How to Create a Training Manual: Step-by-Step Guide

I remember the first time I needed to create a training manual.

I was running my previous startup, and we were growing fast. Every new hire meant I spent days explaining the same processes over and over. Someone would ask, "How do we handle customer refunds?" And I'd think, "Didn't I just explain this yesterday to someone else?"

The solution seemed obvious: create a training manual.

But here's what nobody tells you - creating a comprehensive training manual is a massive undertaking. I spent weeks writing documentation, taking screenshots, organizing everything. By the time I finished, half the processes had already changed.

That experience taught me a lot about what works (and what doesn't) when creating training manuals. And it's why I eventually built Glitter AI - to make the whole process faster and less painful.

Here's what I've learned about creating training manuals that people actually use.

Yuval / Founder & CEO, Glitter AI

What Is a Training Manual?

Let's start with basics. A training manual is a comprehensive guide that teaches people how to perform their job responsibilities. It's more than just a collection of procedures - it's the bridge between hiring someone and having them become productive.

Think of it this way: if an SOP (standard operating procedure) is a recipe for one dish, a training manual is the entire cookbook for a specific role.

A good training manual typically includes:

• Company background and context
• Role-specific responsibilities
• Step-by-step procedures for key tasks
• Policies and guidelines relevant to the role
• Troubleshooting guides
• Reference materials and resources
• FAQs based on common questions

The difference between a training manual and other documentation? Scope and purpose. A training manual is designed to take someone from zero knowledge to fully capable in a specific role or function.

Why You Need a Training Manual

I get it. Creating a training manual feels like a huge time investment. You're busy running your business or managing your team. Writing documentation isn't exactly thrilling work.

But here's the reality I learned the hard way:

Without a training manual, you're stuck in an endless cycle. Every new hire requires the same time-consuming explanations. Every vacation means scrambling to cover someone's duties. Every promotion creates a knowledge gap.

You probably need a training manual if:

• You're hiring multiple people for the same or similar roles
• Onboarding new employees takes forever (weeks or months)
• Your experienced team members constantly get interrupted with questions
• Different people do the same task in completely different ways
• Critical knowledge lives entirely in one person's head
• You're scaling and consistency is becoming a problem
• Training new hires feels like starting from scratch every single time

I didn't realize how much mental bandwidth I was wasting until I had proper training manuals in place. Suddenly, new hires could learn independently. My team could focus on their actual work instead of playing teacher. And I could take a vacation without my phone exploding with questions.

Step 1: Define Your Scope (Don't Boil the Ocean)

The biggest mistake I made with my first training manual? Trying to document absolutely everything.

I wanted the perfect, comprehensive manual that covered every possible scenario. Three weeks in, I was drowning in documentation and nowhere near finished. Meanwhile, new hires still had nothing to reference.

Here's what I should have done from the start:

Start With the Essentials

Ask yourself: What does someone absolutely need to know to do this job?

Not "nice to know." Not "might be helpful someday." Just the core essentials.

For example, if you're creating a training manual for customer support reps, the essentials might be:

• How to access the support system
• How to respond to common customer issues
• How to escalate problems
• Company tone and communication standards
• Where to find additional help

Advanced scenarios, edge cases, and department history? Save those for later iterations.

Define Your Audience Clearly

Who exactly will use this training manual?

• What role are they in?
• What do they already know when they start?
• What's their technical skill level?
• What specific outcomes do you need them to achieve?

I've found it helps to picture a specific person. Not a generic "customer service rep," but "Sarah, who just graduated college, has retail experience but no B2B background, and needs to handle tier 1 support tickets independently within two weeks."

The clearer your mental picture, the better your manual will be.

Set Realistic Boundaries

You can't document everything at once. So prioritize ruthlessly.

I use this framework: Must have, Should have, Nice to have.

Must have: Content without which someone literally cannot do the job.

Should have: Important information that significantly improves performance but isn't absolutely critical day one.

Nice to have: Helpful context and advanced topics that can wait.

Build the "must have" first. Ship it. Then iterate based on what questions new hires actually ask.

An incomplete training manual that exists beats a perfect one that never gets finished.

Step 2: Gather Your Content and Information

Once you know what needs to be in the manual, you need to actually collect that information.

