Observed Procedure, specifications and manual of instructions

LEARNING OUTCOMES:
 Identify and access specification/ manuals
 Interpret manuals
 Apply information in manual
 Store manuals

Instruction Manuals
 Is a Manufacturer manuscript or guide
 how to use and operate

How to Organize Instruction Manuals

 Nearly every homeowner has a collection of instruction manuals stashed somewhere in their house.
From that new stereo, to your appliances, to your tools, television, computer, and so on, almost
every semi-sophisticated item you own came with an instruction manual.
 It is inevitable that, when you need the instruction manual for the digital camera, or the pool filter, or
the new printer, chances are, you will not be able to find it—unless you have your instruction
manuals saved, sorted and organized in an easy to manage system.
 There may be other methods out there for organizing your instruction manuals, but we have found
the following two methods to be the most effective and user-friendly.

Filing Cabinet (or Box) Method

What You Will Need:

• Filing cabinet or Large filing box
• Hanging file folders
• Tab labels (the plastic ones that stick on, and paper label is inserted)
• Large label (for filing cabinet or box)
• Pen
• Marker
• Instruction manuals
• Rubber bands
• Large uncluttered work area

How to Get It Organized

1. Gather all your instruction manuals from wherever they may be and place them in a pile at your
work station, along with your supplies.
2. Decide how you want to divide up your instruction manuals, i.e. you can sort them by room (for
instance, all family room items, all kitchen items, etc), alphabetically or by type (for instance, all
appliances, all entertainment systems, all tools, etc.). Choose whatever method works best for you.
3. Label your file folders with the stick-on plastic label tabs according to the categories you’ve chosen.
4. Divide the manuals into the appropriate folders according to the category. If an item comes with an
instruction manual plus other information (i.e. such as assembly instructions, warranty information,
etc.), rubber band the related items together before filing them into the appropriate folder.
5. Place your hanging file folders into the filing cabinet or box, and label the cabinet drawer (or box)
with the large label and marker as “Instruction Manuals.”

Binder Method
What You Will Need:
• 3-Ring Binder (1 to 5 inches, depending upon how many manuals you have)
• Protective plastic sleeves (with an opening on the top or side, and 3 holes on one side to fit in the
binder)
• Dividers with labeling tabs
• Large label (for the front of the binder)
• Pen/marker
• Large, uncluttered work area

How to Get It Organized:

1. Gather all your instruction manuals from wherever they may be and place them in a pile at your
work station, along with your supplies.
2. Decide how you want to divide up your instruction manuals, i.e. you can sort them by room (for
instance, all family room items, all kitchen items, etc.), or alphabetically, or by type (for instance, all
appliances, all entertainment systems, all tools, etc.)
3. Divide your binder into sections (using the dividers), and label them according to the categories you
have decided upon.
4. Place protective plastic sleeves in between each divider (one for each instruction manual that will go
within that section).
5. Place the manuals in the plastic sleeves (one per sleeve, covers facing out) according to the
categories you’ve designated. If an item comes with an instruction manual plus other information (i.e
such as assembly instructions, warranty information, etc.), place that information into the plastic
sleeve along with the particular instruction manual. You can reverse steps 4 and 5 if it is easier for
you—i.e. place all the manuals in the plastic sleeves before placing the plastic sleeves into the
binder under the appropriate categories.
6. Mark the large label as “Instruction Manuals” and stick it to the front of the binder.
7. Store the binder in a safe and convenient location.

Additional Tips and Advice

• If you are using the binder method, purchase a binder that is bigger than you actually need at the
time to allow for additions later on as you buy other items or find more manuals.
• If you have a large number of instruction manuals and are using the binder method, you may want
to use more than one binder so that it doesn’t get so full that it can’t be used properly.
• Keep extra folders, labels, dividers or plastic sleeves together with your instruction manuals so that
you can easily add more manuals as they come into your home (or you find them hiding some
where).
• Some instruction manuals are too thick to fit neatly into either a binder or file folder (i.e. my
computer manual is relatively the size of “War and Peace”). For these thick or odd shaped manuals,
consider using a large shoebox. The manuals can be kept in the shoebox and a label affixed to the
lid describing exactly which manuals are in there. The shoebox should be kept at or near the same
location as your other instruction manuals. For further ease of reference, in the plastic sleeve or file
folder where the instruction manual should have went, you can place a piece of paper indicating the
name of the instruction manual and the fact that it is in the shoebox.
• Periodically clean out your instruction manual file or binder. If you no longer own a particular item,
then there is no need to keep the instruction manual. This will help to keep your binder or file from
getting overstuffed.

How to Use a Maintenance Manual

If you have a maintenance manual, using it to make repairs or do maintenance on equipment can make the
job much easier and more efficient. Most manuals are self-explanatory, but here are some tips on getting
more out of yours.

Steps 1

Make sure you have the right manual in front of you. This may seem obvious, and often it is, but since
there are many similar pieces of equipment, and information may vary from one piece to another, check
your manual to be sure you are using the right one. An example of similarly titled manuals might be: A
Case 580C tractor is very different from a Case 580K, as is a 580K and a 580 Super K.

Steps 2
Look for specific sections detailing the type of service or repair you are going to perform.
• Here are some you may find in common equipment: Lubrication. This section will describe the
lubricating locations on the machine, the types of lubricants to use, and the capacities, if applicable,
for each lubricant.
• Inspection. Here you will find instructions for inspecting the equipment or machine. This may include
electrical wiring inspections for damage or broken parts, corroded connectors, or blown fuses. You
may find details regarding inspecting bearings, belts, hoses, or other items, depending on the
equipment in question.

