A desk manual will take more than one session to write and compile. It should be a work in progress, changing as your job changes. It is rare that you will be asked to compile a desk manual for a deadline which allows you time to change things, to replace items and update lists.
To brew your desk manual to perfection
| You are unlikely to know all of a role until you have been there for a full year and have experienced all the seasonal ups and downs. This means that your desk manual is going to be with you for most of that year. Keep it near you at first, but later on you will be able to spend longer away from it. Eventually, you will only need to get it down from the shelf for updating reference material and adding new information as your role changes. | Desk
Manual: The Original |
The most flexible form for a desk manual is in a ring binder. This allows you to shuffle pages around and refer to individual sections. Plastic pockets are a nice optional extra to keep the pages from falling out but aren't strictly necessary, and it is good to be able to write directly on to the page, taking only a couple of seconds to make a note of something. Choose a good, strong folder and print out the DeskDemon Desk Manual Cover, which you can download by Clicking Here
It's a very good idea to write your contents page as you add things. You are unlikely to need an in-depth table of contents, but you can always write a separate contents page for each section should you want one. Write in pencil so you can make adjustments later. You can download a contents page to help you get started by Clicking Here.
It might appear easier to write a desk manual on computer, but it is actually much easier to have it to hand, always on your desk and ready to write things into. Good old-fashioned pencil is exactly the right tool for doing this. You can update the information as it changes, such as when someone has a new telephone number, job title or name. Using pencil also allows you to make alterations whilst keeping each page looking neat and tidy without messy crossings-out.
Using a pencil on one paper copy is much more environmentally friendly than creating a copy on computer and then printing off another page every time a detail changes. Realistically, how many other people are going to need your job manual? Only the person filling in for you. If anyone wants a copy then they can have a photocopy. Above all, a folder is much more flexible than a computer file. You can take it with you when you have down time to fill. You can't lose a copy because of computer viruses or crashes. You can make it into volumes should you need to.
The first thing to go into your desk manual after your title page and your table of contents should be your official title and job description or role profile. This helps you to keep in mind your purpose within your organisation and, more importantly, helps anyone filling in for you whilst you are on your well-earned holiday know what they should be doing.
It is a rare admin whose day-to-day work fits the job description exactly. That is why the role profile needs to be backed up by your duties and responsibilities list. Download a copy by Clicking Here. Write down all the day-to-day duties and mark them as daily, weekly, monthly, seasonally or occasionally. Later on you will create separate sections for each of these categories.
The duties and responsibilities list should give you a lot to think about. It is also very useful when you are about to have an appraisal. The list will clearly show the new responsibilities you have taken on. It will also help you plan. As you articulate what you already know you will see clearly what will be coming up in your week ahead.
In later issues we'll be looking at Desk Manuals for specific types of departments
and roles, in the mean time, print out our handy template pages to help you
begin and get started on your own Desk Manual!
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