals.
The number of owned manuals includes all manuals — published, draft, and archived.
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 creating manuals and those who are not. If it is difficult to check 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?
- Were there any difficulties encountered during creation?
- Are there any tips for creating manuals efficiently?
[Example interview questions for those who are not on track]
- Were you able to secure time to create manuals?
- Are there any difficulties with the creation method?
- Are there any difficulties with the content being created?
For those who are on track, checking how long it took to create manuals, what difficulties they encountered, and what tips they have for efficient creation allows you to gather insights and knowledge useful for advancing 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. During interviews with those who are not on track, the appropriate countermeasures will differ depending on the bottleneck.
- Unable to secure time to create manuals
In this case, no matter how much know-how you provide, they will not be able to create manuals. You will need to work toward ensuring they have the time. In some cases, it may be worth involving their supervisor as well. If securing time is still difficult, it may be necessary to change the person responsible for creation.
- Having difficulties with the creation method
Even if time is available, if they do not understand how to create manuals, they will not be able to proceed as intended. Resolve this by helping them understand the basic operations of Teachme Biz and sharing the knowledge of those who are on track.
- Having difficulties with the content being created
If the person responsible for creation cannot organize the work procedures to be documented in their head, they may end up struggling 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 a variety of cases may arise. In any situation, it is important to regularly check progress against deadlines and make periodic course corrections, such as extending deadlines or adjusting creation targets.
Summary
Can you now visualize how tracking creation status can increase the likelihood of achieving your goals and plans?
While many people understand the importance of creating manuals, many also find it difficult to actually create them. Even if people intellectually understand that manuals can reduce the burden of training others and decrease mistakes over the long term, it is common for the immediate workload to be so overwhelming that action doesn't follow.
For administrators who find that "manual creation isn't progressing in the early stages of introduction" or "the number of manuals isn't increasing after operations begin," try making it a regular task — weekly, monthly, or at some other interval — to track the number of manuals each user has created.