This is where I spent way more time than necessary in my early attempts. Here's how to do it more efficiently:

Interview the People Who Actually Do the Work

Your subject matter experts (the people currently doing the job) are gold mines of information.

But here's the thing - they often don't realize what they know. Tasks that seem "obvious" to them are completely foreign to newcomers.

Questions I always ask:

• Walk me through a typical day. What do you actually do?
• What was hardest to learn when you started?
• What do new people always ask about?
• What's different between how things "officially" work and how you actually do them?
• What do you wish someone had told you on day one?

I like to record these conversations (with permission) so I can reference exact wording later. People often explain things in really clear, relatable ways that work perfectly in documentation.

Observe People Working

Watching someone do a task reveals things interviews miss completely.

I learned this when documenting our order processing workflow at my first startup. The person I interviewed described a clean, logical process. But when I watched them work, I saw all these small workarounds and shortcuts they'd developed - none of which they'd mentioned because they'd become automatic.

What to watch for:

• Steps that happen so automatically people forget to mention them
• Workarounds that exist because the "official" process has issues
• Common mistakes and how experienced people avoid them
• The actual tools, screens, and systems involved
• Places where people get stuck or confused

I usually record screens (with permission) when observing software-based work. It's incredibly helpful when writing the actual documentation.

Collect Existing Documentation

Don't start from zero if you don't have to.

Gather everything that already exists:

• Old training materials (even if outdated)
• Existing SOPs and procedures
• Policy documents
• Email threads where someone explained a process
• Notes and checklists people have created for themselves
• Anything someone wrote down, ever

Even bad documentation gives you a starting point. And you'll often find gems hidden in old emails or someone's personal notes.

Identify What's Missing

As you gather information, keep a running list of gaps:

• Topics nobody can explain clearly
• Processes that have changed but documentation hasn't
• Areas where different people give different answers
• Questions you can't find answers to

These gaps tell you where you need to dig deeper or make decisions about how things should work.

Step 3: Structure Your Training Manual

How you organize a training manual makes a huge difference in whether people actually use it.

I've seen perfectly good content become useless because nobody could find what they needed. Structure matters.

The Basic Framework That Works

After creating several training manuals, I've landed on this structure as a solid default:

1. Introduction and Welcome

• Brief welcome from leadership
• Purpose of this manual
• How to use this manual effectively
• Who to contact with questions

2. Company and Role Context

• Company overview and mission (keep it brief)
• How this role fits into the bigger picture
• Key team members and stakeholders
• Role responsibilities and expectations

3. Getting Started

• First day checklist
• Account setup and system access
• Overview of tools and platforms
• Workspace setup

4. Core Procedures and Workflows

• Step-by-step guides for each key task
• Organized logically (not alphabetically)
• Visual aids and screenshots throughout
• Tips and common mistakes to avoid

5. Policies and Guidelines

• Relevant company policies
• Role-specific guidelines
• Compliance requirements
• Dos and don'ts

6. Troubleshooting and FAQs

• Common problems and solutions
• Frequently asked questions
• When and how to escalate issues
• Additional resources and references

7. Reference Materials

• Glossary of terms
• Useful templates
• Contact directory
• Links to other resources

This isn't a strict template - adjust based on your needs. But it provides a logical flow that mirrors how someone actually learns a new role.

Organization Principles I Follow

Start with the basics, then build complexity. Don't jump straight into advanced topics. Layer information in the order someone needs to learn it.

Group related content together. All the procedures related to customer onboarding should live in the same section, not scattered throughout.

Make it easy to find specific content. Clear headings, a detailed table of contents, and a searchable format (digital > print) make a huge difference.

Use consistent formatting. When every procedure follows the same structure, people know exactly what to expect and where to find specific information.

I learned this the hard way when I created a manual where some procedures had screenshots, some didn't, some listed prerequisites, others didn't. It felt inconsistent and unprofessional.

Progressive Disclosure Works

You don't need to explain everything all at once.

I structure my manuals so someone can:

• Get the basic concept quickly
• Find step-by-step instructions when ready to do it
• Access detailed troubleshooting if they hit problems
• Dive deeper into advanced topics when they're ready

Think of it like a video game tutorial that gradually introduces mechanics, not a textbook that dumps everything on page one.

