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Operations manuals are those activities involved in the efficient running of a business for the purpose of producing value for the stakeholders and comparing business processes. The outcome of business operations is the harvesting of value from assets owned by a business.
Why have an operations manual
Operations manuals allow the business to become automated. However, they can be extremely time consuming to construct and may become a very difficult process. Each company’s manual is unique. The manual should allow a complete stranger to take over an operation of the company. Every daily, weekly, monthly, quarterly, and yearly procedure should be outlined for each employee or position through a step-by-step documented flow. Some examples of operating processes are:
- Opening procedures
- Closing procedures
- Ordering procedures
- Sales call procedures
- Customer service procedures
- Quality assurance procedures
- All others
Having an effective operations manual is pertinent even if there are no intentions to expand the business or open multiple offices. A well documented Business Operations Manual for a company can do several things:
- Create easier management and growth – there can be more focus on perfecting the product or service and other processes while employees perform day-to-day tasks
- Ability to hire staff with relatively little experience by having them simply follow the tasks outlined in the Business Operations Manual.
- Allows more time to focus on sales and marketing
- Allows more time to focus on the overall “big picture” of the business instead of becoming overwhelmed by repetitive daily tasks
- Allows the owner more time for personal leave or vacations
Business automation – Automation is the “key” to efficiency
Business automation is paramount in running an efficient and effective business and creates a sense of balance for the business owner. Automating the business is probably one of the most rewarding and time-saving things a business owner can do – small or large.
Once the business is automated, the business can practically “run itself” to a certain degree, allowing the business owner to concentrate on more pressing issues.
A Perfect Plan’s solutions
An A Perfect Plan consultant will conduct a series of visits to the business location and document all current processes to construct the manual. If the consultant finds any “open loops”, a report is generated to the business owner with suggestions for repair.
A Perfect Plan also offers maintenance contracts to maintain, refine, and update the company’s operations manual as new implementations are executed.
Maintenance of the operations manual
If not maintained, the operations manual is essentially useless. Manuals must be maintained properly and updated with any changes in policy, processes, or procedures immediately upon implementation.
Continual work on simplifying and refining the manual to make it more easily understood is a good practice to follow. By grouping topics together, color-coding different sections, integrate procedures from computer software and fax machines and identifying key procedures in accounts payable and receivable, the company is more efficient and requires less labor which ultimately results in higher revenue percentages.
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