Operations Manual Creator

Operations Manual Creator（操作マニュアル作成）

Overview

This skill creates structured, professional operations manuals for business systems. It follows the STEP format (Specific/Target/Expected/Proceed) for procedure writing, ANSI Z535-inspired caution/warning classification, and includes comprehensive troubleshooting guides.

The skill produces complete, ready-to-use operations manuals in both Japanese and English, suitable for enterprise environments.

When to Use

• 業務システムの操作マニュアルを作成する
• 標準作業手順書(SOP)を作成する
• システム運用マニュアルを作成する
• ユーザーガイドを作成する
• 作業手順書を作成する

Prerequisites

• System Access: Access to the target system for accurate UI/workflow documentation
• Subject Matter Experts: Availability of SMEs who understand the business processes
• Existing Documentation (if any): Current procedures, training materials, or process flows to reference
• Terminology Glossary: Approved terminology list for the target system (if available)
• Screenshot Capability: Ability to capture screenshots for the final manual (placeholders are inserted during drafting)

Output

This skill generates Markdown files containing complete operations manuals or SOPs:

• Full Operations Manual: Comprehensive document using assets/operations_manual_template_ja.md or assets/operations_manual_template_en.md
• Individual Procedures: Per-operation documents using assets/procedure_template.md
• Troubleshooting Guide: Symptom-Cause-Resolution tables and decision trees

All outputs include screenshot placeholders ([Screenshot: {description}]) to be replaced with actual images during finalization.

Workflows

Workflow 1: Scope and Audience Definition（スコープ・対象者定義）

Purpose: Establish the boundaries and target audience for the manual.

1. Ask the user to clarify:
   • What system is being documented?
   • What operations need to be covered?
   • Who is the target audience?
2. Determine skill level of the audience:
   • Beginner: New users, include every click and screenshot placeholder
   • Intermediate: Regular users, focus on complex operations
   • Advanced: Power users/admins, focus on edge cases and configuration
3. Define document scope:
   • Full manual (all operations for the system)
   • Specific procedures (selected operations only)
   • Quick-start guide (essential operations for onboarding)
4. Identify prerequisites:
   • Access rights and permissions required
   • Required software and versions
   • Prior knowledge or training required
   • Related documents to reference

Workflow 2: Operations Inventory（操作一覧の棚卸し）

Purpose: Create a comprehensive list of all operations to document.

1. List all operations to be documented
2. Categorize each operation by:
   • Frequency: Daily / Weekly / Monthly / Quarterly / Ad-hoc
   • Role: Administrator / Operator / General User / Approver
   • Dependency: Which operations must be completed first
3. Assign operation IDs using the format: OP-001, OP-002, OP-003...
4. Create an operation dependency map:
   • Identify prerequisite operations (e.g., OP-001 must be done before OP-003)
   • Note parallel operations that can be done independently
5. Estimate time for each operation (in minutes)
6. Output the operations inventory table:

Workflow 3: Procedure Writing（手順記述）

Purpose: Write detailed step-by-step procedures using the STEP format.

Load references/procedure_writing_guide.md for detailed STEP format guidance.

For each operation (OP-ID), use assets/procedure_template.md as the structure:

1. Write each step using the STEP format:
   • Specific: What exactly to do (use precise action verbs: click, type, select, check, drag)
   • Target: Which UI element (button name, field label, menu path like Menu > Submenu > Item)
   • Expected: What should happen after this step (screen change, message display, data update)
   • Proceed: How to confirm success and transition to the next step
2. Use step numbering conventions:
   • Main steps: 1, 2, 3...
   • Sub-steps: 1.1, 1.2, 1.3...
   • Conditional branches: 1a (if condition A), 1b (if condition B)
3. Include screenshot placeholders where needed: [Screenshot: {description}]
4. Add verification checkpoints at critical points in the procedure

Workflow 4: Caution/Warning Notes（注意・警告の付与）

Purpose: Add appropriate safety and caution labels to procedures.

