How to Write a Repair Manual

A well-crafted repair manual can reduce the number of trouble calls and can increase user satisfaction. Writing a repair manual is more than typing instructions on a computer. Although writing is an important part of the process, research, interviews, and reviews are the keys to producing useful documentation. As you create the repair manual, it is also important to have a viable configuration management process and to track changes and errors that may appear in the manual prior to dissemination.

Difficulty: Moderately ChallengingInstructionsThings You'll Need:

Computer
Software
Desktop publishing software
Spreadsheet

Step 1
Determine the target audience, deadlines and format of the manual. For example, a repair manual for general consumers will contain a different level of detail than one that is designed to be used by professional repairmen. Also consider the different ways the manual might be delivered (e.g., online, single page insert).
Step 2
Set up a simple configuration management procedure. Maintaining a copy of the manual on a remote drive and archiving daily copies is an easy way to maintain document control. Open source configuration management software is available for those who would prefer to use an automated system. Use the spreadsheet to create a preliminary schedule for the project manager.
Step 3
Perform preliminary research. If the product is already on the market, check with technical support to determine what difficulties customers have with the product. If not, review the guides for similar tools that are already on the market. Try breaking and repairing the product yourself if possible. Examine notes or other background material.
Step 4
Develop an outline based on the background research, other repair manuals and technical support calls. A typical repair manual at minimum should have the following sections: parts guide, symptom/solution troubleshooting matrix, contact information, routine maintenance, document conventions section, glossary, table of contents. For lengthy repair manuals, consider including an index.
Step 5
Submit the outline and revised schedule to the project manager. Select a style guide and set up a word processing template.
Step 6
Write the repair manual after the outline is approved. Include one action per step and use active voice and present tense. Plan for illustrations and take plenty of photographs of the product from different angles.
Step 7
Edit the first draft and present it to the project manager for review. Track changes to the repair manual.
Step
8
Incorporate changes to the draft. Edit again to ensure template styles are consistent, all images and drawings are correct and any questions have been answered. If possible, have another person edit the draft. Deliver it to the project manager for approval.