Step 4: Write Clear, Actionable Content

This is where most training manuals either succeed or fail. Great content makes the difference between a manual that gets used and one that collects digital dust.

Writing Style That Actually Works

I write training manuals the same way I'd explain something to a friend - clearly and conversationally, without talking down to anyone.

Use simple, direct language. Forget the corporate speak. "Click the Submit button" beats "The user should engage the Submit button functionality" every single time.

Be specific, not vague. Instead of "Enter the customer information," say "Enter the customer's full name in the 'Customer Name' field, then enter their email address in the 'Email' field below it."

Write in active voice. "Click Save" not "The Save button should be clicked." Active voice is clearer and more direct.

Keep sentences short. Long, complex sentences make simple tasks feel complicated. One idea per sentence when possible.

Break content into short paragraphs. Giant walls of text are intimidating. I aim for 2-4 sentences per paragraph.

Use formatting to highlight key points. Bold for important concepts. Bullet points for lists. Numbered steps for procedures.

Structure Individual Procedures Consistently

For each task or procedure in your manual, include:

1. Procedure title - Clear and specific

2. Purpose - Why this task matters (one sentence)

3. Prerequisites - What needs to be in place first

4. Step-by-step instructions - Numbered, actionable steps

5. Screenshots or visuals - Show what people should see

6. Expected outcome - What success looks like

7. Common mistakes - What to avoid and why

8. Related resources - Links to additional information

This consistency means people always know where to find specific types of information.

Screenshots Are Non-Negotiable

For anything involving software, screenshots aren't optional. They're essential.

I learned this watching new hires struggle with documentation that said things like "go to the settings page." Which settings? What does the page look like? How do I know I'm in the right place?

My screenshot philosophy:

• Include a screenshot for literally every step in software procedures
• Highlight the specific button or field being referenced
• Show the full context, not just tiny cropped sections
• Keep screenshots updated when interfaces change
• Add captions that explain what the image shows

Yes, screenshots make documentation more work to create and maintain. That's exactly why I built Glitter AI - to capture screenshots automatically as you demonstrate a task. What used to take an hour now takes five minutes.

Examples Make Abstract Concepts Concrete

Whenever I'm explaining a concept or rule, I include a real example.

Instead of: "Use a professional tone in customer emails."

I write: "Use a professional tone in customer emails. For example, instead of 'Hey! Got your message about the refund thing,' write 'Hello Sarah, thank you for contacting us about your refund request.'"

Concrete examples show people exactly what you mean, not just what you say.

Step 5: Add Visual Elements That Enhance Learning

Text alone doesn't cut it anymore. People learn better with visual elements, and they expect them.

The Types of Visuals That Work

Screenshots with annotations - Show exactly what people should see on their screen. Add arrows, highlights, or callout boxes to draw attention to specific elements.

Screen recordings or GIFs - For multi-step sequences, a short video or animated GIF can be clearer than five screenshots.

Diagrams and flowcharts - Perfect for showing how different parts of a process connect or how to make decisions.

Before/after comparisons - Show what something looks like when done wrong versus done right.

Photos - For physical tasks or equipment, photos beat descriptions.

Infographics - Summarize complex information in a scannable visual format.

Keep Visuals Practical

I've seen training manuals where visuals felt like decoration rather than useful tools. Don't add images just to break up text.

Every visual should serve a purpose:

• Clarify something that's hard to describe in words
• Show spatial relationships or physical appearance
• Demonstrate a sequence or flow
• Highlight specific details
• Provide real examples

If you can't articulate why a visual is there, it probably shouldn't be.

The Challenge of Keeping Visuals Updated

Here's the brutal truth: screenshots become outdated fast.

Your software gets updated. Interfaces change. New features appear. And suddenly, your carefully crafted training manual has screenshots that don't match reality. New hires get confused. Your documentation loses credibility.

This is the single biggest maintenance challenge with training manuals.

Traditional solutions all involve a ton of work: retake all the screenshots, update the document, redistribute it. Most companies just... don't. And their training manuals slowly rot.

This problem is exactly why I built Glitter AI the way I did. When you need to update a guide, you just redo the process while recording. The tool automatically captures new screenshots and generates updated documentation. A task that used to take hours now takes minutes.

