A manual is a document that describes the usage methods and procedures for a specific product or service, designed to help users accurately understand necessary information.
A clear manual includes a few of the following elements.

Easy navigation

First, a clear manual must be easy to navigate. Having a clear structure and table of contents is required so that users of the product or service can quickly find the information they need.

Visual clarity

Next, it is also important to utilize visual elements to make it visually easy to see. It is crucial to explain concepts not only through text, but also using diagrams, illustrations, videos, and other visual aids.

User-friendly content

Further, it is essential to align the content with the user’s level of understanding. Avoiding technical vocabulary and using easily understood wording makes the content accessible even to those with minimal knowledge of the product.

Problem resolution

Finally, it is crucial for a clear manual to be able to resolve problems. By including specific usage examples and step-by-step procedures, it supports users in smoothly troubleshooting problems.

Considering these elements when creating a manual helps users to easily understand and find necessary information.

Our technical writers analyze client manuals and review the structure and phrasing of the text. Reviewing documents from a technical writing perspective clarifies the intended message, refines it into valuable content, and enhances user comprehension.

Basic steps for creating a manual

First, when creating a manual, it is important to follow these basic steps:

1. Clarify the purpose: Clearly define the manual’s purpose and target audience.
2. Organize the content: Organize information through logical structure and chapter division.
3. Explain clearly: Explain things concisely and clearly using easy-to-understand language.
4. Collect feedback: Collect feedback from users and iterate on improvements.

Explanations utilizing images and diagrams

Utilizing images and diagrams in addition to text makes it easier for users to understand.

For example, using diagrams, illustrations, and videos to explain procedures or show actual usage examples helps users visualize the operation more easily.

Focus on problem-solving

To create an easy-to-understand manual, it is crucial to develop it from the user’s perspective. This means providing information while considering the circumstances and problems the reader is likely to encounter.

Users often read manuals to address specific problems or questions, so it is crucial to provide precise and clear solutions.
The key to creating clear manuals is to provide users with manuals that enable them to easily resolve issues.

Below are some examples and achievements from manuals we have produced.

Client concern

Our client wanted to develop and launch their product quickly, but updates to the instruction manual could not be completed in time, which caused delays.

They also received many inquiries from users who could not operate the product because they had trouble understanding the instructions and other content written by developers, resulting in the client needing to allocate lots of time to deal with these inquiries.
The client also found that the content management system (CMS) they deployed for the production of industrial equipment operation manuals was too complex for their needs. They wanted a more agile and efficient approach.

Our proposal

To diagnose both the manual itself and the production process, and propose specific improvement measures.

Our technical writing team wrote/rewrote the user manual based on the specifications.
The front-end development team supported the transition from the traditional PDF format to web manuals.
No DTP was required, which reduced revision effort and significantly shortened the lead time to release.

Client evaluation and satisfaction points

Thanks to our expertise in manual production, not only were we able to improve the content but we were also able to optimize the production workflow. The resulting manuals were easier to read and make use of, and were well-received by end users.
Our client expressed their wish to continue collaborating with us and receive further consultations for more manual improvement initiatives.

Client concern

The client faced challenges with last-minute specification changes just before dispatch for shipping. Since their product was to be rolled out in over 20 countries, multilingual translation had to be carried out while production was still in progress—which proved extremely difficult.

Our proposal

We took on everything from writing to multilingual translation and DTP.

We handled all aspects of technical writing in Japanese or English, native-level English translation (as the primary language) for multilingual projects, and the DTP after multilingual translation.
We have a wealth of experience and know-how in the area of multilingual deployment, allowing us to manage comprehensive schedules, prepare glossaries and style guides, and ensure screen terminology consistency, providing our clients with peace of mind.

Client evaluation and satisfaction points

Our client expressed how grateful they were for the comprehensive solution we provided, for our project manager’s handling of overall project coordination and the technical writing work, the quality of our English translations, application of neural machine translations (NMT), and even suggestions for shortening delivery lead times—a strength of ours as a translation company.