On this page you will find links to a sample Business Management System Operations and Procedures Manual for a fictitious business Have Beans. The purpose of the sample manual is to give people interested an idea of the look and feel of our online manuals, rather than providing a generic template which might be designed for all businesses, but in practice would work for none! Therefore, many of the pages are incomplete. Our experience is that these templates, without extensive customisation, are rarely useful as they do not properly reflect the way your business is actually run, resulting in a waste of your time and money.
The complete manual has the following sections:
Business Summary – a brief overview of the business, including Key Business Areas, and Organisational Structure. Note that the Organisation is presented two different way- by individual staff member listing all their roles, and then organised by role. In small business, individuals often have multiple roles.
Staff To-Do Lists – Lists the individual staff and what their tasks are. Note that the staff may have more than one role. For example the bookkeeper may also be the office manager. In this section, all tasks assigned to an individual, from potentially multiple roles, are included here. This way, as a business grows, these roles may well be split. For example, a separate Office Manager and Bookkeeper may be appointed.
Key Performance Indicators and Standards – Describes what the KPI’s are for each of the activities in each of the Key Business Area subcategories.
Staff KPI’s – As each activity is assigned a role, it is also possible to present the KPI’s for each staff member. Note that these are the same activities in the previous section organised by Key Business Area, but now associated to specific staff roles.
Roles and Job Descriptions – A position description for the role along with a list of duties. As noted above, an individual may have multiple roles.
Policies and Procedures – This is where all the Polices and Procedures are organised by Key Business Area.
Further information on how the Business System is structured is available here.
The complete manual provides multiple ways of viewing the same information, by Key Business Area, by Role, by Individual, and by content – KPI’s and Policies and Procedures. The manuals can be simplified to show just a preferred view, even to just the view for each individual staff member. As the manual is online, it is easy to click between different parts of the manual. It is also possible to have the manual produced in a pdf document or, of course, as a physical manual. These, of course don’t offer the same connectivity as an online manual.
In this sample, we have provided detailed information for the Payroll Clerk, Oscar Green.
As part of this sample document, you can see, kept separately for privacy reasons, Oscar Green’s Personnel Record. This would only be accessible by designated individuals. You can also see how Oscar has performed against the designated standard for his work tasks. This would be used as the basis of a performance appraisal of Oscar’s work by his supervisor.
Almost any document can be stored as part of this system, and staff can have authorised download access, but are not able to modify the original. That way staff always know where to find the latest version of the document they need.
Features and Benefits
- Online Manual provides staff access to business systems wherever they are located. Ideal for multi-site businesses and remote staff
- Staff can always access latest work procedures and support documents
- Staff performance can be objectively managed against standards
- Staff can be more easily held accountable
- Manuals can be personalised for individual staff
- Flow charts can be incorporated into the manual to simplify explanation of procedures
- System changes can only be made by approved individuals
- Old versions of business systems can be preserved as an archive and establish an audit trail
- Simplify training of staff
- Ideal for use for franchises
Ultimately a Business Management System will allow the owner
to drive their business to achieve the goals they are seeking.