Step 6: Review, Test, and Refine

Your first draft won't be perfect. That's completely okay. The goal is to get something usable, then improve it based on real feedback.

Get Subject Matter Experts to Review

Before you hand the manual to actual new hires, have your experienced team review it:

Accuracy check: Are the steps correct? Is anything outdated?

Completeness check: Is anything important missing? Are there unstated assumptions?

Clarity check: Is anything confusing or ambiguous?

I send reviewers specific sections relevant to their expertise rather than asking them to review the entire thing. People actually complete focused review requests.

Test With Real New Hires

The ultimate test is watching someone new attempt to follow the manual.

I've learned to do this in person or over a screen share when possible. Watch them work through procedures using only the manual. Notice where they:

• Get stuck or confused
• Skip steps because they're unclear
• Misinterpret instructions
• Ask clarifying questions
• Make mistakes

Don't interrupt to explain. If you have to intervene, that's a sign the documentation needs work. Take notes on exactly what went wrong.

After they complete a task, ask:

• What was confusing?
• What could have been clearer?
• What's missing that you needed?
• Was anything helpful that you didn't expect?

This feedback is gold. It shows you exactly what needs fixing.

Iterate Based on What You Learn

Take the patterns from reviews and testing, then refine:

• Add clarification where people got confused
• Fill in steps that seemed "obvious" but weren't
• Provide more context where needed
• Adjust screenshots if people couldn't find elements
• Add FAQs based on common questions

You'll probably need 2-3 rounds of testing and refinement before your manual really works well. That's normal.

Step 7: Choose the Right Format and Platform

A brilliant training manual that nobody can access isn't helpful. Format and platform matter.

Digital vs. Print

Digital (my strong recommendation):

• Searchable (huge advantage)
• Easy to update
• Can include videos and interactive elements
• Accessible from anywhere
• Trackable (you can see what people actually use)
• Cost-effective to distribute

Print:

• Works offline
• Some people prefer physical copies
• Harder to keep updated
• More expensive to produce and distribute

For most modern companies, digital is the obvious choice. Print works as a backup if you really need offline access.

Platform Options

Where should your training manual live?

Company wiki or knowledge base (Notion, Confluence, etc.)

• Pros: Searchable, easy to link between documents, familiar to most teams
• Cons: Can become cluttered, organization requires discipline

Shared drive (Google Drive, SharePoint, etc.)

• Pros: Easy to share, version control, familiar tools
• Cons: Less structure, harder to search, easy to lose things

Learning Management System (LMS)

• Pros: Built for training, can track completion, quiz integration
• Cons: Often expensive, more complex to set up

Dedicated documentation tools (like what Glitter AI offers)

• Pros: Purpose-built for procedures, easy to create and update, visual by default
• Cons: Might be another tool to adopt

The "best" platform is the one your team will actually use. I prefer tools that make creation and updating easy, because maintenance is where most training manuals fail.

Make It Easy to Find

Whatever platform you choose, make sure people can actually find what they need:

• Clear, descriptive titles
• Logical organization
• Search functionality
• Table of contents
• Internal linking between related topics
• Obvious place to start for new users

I link our training manuals from multiple places: the onboarding checklist, team wiki, welcome email, Slack channel. If someone needs it, they should be able to find it without hunting.

Step 8: Plan for Ongoing Maintenance

Here's what nobody tells you about training manuals: creation is the easy part. Maintenance is the hard part.

Processes change. Software updates. Policies evolve. And if your training manual doesn't keep up, it becomes worse than useless - it actively misleads people.

Assign Clear Ownership

Every section of your training manual needs an owner. Someone specific who's responsible for keeping that content accurate and updated.

Don't make "the team" responsible. That means nobody is responsible.

I assign ownership based on expertise:

• Customer support lead owns support procedures
• Operations manager owns operational workflows
• IT owns technical setup and systems access

Make it clear that maintaining documentation is part of their job, not extra work on top of everything else.

Schedule Regular Reviews

Don't wait until documentation is obviously outdated. Schedule proactive reviews.

For most content, quarterly reviews work well. For areas that change frequently, monthly.

During reviews, owners check:

• Are the steps still accurate?
• Have any tools or interfaces changed?
• Are screenshots current?
• Are there new policies or procedures to add?
• What questions have new hires asked that the manual doesn't address?