Scheduled maintenance.
• Here you will find a calendar-type schedule for regular maintenance. On heavy equipment it may
include changing the oil, oil filters, or air filters, etc. On a smaller machine (like a sewing machine)
there may be periodic, scheduled maintenance for lubricated, moving parts. Other equipment like
air-conditioning systems have belts, bearings, filters, and coils which require routine, scheduled
maintenance.

Troubleshooting tips.
• Most maintenance manuals have a section covering troubleshooting tips, which are helpful in
diagnosing mechanical problems in almost any machine. Rather than randomly replacing parts to
correct a problem, you can scan the tips for a description of the problem you are experiencing,
which will be accompanied by a list of possible causes.
Specifications.
• This section, if your manual includes it, will give you facts about the machine's capabilities,
performance, and capacities and may include a description of its size, weight, power and fuel
requirements.

Steps 3
Read the Table of Contents to search for general topics.
On an automobile, for instance, the Owner's Manual (which may contain a very basic maintenance manual)
will have topics such as "Optional Equipment" and "Vehicle Care."

Steps 4
Look in the Index for key words or phrases related to the specific task you intend to perform if it is
not covered in the Table of Contents.

Steps 5
Read the section which describes the task you are undertaking before you actually start.
This will help you understand what is involved and what tools you'll need to have on hand.

Steps 6
Look for specific warnings. Working on a machine with an internal combustion engine or equipment
which uses compressed gases or other hazardous material requires caution and awareness of dangers and
risks involved.

Steps 7
Look for references to specific tools, gauges, or other specialized equipment required to perform
your maintenance or repair. Some of these are specific to only one type or (occasionally) model of
machine. If you use the machine regularly, it may be worthwhile to invest in any tools or equipment used in
servicing and repairing it.
Steps 8
Try using other, "outside" resources mentioned in the manual for repairs or problems that the
maintenance manual does not thoroughly cover.
Many manuals include toll-free phone numbers and web addresses.

Steps 9
Obtain related manuals if you plan to do extensive work on your equipment.
These include parts manuals, service manuals, and publications covering diagnostics and specifications.
These are sometimes available on CDs or DVDs from the manufacturer, and some websites specialize in
selling downloadable copies at greatly reduced cost.

Steps 10
Follow instructions carefully when performing
any maintenance until you are familiar with
the procedure. Recheck your work, and test
it if possible.
Steps 11
Put a tab or bookmark on pages that you refer to frequently.

Tips
• Make sure you pre-read the manual before doing the actual work.
• If you need to, highlight sections that may be critical (such as safety issues).
• If you are unsure of any abbreviations, check the index.
• Be careful to use the correct measurements and sizes. SAE and metric units can appear similar in
text but are often radically different.
• Use tables provided for noting maintenance you have performed.

Warnings
• Follow all safety precautions presented in the manual.
• Make sure all tools you have used are accounted for when you're done. Leaving a tool in the
machine can cause extensive damage.
• Wear appropriate safety equipment when performing maintenance, including eye and hearing
protection, gloves, and respirator.

10 Reasons to Read Your Product Manuals

Appliances and housewares typically come with product manuals or operation guides and these
can vary in size from a two-page pamphlet to a full indexed booklet. Often, these important
documents are overlooked with the packaging and discarded, or considered advertising and totally
ignored.

These manufacturer guides are designed to help you get the most out of your new product, know
what to do if something goes wrong, and keep it in good running order for it's full intended
lifecycle.

In a nutshell, they want you to be satisfied with your purchase. Keeping your manuals not only
involves filing them for future reference, but reading them when you first take your new purchase
home. Here's why:

1. Set-Up & Installation Information

Why wait until you hit an assembly roadblock? Why not get the set-up instructions right
from the pro - the maker of your new purchase. It may save you time and needless
aggravation. And installation recommendations are very important to ensure proper
operation and reduce hazard risks.

2. Warranty & Servicing Details

Details regarding warranty limitations and coverage period are good to know, as well
contact information and where your product can be serviced should you encounter
problems. It's a good idea to write the warranty period, date of purchase and serial number
of your product right on the front cover of your product manual for easy reference should
the need arise.

3. Power Requirements & Energy Information

Important information to ensure proper installation and voltage requirements are met.
Energy related data can provide comparisons when purchasing replacements or tracking
consumption costs. It may also include manufacturer recommended settings for best
energy efficiency, such as best temperature settings for refrigerators.

4. Included & Optional Accessories

This is where you can confirm if all included accessories were packaged with your product,
and what other parts are available for purchase. An additional accessory may be worth the
purchase and enhance your product, such as a mini power head for a vacuum or a
cookware lid.

5. Parts List

Your guide will list the parts by name and provide ordering numbers to assist in finding
replacements. Filter type, size and number is also important information to maintain your
product in good working order.

6. What Not to do With Your Product

 All too often, we neglect this section and these 'do not's serve a very important purpose.
This may include things to avoid that may reduce the lifespan of your product and invalidate
your warranty, or ways to reduce the risk of hazards and injury.

7. Performance - How it Works

How it works, what it does and operational tips and suggestions. This is especially
important if product operation involves an ordered sequence of steps which, if not followed
could damage parts.

8. Special Features

You'll find instructions on controls and settings for all its unique features and options, such
as how to reverse the door on your new dryer, set the programmable timer on the
coffeemaker, or set a delay cycle on a dishwasher. Whether your new purchase is
dishwasher or microwave safe and so on.

9. Recommended Maintenance & Troubleshooting

What you need know and do to keep your product operating properly. You may find
troubleshooting tips and answers to frequently asked questions. When to change filters,
how to take your product apart for cleaning, what to use to clean it and how to prepare it for
storage.

10. Recipes

Recipes are a real bonus when it comes to small appliance purchases - a fun way to try out
your purchase and learn something new.

Also see After the Purchase for useful information regarding new houseware purchases.