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Introduction to Operations
Manual Preparation

APHRODITE MAMAC – ADRALES


Digos Water District
Company Introduction to Operations Manual
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Preparation

• What is an Operations Manual


• Why should local water districts
Lecture 1 have an operations manual?
Introduction • What are the different parts of a
manual?
• Suggested Parts of a manual
• Planning the manual

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Company What is an Operations Manual2111
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• a written document that lists the


instructions, step-by-step, on how to
complete a job task or how to handle a
specific situation when it arises in the
workplace.

• may include tasks for the


entire company, or separate
manuals may exist for each
department.
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Company About Readers and Manuals
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Do Readers Read
Manual?

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Company About Readers and Manuals
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Do Readers Read
Manual?
• Most manuals are reference
sources that readers skim
and scan for information—
they don’t read them.

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Implications
 We need to include only information that is
important to readers, and exclude all other
information (the bigger the manual, the more
difficult it will be to find information).

 The writing must be concise, with few


unnecessary words or thoughts.

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Implications
 The navigational aids, such as the table of
contents, index, and numbering systems, must
enable readers to locate the information they’re
looking for within five minutes.

 We should make few assumptions about what the


readers have already read (for example, because
we’ve introduced a technical term in the first
chapter doesn’t mean we can use the term from
that point on without having to define it again).

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Why should LWDs have an Operations
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Manual?

Reduce procedural mistakes and


costly errors
Establish roles & responsibilities

Consistency in operations
Operations
Manual

Improve efficiency and


productivity

Meet legal or regulatory


requirements Train employees in their job
functions
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How an operations manual would look
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like?

Introduction on the Definition of terms


Manual and acronyms

• Scope of manual • Terms and


• Content acronyms used in
• Intended users the manual with
• System of
their
corresponding
amendment
definitions

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General Information about Organization and


the Agency Responsibilities

• Water district • Organizational


overview/profile Structure
• Mandate, VMG • Duties and
• Areas of Operation responsibilities of
• Franchise area/service area the board,
• Services offered management,
divisions,
sections
• Functional chart
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How an operations manual would look
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Control of Records
Operating Procedure
and Documents

• The very meat of the manual


• Describes how
• Contains the basic the water district
operations of the water manage its
district records and
documents

• This section is
optional

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Appendices

• A supplementary
material that
contains
statistics,
illustrations,
forms etc.

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But
HOW?
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DEVELOPMENT
PROCESS
Let’s start with the BIGGER picture
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The Operations Manual Development Process

Wrapping
up the
Editing and Project
Reviewing
Researching
and Writing

Planning

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The Operations Manual Development Process

Analyzing information needs

•Determining purpose
•Determining objectives
•Identifying audiences
•Analyzing tasks

Planning
Specifying the manual
•Preparing an outline
•Reviewing and revising
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“If you fail to plan,


then you plan to
fail”
~Benjamin
Franklin~

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Let’s prepare the outline!
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OUTLINE
• lists the chapters, sections, and
topics that will be covered, in the
order you will present them.

(see sample outline next page)

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Let’s prepare the outline!
Company
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C WATER DISTRICT
OPERATIONS MANUAL
Introduction
• Scope of the Manual
• Purpose of the Manual
• Content of the Manual
• Intended users
Definition of Terms
• Terms and accronyms used in the manual
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Let’s prepare the outline!
Company
LOGO

C WATER DISTRICT
OPERATIONS MANUAL
Introduction
• Scope of the Manual
• Purpose of the Manual
• Content of the Manual
• Intended users
Definition of Terms
• Terms and accronyms used in the manual
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Let’s prepare the outline!
Company
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C WATER DISTRICT
OPERATIONS MANUAL
General Information About the Agency
• Water District overview/profile
• Mandate,VMG,Corporate goals
• Areas of Operation
• Franchise area/service area
• Services Offered

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Let’s prepare the outline!
Company
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C WATER DISTRICT
OPERATIONS MANUAL
Organization & Responsibilities
• Organizational structure
• Duties & Responsibilities of the board, management,
divisions and sections
• Functional chart

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Let’s prepare the outline!
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NOW, IT’S
YOUR TURN.

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