I put these reviews on the actual calendar as recurring events. Otherwise they just don't happen.

Build Updates Into Process Changes

When a process changes, updating the training manual should be part of implementing that change. Not an afterthought.

I learned this after rolling out a new customer onboarding workflow at my first startup without updating the training manual. New hires kept following the old process from the manual. It created chaos.

Now, the checklist for any process change includes: "Update training manual." The change isn't complete until documentation is updated.

Make Updating Actually Easy

The harder it is to update documentation, the less often it happens. That's just reality.

Traditional documentation is painful to maintain:

• Open the document
• Find the right section
• Rewrite the text
• Retake all affected screenshots
• Update the formatting
• Redistribute the new version

So people put it off. And off. And off.

This is why I designed Glitter AI to make updates stupidly simple. Need to update a procedure? Just redo it while recording. The tool captures new screenshots and generates fresh documentation. Five minutes instead of an hour.

When maintenance is easy, it actually happens.

For more on this challenge, I wrote a full guide on keeping process documentation updated.

Step 9: Train People How to Use the Manual

Sounds meta, but it's important: people need to know how to use your training manual effectively.

Include a "How to Use This Manual" Section

Right at the beginning, explain:

• How the manual is organized
• How to find specific topics
• What to do if something isn't clear
• Who to contact with questions
• How often the manual is updated

This takes two minutes to read and saves hours of confusion.

Reference It During Onboarding

Don't just hand new hires a training manual and hope they read it. Actively use it during onboarding.

"Let's look at the customer refund procedure together. Open the training manual and search for 'customer refunds.' You'll use this manual as a reference whenever you're unsure about a procedure."

This shows them it's a useful tool, not just something they're supposed to read once.

Make It Part of Your Culture

When someone asks a question that's covered in the training manual, don't just answer it. Say:

"Good question! That's actually covered in the training manual under 'Handling Late Deliveries.' Let me show you where to find it."

This reinforces that the manual is a valuable resource and teaches people to check it first.

Common Training Manual Mistakes to Avoid

I've made plenty of mistakes creating training manuals. Here are the big ones you can skip:

Trying to Make It Perfect Before Publishing

Perfect is the enemy of done. Your first version will have gaps and issues. That's fine. Ship something useful and iterate based on feedback.

I wasted weeks trying to make my first manual "complete" before releasing it. Meanwhile, new hires had nothing. Would've been way better to release a partial manual and build from there.

Writing For Yourself Instead of Your Audience

What seems obvious to you isn't obvious to someone new. I constantly have to remind myself: the person reading this doesn't have my context or experience.

Test with actual new people. They'll quickly show you where you've made assumptions.

Skipping Screenshots to Save Time

Screenshots feel like extra work. But they're absolutely worth it. The time you save by not taking screenshots gets spent answering questions from confused people.

For software procedures, screenshots aren't optional. They're essential.

Organizing Alphabetically Instead of Logically

Alphabetical organization is easy. It's also terrible for learning.

Organize content in the order someone needs to learn it. First-day tasks first. Advanced topics later. Related concepts together.

Making It Hard to Update

I've created beautiful training manuals in formats that were nearly impossible to update. PDF manuals with complex layouts. Video content that required professional editing. Printed booklets.

If you can't easily update it, it will become outdated. Choose formats and tools that make maintenance realistic.

Forgetting About Mobile Users

More people access documentation on phones and tablets than you'd think. Make sure your training manual works on small screens.

Not Measuring What Works

You don't know if your training manual is effective unless you measure:

• How long does onboarding take?
• What questions do new hires still ask?
• Which sections get used most?
• Where do people get stuck?

I use this data to continuously improve our documentation.

Training Manual Template to Get Started

Here's a simple template structure you can adapt:

TRAINING MANUAL: [Role/Department Name]

Version: 1.0
Last Updated: [Date]
Owner: [Name/Role]
Questions? Contact: [Email/Slack]

═══════════════════════════════════════

TABLE OF CONTENTS
[List main sections with page numbers or links]

═══════════════════════════════════════

SECTION 1: INTRODUCTION

Welcome to [Company/Team]!

This manual will help you [specific purpose].

