training-manual

name	training-manual
description	Writes training manuals with step-by-step instructions, visual aids, knowledge checks, and reference sections.
allowed-tools	Read Write Glob
metadata	{"author":"matthewhitcham","version":"1.0"}

Training Manual

When to Use This Skill

Use this skill when you need to:

• Write a training manual for employees, clients, or program participants
• Create step-by-step instructions for processes and procedures
• Include knowledge checks that verify comprehension
• Build reference sections for ongoing use after training

DO NOT use this skill for SOPs (use property-management-sop or similar), user documentation, or API documentation. This is for training materials designed to teach someone how to do something.

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Core Principle

A TRAINING MANUAL IS NOT A REFERENCE BOOK — IT IS A GUIDED LEARNING EXPERIENCE THAT TAKES SOMEONE FROM "I DO NOT KNOW HOW" TO "I CAN DO THIS ON MY OWN" THROUGH STRUCTURED, SEQUENTIAL INSTRUCTION.

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Phase 1: Manual Brief

Required Inputs

Input	What to Ask	Default
Subject	"What skill or process does this manual teach?"	No default — must be provided
Audience	"Who is the learner — new employee, client, general public?"	New team member
Prior knowledge	"What should the reader already know before starting?"	No prior knowledge assumed
Format	"Digital PDF, printed manual, or online wiki?"	Digital PDF
Estimated length	"How many sections or chapters?"	5-8 sections

GATE: Confirm subject, audience, and scope before outlining the manual.

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Phase 2: Manual Structure

Outline Template

## [Manual Title] — Training Manual

### Front Matter
- Title page
- Table of contents
- How to use this manual
- Prerequisites (if any)

### Section 1: [Foundation / Overview]
- What is [subject] and why it matters
- Key concepts and terminology
- How this fits into the bigger picture

### Section 2: [Core Process / Skill — Part 1]
- Step-by-step instructions
- Visual aids and screenshots
- Common mistakes to avoid
- Knowledge check

### Section 3: [Core Process / Skill — Part 2]
- Step-by-step instructions
- Tips and best practices
- Troubleshooting guide
- Knowledge check

### Section 4: [Advanced Topics]
- Building on the basics
- Edge cases and exceptions
- When to escalate or ask for help

### Section 5: [Practice Exercises]
- Hands-on scenarios with guided steps
- Independent practice with answer keys
- Real-world application exercises

### Reference Section
- Quick reference card (1-page summary)
- Glossary of terms
- FAQ
- Resource links and contacts

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Phase 3: Writing Guidelines

Step-by-Step Instruction Format

## [Task Name]

**Purpose:** [Why this task matters — 1 sentence]
**Time required:** [Estimate]
**Tools needed:** [List]

### Steps:

1. **[Action verb] + [specific action]**
   - [Additional detail or explanation]
   - [Screenshot or visual placeholder: describe what the reader should see]

2. **[Action verb] + [specific action]**
   - [Additional detail]
   - ⚠️ **Note:** [Important warning or tip]

3. **[Action verb] + [specific action]**
   - [Additional detail]
   - ✓ **Result:** [What the reader should see when done correctly]

Writing Rules

1. One action per step — do not combine "click Save and then navigate to Settings" into one step
2. Use imperative voice — "Click the button" not "The button should be clicked"
3. Include visual checkpoints — tell the reader what they should see after each major step
4. Warn before errors — place caution notes BEFORE the step that could cause issues
5. Define terms on first use — bold and briefly explain any jargon
6. Keep paragraphs to 2-3 sentences — training content must be scannable
7. Number all steps — so learners can reference specific steps in questions

Knowledge Check Format

After each section, include 3-5 questions:

## Knowledge Check — Section [X]

1. [Question — multiple choice, true/false, or short answer]
   a) [Option A]
   b) [Option B]
   c) [Option C]
   **Answer: [Correct answer with brief explanation]**

2. [Scenario-based question]
   "You encounter [situation]. What should you do?"
   **Answer: [Correct action and why]**

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Phase 4: Supplementary Materials

Quick Reference Card (One-Pager)

## [Subject] — Quick Reference

### Key Steps
1. [Step 1 — condensed]
2. [Step 2 — condensed]
3. [Step 3 — condensed]

### Common Shortcuts
- [Shortcut 1]: [What it does]
- [Shortcut 2]: [What it does]

### Troubleshooting
- [Problem]: [Quick fix]
- [Problem]: [Quick fix]

### Need Help?
Contact: [Name/Team] at [email/phone]

Glossary Template

## Glossary

**[Term 1]** — [Definition in plain language]
**[Term 2]** — [Definition in plain language]
**[Term 3]** — [Definition in plain language]

Manual Quality Checklist

• Table of contents matches actual section headers
• Every section has a clear learning objective
• Step-by-step instructions use numbered lists with one action per step
• Visual aids or screenshot placeholders are included for complex steps
• Knowledge checks appear after each major section
• Answers are provided for all knowledge check questions
• Quick reference card summarizes the key process on one page
• Glossary defines all technical terms used
• Manual has been tested by someone unfamiliar with the process
• Version number and last-updated date are included

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Anti-Patterns

• Assuming knowledge — if the reader knew how, they would not need the manual. Explain everything from the beginning.
• Walls of text — training content must be visual and scannable. Use lists, tables, headers, and white space.
• No practice opportunities — reading instructions without doing them results in poor retention. Include exercises.
• Outdated screenshots — nothing erodes trust faster than visuals that do not match what the reader sees. Update regularly.
• No troubleshooting section — learners will encounter problems. Anticipate the common ones and provide solutions.
• Writing for experts — a training manual is for beginners. Use plain language, not industry shorthand.

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Recovery

• Manual is too long: Split into a quick-start guide (essentials only) and a comprehensive manual (everything). Most people need the quick-start.
• Learners still confused after reading: Add more examples, simplify language, and test with a fresh reader. Watch where they get stuck.
• Process changes frequently: Version the manual and maintain a changelog. Designate an owner responsible for updates.
• No visuals available: Use descriptive text placeholders and add screenshots later. The manual is still useful without images.
• Multiple audiences with different needs: Create role-specific sections or separate manuals rather than one document that tries to serve everyone.