Even when manuals are created and maintained, they often don't get viewed in the workplace.
Many of you may be wondering how to make it easier for users to find the manuals they need.
While folders are the typical route users take to find manuals, it's important to prepare various access routes, not just one, to ensure users can properly locate the manuals they need.
First, Prepare Devices for Viewing Manuals in the Workplace
Even if all your manuals are organized in Teachme Biz, they won't be utilized if there's no environment where they can be easily accessed when needed.
Especially for those in retail or food service industries, it's often the case that "manuals can only be viewed on a single PC in the break room."
If there's no device at hand when problems arise, or if others are using the available devices, the habit of referring to manuals will not take root.
If it's difficult to provide devices to everyone, even preparing multiple shared devices can be effective.
Since tablets and smartphones are portable, we recommend temporarily lending them to new employees or staff who especially need to refer to manuals.
While there are cost considerations, establishing a network, implementing BYOD*, etc., it's extremely important to first create an environment where Teachme Biz can be easily accessed anytime.
*Bring your own device: Having employees bring their personally owned portable devices to the workplace and use them for work
Once you've established viewing devices, take steps to make manuals easier to find by improving navigation flows and utilizing functions.
There Are Multiple Primary Routes for Viewing Manuals
When viewing manuals, users access them through one or more of the following routes:
- Finding through folders
- Finding through Portal Pages
- Finding through the "Search function"
- Receiving individual distributions from administrators (users don't need to search)
- Finding through other useful features
Which Route Has the Highest Usage Rate
Among the multiple routes, the one with the highest usage rate by users is:
- Finding through folders
This is the most common method.
Depending on corporate culture and folder structure, in some companies, about 70% of users find manuals this way.
*This is based on the situation before the Portal Pages feature was released in September 2023
Therefore, we recommend first examining and improving the "Finding through folders" route.
Finding Through Folders
Having a well-organized folder structure is the quickest way to help users find manuals.
While folders are often organized by department, many users search by business category as well.
Is there room for improvement in organizing folders and subfolders by business categories or purposes?
However, changing the folder structure requires considerable time and human resources.
Additionally, since folders also serve as units for assigning permissions such as viewers and editors, it can be difficult to structure them specifically for "searching" in some cases.
If it's difficult to make improvements by changing the folder structure, we recommend examining and improving other routes.
Finding Through Portal Pages
Using Portal Pages allows you to compile "information you want to show, in units you want to show it, in the order you want to show it" on a single page.
While it takes effort to consider the units and structure of the page, it's a very user-friendly route.
Since you don't need to change the folder structure, there's no need to change permission settings or management systems.
If you know "which manuals you want these people to see," we highly recommend using Portal Pages.
Finding Through the "Search Function"
Using the search function to find and view manuals is an approach that can be implemented without significant time or cost.
It's very convenient when mastered, and once users get accustomed to it, they'll start searching for manuals rather than navigating through folders.
Benefits of Establishing "Search" Habits
The benefit of establishing search habits is drastically reducing the time it takes to reach manuals.
However, surprisingly many people say, "I've never searched before, so I don't use it" or "I'm not comfortable with searching, so I don't use it."
How to Establish "Search" Habits
Initially, it's necessary to provide careful support, such as setting up opportunities to explain search methods or searching together until users become comfortable.
During creation, it's important for manual creators to craft titles and descriptions carefully so that manuals appear properly in search results. Adding appropriate search tags is also effective.
Furthermore, there are various search methods, such as "Search from All Manuals" and "Search within Folders".
By promoting search methods while referring to the manual below, and making it easier for users to find manuals, "searching" will gradually become established.
Improvement Methods for Easier Searching
By looking at Teachme Biz's search logs, you can understand what search terms users are using and whether they were able to find the manuals they wanted as a result.
Repeatedly having successful experiences finding manuals through search helps users develop the habit of checking Teachme Biz when they encounter problems.
For more details on how to utilize search tags, please refer to the article below.
Receiving Individual Distributions from Administrators
Manuals can not only be searched for by users but can also be distributed and notified to users by administrators.
Notify One-Off Tasks with Manuals Using the "Task Distribution Function"
Using the task distribution function, you can send manuals to users as implementation requests.
For example, you can:
- Send a manual on how to fill out submission forms with a submission deadline by the end of the month
- Send a manual on new recipes or product information with a verification deadline by the end of the week
- Request urgent computer or tool updates
It can be used in various scenarios.
The task distribution function not only distributes manuals but also allows you to track users' task completion status.
To increase task execution rates, you can select only users who haven't completed the task and redistribute the task to them.
If you've never used the task function before, please give it a try.
Learn Business Operations in Advance with the "Training Function"
The training function is designed to aggregate and distribute necessary manuals as courses to employees receiving training.
For example:
- Customer service courses for new employees
- Business courses for managers or those in charge
- Courses related to operations involving machines with various usage methods
There are many potential applications here as well.
Our company actually operates online training using the training function.
With the training function, you can check progress after sending courses, making it useful for new employee education and follow-up training.
Additionally, distributed courses can be viewed at any time, allowing for review of completed content.
*The training function is available in the Basic plan or higher
Finding Through Other Useful Features
Besides folders, search, and distribution functions, there are other convenient features that help users find manuals when needed.
Accessing Through "QR Codes"
Teachme Biz has a function to convert manual URLs into QR codes.
By printing QR codes as stickers and placing them where needed, users can directly view manuals just by scanning the QR code with a smartphone.
For example:
・How to use the projector in meeting rooms
・How to replace toner in copiers
・How to maintain machines
You can place QR codes near machines and equipment to immediately check operating instructions.
Mipox Corporation, one of our users, is also working on creating manual navigation using QR codes.
Finding Through "New Arrivals," "Recently Viewed Manuals," and "Bookmarks"
Teachme Biz has functions that allow users to check manuals they've recently viewed and bookmark manuals.
By encouraging the use of these functions, users can more easily access their frequently used manuals.
Additionally, "New Arrivals" allows you to see manuals newly released within the last two weeks.
Communicating the existence of these functions can often lead to increased use of Teachme Biz.
Understanding User Situations Before Implementing Measures
We've introduced various measures, but it's crucial to first understand the current state of your users and implement measures accordingly.
Teachme Biz is equipped with a reporting function for analyzing viewing status, so use it to check usage status before working on improvements.
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