You'll learn:
• [Key outcome 1]
• [Key outcome 2]
• [Key outcome 3]

How to use this manual:
[Instructions on navigation, search, updates]

═══════════════════════════════════════

SECTION 2: COMPANY & ROLE OVERVIEW

About [Company]:
[Brief company description, mission, values]

Your Role: [Job Title]
[What this role does, who they work with]

Key Responsibilities:
• [Responsibility 1]
• [Responsibility 2]
• [Responsibility 3]

Team Structure:
[Who reports to whom, key stakeholders]

═══════════════════════════════════════

SECTION 3: GETTING STARTED

First Day Checklist:
□ [Task 1]
□ [Task 2]
□ [Task 3]

Tools & Access:
[List of tools with login instructions and links]

Workspace Setup:
[How to set up physical/digital workspace]

═══════════════════════════════════════

SECTION 4: CORE PROCEDURES

[PROCEDURE 1 TITLE]

Purpose: [Why this task matters - one sentence]

Prerequisites:
• [What you need before starting]

Steps:
1. [First step - be specific]
   [Screenshot showing this step]

2. [Second step - be specific]
   [Screenshot showing this step]

3. [Continue for all steps...]

Expected Outcome: [What success looks like]

Common Mistakes:
• [Mistake 1 and how to avoid it]
• [Mistake 2 and how to avoid it]

Tips:
• [Helpful tip 1]
• [Helpful tip 2]

Related Resources:
• [Link to related procedure]
• [Link to policy document]

[REPEAT STRUCTURE FOR EACH PROCEDURE]

═══════════════════════════════════════

SECTION 5: POLICIES & GUIDELINES

[Policy Area 1]:
[Clear explanation with specific examples]

[Policy Area 2]:
[Clear explanation with specific examples]

Dos and Don'ts:
✓ Do: [Specific good practice]
✗ Don't: [Specific thing to avoid]

═══════════════════════════════════════

SECTION 6: TROUBLESHOOTING & FAQs

Common Issues:

Problem: [Specific issue]
Solution: [Step-by-step fix]

Frequently Asked Questions:

Q: [Common question]
A: [Clear, specific answer]

When to Escalate:
[Situations that require manager/expert help]

═══════════════════════════════════════

SECTION 7: REFERENCE MATERIALS

Glossary:
[Term]: [Definition]

Templates:
• [Link to template 1]
• [Link to template 2]

Additional Resources:
• [External resource 1]
• [External resource 2]

Contact Directory:
[Key contacts with roles and contact info]

This template gives you a solid foundation. Customize it based on your specific needs, industry, and company culture.

Tools That Make Creating Training Manuals Easier

Let me be honest about the traditional way of creating training manuals: it's tedious as hell.

Writing step-by-step instructions. Taking screenshots for every single step. Editing images to add callouts. Organizing everything. Formatting. Updating when things change. It's hours and hours of work.

This is exactly the problem I set out to solve with Glitter AI.

Instead of spending hours writing and screenshotting, you just do the task while talking through it. Glitter captures your screen clicks as screenshots, turns your narration into clear written instructions, and organizes everything into a visual step-by-step guide.

That 30-step procedure that would normally take 2-3 hours to document? You can knock it out in 10 minutes.

And when you need to update it because a process changed? Just re-record it. Five minutes, done.

I'm obviously biased since I built it, but I genuinely think it's the best way to create training manuals that involve any software or digital processes. The first 10 guides are free if you want to try it.

How to Create a Training Manual: Your Action Plan

Feeling overwhelmed? Don't be. You don't have to do everything at once.

Here's how to actually get started:

Week 1: Define and Plan

• Choose one role or function to document first
• List the 5-10 most critical tasks for that role
• Identify who your subject matter experts are
• Decide on your platform and format

Week 2: Gather Content

• Interview subject matter experts
• Collect existing documentation
• Observe people doing the work
• List gaps and questions

Week 3: Create First Draft

• Structure your manual outline
• Write procedures for the top 3 most critical tasks
• Include screenshots and visuals
• Get it to "good enough" stage

Week 4: Test and Refine

• Have experts review for accuracy
• Test with one actual new hire
• Collect feedback
• Make improvements based on what you learned

Week 5: Publish and Iterate

• Publish the initial version
• Add it to your onboarding process
• Continue documenting additional procedures
• Update based on questions new hires ask

You don't need a complete manual to get value from it. Even documenting your top 3 procedures will save you time immediately.

