Operation Manual Writer

Workflow

1. Gather Requirements

Ask the user to provide:

• Purpose: What is this document for?
• Target audience: Who will use this document?
• Scope: What processes/activities does it cover?
• Specific steps: What are the actual procedures (if known)?
• Roles: Who is responsible, who approves, who confirms?

Example prompt: "Please tell me: (1) document purpose, (2) target users, (3) process overview, (4) any specific steps"

2. Load Guidelines

CRITICAL: Before creating any document, read the complete guidelines:

references/business-document-guidelines.md

These guidelines define:

• Required document sections (7 mandatory headings)
• Writing style and formatting rules
• Responsibility assignment (RACI matrix)
• Version control and approval flow
• Template structure

3. Create Document

Follow the standard structure from guidelines:

Mandatory sections (7 required headings):

1. 目的 (Purpose): Why this document exists
2. 適用範囲 (Scope): Who/what it applies to
3. 責任と役割 (Responsibilities and Roles): RACI matrix
4. 手順・ルール (Procedures/Rules): Step-by-step instructions
5. 例外・注意点 (Exceptions/Cautions): Edge cases and important notes
6. 関連ドキュメント (Related Documents): References and links
7. 改訂履歴 (Revision History): Change log with dates

4. Format and Polish

Apply formatting standards:

• Hierarchical numbering (1 → 1.1 → 1.1.1)
• Definitive language (avoid "できれば", "なるべく")
• Date format: YYYY/MM/DD
• Tables and checklists for clarity
• Numbered lists for sequential steps

5. Save Document

Save the completed manual to the user's specified location or suggest:

operation-manuals/{category}/{document-name}.md

Usage Examples

Example 1: Release Procedure Manual

User: "リリース手順書を作成してください"

Agent questions:

• What system/service is being released?
• Who performs the release? (developer, ops team, manager)
• What are the steps? (code freeze, testing, deployment, verification)
• Any approval required?

Agent creates: Structured release manual with all 7 sections

Example 2: Daily Report Guidelines

User: "日報の記録ルールを作成して"

Agent questions:

• Who submits daily reports?
• What information should be included?
• Where are reports submitted?
• Any review process?

Agent creates: Daily report policy document with examples

Example 3: Incident Response Procedure

User: "インシデント対応手順を整備したい"

Agent questions:

• What types of incidents? (system down, security, data issues)
• Who is on the response team?
• What are the escalation steps?
• Communication protocol?

Agent creates: Incident response manual with clear escalation paths

Document Quality Standards

Every document must include:

• ✅ Clear purpose statement
• ✅ Defined scope and target audience
• ✅ RACI matrix (Responsible, Accountable, Consulted, Informed)
• ✅ Numbered, sequential procedures
• ✅ Exception handling guidance
• ✅ References to related documents
• ✅ Revision history with initial version

Avoid:

• ❌ Ambiguous language ("maybe", "preferably")
• ❌ Missing responsibility assignments
• ✅ Unnumbered procedures
• ❌ Inconsistent formatting
• ❌ Missing version control

Resources

references/

• business-document-guidelines.md: Complete guidelines for creating standardized business operation documents, including required sections, formatting rules, and templates. MUST be read before creating any business documentation.