Load references/caution_note_classification.md for ANSI Z535-inspired classification rules.

Apply the following classification:

Rules:

• Place notes BEFORE the step they relate to (never after)
• Include the consequence description (what happens if the warning is ignored)
• Use Markdown callout syntax for visual formatting

Workflow 5: Troubleshooting Guide Creation（トラブルシューティング）

Purpose: Create comprehensive troubleshooting resources.

Load references/troubleshooting_guide.md for troubleshooting methodology.

1. Create a Symptom-Cause-Resolution table for common issues:

2. Create decision trees for complex troubleshooting scenarios
3. Define escalation procedure:
   • L1 (Self-service): User can resolve with the manual
   • L2 (Helpdesk): Contact information and expected response time
   • L3 (Engineering): Critical issues requiring developer intervention
4. Specify information to collect before escalation:
   • Error message (exact text or screenshot)
   • Timestamp of occurrence
   • User ID and role
   • Steps taken before the error
   • Browser/device information

Workflow 6: Manual Assembly and Review（組み立て・レビュー）

Purpose: Assemble all components into a complete manual and perform quality review.

1. Select the appropriate template:
   • Japanese: assets/operations_manual_template_ja.md
   • English: assets/operations_manual_template_en.md
2. Assemble all procedures into the template structure
3. Generate table of contents with page/section references
4. Run the Quality Checklist:
   • All operations in inventory have corresponding procedures
   • All steps follow STEP format consistently
   • Screenshot placeholders are included for UI-dependent steps
   • Caution/Warning notes are placed BEFORE relevant steps
   • Troubleshooting covers common error scenarios
   • Prerequisites are clearly stated for each operation
   • Terminology is consistent throughout the document
   • All cross-references (OP-IDs, section numbers) are valid
   • Contact information and escalation paths are complete
   • Version information and revision history are up to date

Resources

Best Practices

Do's

• 1ステップ=1アクション。複合操作は分解する
• UI要素は正確な名称（「保存」ではなく「画面右上の青い『保存』ボタン」）で指定する
• 注意・警告は該当ステップの前に配置する
• スクリーンショットプレースホルダーを必ず入れる（後から実画像を差し替え）
• 検証チェックポイントを各手順の最後に設ける

Don'ts

• 「適宜」「適切に」「必要に応じて」などの曖昧表現を使わない
• WARNING/CAUTIONの過剰使用を避ける（重要度が薄れる）
• 暗黙知を前提とした手順を書かない（「いつもの方法で」は禁止）
• トラブルシューティングを省略しない

Examples

例1: 在庫管理システム操作マニュアル

User: 在庫管理システムの操作マニュアルを作成してください。
      対象者: 倉庫スタッフ（ITリテラシー低め）

Claude:
1. [Workflow 1] スコープ定義 → 対象: 入荷/出荷/棚卸、スキルレベル: 初級
2. [Workflow 2] 操作棚卸し → OP-001(入荷登録), OP-002(出荷処理), OP-003(棚卸し), ...
3. [Workflow 3] STEP形式で各手順を記述（スクリーンショットプレースホルダー付き）
4. [Workflow 4] WARNING: 出荷確定後の取消不可、CAUTION: 棚卸し中のデータ変更禁止
5. [Workflow 5] トラブルシューティング: バーコード読取エラー、在庫不一致 等
6. [Workflow 6] operations_manual_template_ja.md で組み立て

例2: SaaS管理画面のSOP

User: CRM管理画面のユーザー管理SOPを作ってください。

Claude:
1. [Workflow 1] スコープ: ユーザー追加/変更/削除/権限設定、対象: IT管理者
2. [Workflow 2] OP-001(新規ユーザー追加), OP-002(権限変更), OP-003(アカウント無効化)
3. [Workflow 3] STEP形式: 各アクションの具体的操作手順
4. [Workflow 4] WARNING: 管理者権限の付与は要承認、NOTE: パスワードポリシー
5. [Workflow 6] procedure_template.md で個別手順として出力