Then keep building. Add one procedure per week. Within a few months, you'll have comprehensive coverage.

Frequently Asked Questions

What's the difference between a training manual and a training program?

A training manual is documentation - written guides, procedures, and reference materials people can read and follow. A training program is the complete system for teaching people, which typically includes the training manual plus instructor-led sessions, hands-on practice, mentoring, assessments, and ongoing development. Think of the manual as one component of a larger training program. The manual provides the "what" and "how," while the full program includes practice, feedback, and verification that people can actually perform the tasks.

How long does it take to create a training manual?

For a comprehensive training manual covering a complete role, expect 20-40 hours of work if you're doing it manually. This includes gathering information, writing content, taking screenshots, organizing, and reviewing. However, using tools like Glitter AI can reduce this to 5-10 hours since you can document procedures in minutes rather than hours. The exact time depends on the role's complexity, how many tasks need documentation, how much existing content you have, and whether processes are already well-defined or need to be figured out as you document them.

Should I create a separate training manual for each role or one comprehensive manual?

Create separate manuals for distinct roles that have minimal overlap, and create one comprehensive manual for similar roles with shared procedures. For example, if you have junior, mid-level, and senior customer support reps who follow mostly the same procedures, one manual with role-specific sections makes sense. But if you're documenting customer support AND software development AND accounting, those should be separate manuals. The key question is: would someone in this role need to reference most of the content? If they'd only use 30% of a combined manual, split it up.

Can I use AI to write my training manual?

AI can help speed up certain parts of training manual creation, like drafting initial procedure text based on bullet points, improving clarity of written instructions, or generating FAQ answers. However, AI can't observe your actual processes, capture accurate screenshots, or understand your company-specific context without your input. The most effective approach is using AI-powered tools like Glitter AI that combine your demonstration and knowledge with AI's ability to generate structured documentation. Fully AI-written manuals without human expertise tend to be generic, inaccurate for your specific processes, and lacking the practical details that make training materials actually useful.

How do I know if my training manual is working?

Measure effectiveness through several indicators: onboarding time (how quickly new hires become productive compared to before the manual existed), question volume (whether experienced team members get fewer interruptions about basic procedures), consistency (whether different people perform tasks the same way), and new hire feedback (survey them about what was helpful and what was missing). Also track which sections of the manual get accessed most frequently and which topics still generate questions despite being documented. If new hires still struggle with something that's supposedly covered in the manual, that section needs improvement. The ultimate test is whether new employees can successfully complete tasks using only the manual without additional help.

What should I do when processes change and my manual becomes outdated?

Build documentation updates directly into your process change workflow - whenever a procedure changes, updating the manual should be a required step before the change is considered complete, not an afterthought. Assign a specific owner for each section who's responsible for keeping content current, and schedule regular quarterly reviews to catch gradual changes that might slip through. Choose tools and formats that make updates easy rather than painful. The harder updating is, the less often it happens.

How detailed should training manual procedures be?

Be specific enough that someone new to the task can complete it successfully without asking questions, but concise enough that people actually read the instructions. A good rule of thumb is to include every decision point, every action that needs to be taken, and every piece of information that needs to be entered, along with screenshots showing exactly what users should see. However, don't explain things that are universal knowledge for your audience. If you're documenting software procedures for people who use computers daily, you don't need to explain what a mouse click is. Test your level of detail by watching someone new attempt to follow the instructions - if they get stuck or make mistakes, add more detail to those specific areas.

Start Creating Your Training Manual Today

Creating a training manual isn't a quick afternoon project. But it's also not as overwhelming as it might seem.

Start small. Document one critical task this week. See how it goes. Refine based on feedback. Then document another.

Before you know it, you'll have a comprehensive manual that saves you countless hours, improves consistency, and makes onboarding dramatically easier.

And if the creation process still feels like too much, that's exactly why I built Glitter AI. Create visual, step-by-step training guides in minutes by demonstrating tasks while talking through them. Build your training manual one guide at a time, without it consuming all your time.

You can try it free - no credit card required. Just sign up and start documenting.