What is a User Manual? How is it Helpful For Your Business in 2021?

Creating easy-to-follow manuals or guides for users is crucial for every product or service to thrive. For this, first, you must understand what is a user manual. An easy-to-read, user-friendly, and understandable guide that includes guidance and information intended to help end-users in consuming a particular service, application, or product.

A well-crafted user manual or guide can impart a great customer experience as they can easily use their purchase by following the guide. Moreover, experienced users may also refer to these guides to revive their memories to solve a specific problem they may have or a feature they have not utilized often. Let’s examine the manual in detail.

What is a User Manual?

A user manual, also known as an instruction manual, is an imperative document that aids your customers to get acquainted with your service quickly or product or help them resolve a problem when they get a fix.

Almost every product, whether hardware, software, or physical comes with a user manual and is intended to assist consumers in utilizing that particular service, application, and product. It is generally written by a company’s technical writers, customer service staff, technicians, or product developers. It can be published in soft or hard copy or both, as required.

Most user manuals include both written documentation and related images. While talking about computer applications, it is common that they contain screenshots of the human-machine interface(s).
And hardware manuals often comprise simplified and clear diagrams. The language used in it is written by keeping the intended audience in mind. Moreover, the jargon here is thoroughly explained or kept to a minimum level.


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What does an Effective User Manual Mean?

A good user guide or manual helps individuals to use and explain things that seem complex or unclear. The main problem with a bad user manual is that it does not answer any of the users’ questions. So, what makes a user manual to be effective?

An effective user manual is a technical communication document written by technical writers with a precise purpose – to assist non-technical individuals to identify and solve issues without any expert support. It must fulfill the following aspects to be effective:

  • Users can get all the essential information
  • The manual should be brief and clear
  • The developers can get information for reference

Why Does Your Business Need User Manuals?

Advantages of a User Manual

No matter how tech-savvy today’s consumers are, they are habituated to easy solutions. This digital age promotes smart devices and intuitive technology and individuals want to utilize them without unnecessary hassle.

User guides or manuals are a substantial aspect for each IT developer and a much-needed supplementary to customer services. The following are the benefits stating why your business needs a user manual:

  1. Simplifies Onboarding and Training

    Increase employee retention by 82% by implying a good employee onboarding procedure instead of conventional training which is expensive and time-consuming. You may need to organize a meeting room, appoint an instructor, give away notebooks and pens, prepare PowerPoint presentations, and the list gets bigger.

    You can reduce such expenses and improve your onboarding approach by using user manuals of your internal knowledge base as on-page lectures. In this way, new employees can study while working at their own pace and time.

  2. Decreases Support Costs

    Interactive user manuals help systematize customer support, as they can provide answers to common questions that do not require decision-making or intelligence. 

    By furnishing self-service tools such as tooltips and product tours on your site, consumers can follow directions and interact with your platform at the given time. This will lessen the number of upcoming support calls and eradicate the want to produce additional support documentation.

  3. Saves Time

    When new personnel has reference material like a user manual, they know where to go when they have queries, empowering them to get answers without wasting any time. 

    Also, they do not require to ask many questions of their colleagues, saving these colleagues’ time. Furthermore, these manuals save time for experienced employees who may have queries or need a review.

  4. Reduces Liability

    Having a user manual is one of the best ways to exhibit that you took sufficient procedural cautions to comply with guidelines and take adequate safety measures. Specific products that might be unsafe include powerful light sources, high voltage electronics, lasers, heating, and mechanical devices.

    Customer support supplies can embrace the right tags and different warning marks within the manual to guard the users. In case of any unfortunate situation, the company will not be held liable in court as it provided all the relevant warnings and instructions written in its manual.

The Perfect Format for User Manuals

A user guide or manual is a combination of several things exhibited with a view to impart useful information about the products or services. At its central, is the instructional and technical writing style. 

You must be good at the headings, style, lists, highlighting, notices, graphics, tables commonly exercised in such instructions. With the list presented below, develop a perfect format for your manuals:

  • Headings: Utilize headings to indicate key information so that users can find it rapidly. You can plan and design headings in advance to make a comprehensive guide or manual.
  • Lists: Place bulleted and numbered lists to help users scan information in one go.
  • Special notices: The notices such as cautions, notes, and warnings can be used to emphasize special points or alert users about potential problems.
  • Instructional design: Use a standard design of instructions – numbered vertical lists for actual steps that readers are to perform and task-oriented headings and sections. Make much use of tables, scheme of highlighting, and graphics along with the written format.

12 Elements of an Effective User Manual

What to Include in a User Manual?

A user manual must be prepared with an aim to make the information quickly accessible to a general reader or an expert. Every product is unique and needs dissimilar components to produce an effective manual. For this, you may consider the below-mentioned elements to be included in your manual:

  1. Searchable Content

    In this digital era, where everyone has access to smartphones, it seems more logical to produce an electronic user manual. It does not mean you cannot create print versions of it. But such an electronic version delivers numerous advantages as it makes the content searchable. 

    For example, a table of contents gives consumers easier access to the required content and aids them to find answers on their own.

  2. Easy-to-follow Format

    Keep the user manual as simple as possible to attain its goal. This is applicable to both – the document’s content and its design. Using long chunks of text and pages packed tightly with graphic and written content can make user manuals or guides feel unfriendly and unattractive. Hence, to render a good customer experience, use plain language and format for the readers.

  3. Simple Language

    Customers would not be interested in reading anything if the manual is published in a hard-to-understand language. You might know all types of jargon and acronyms about your products but do not assume that your customers might know it. 

    So, try to use minimal industry and technical buzzwords so that they can use your product by following your manual. Moreover, use plain and simple language to help your users understand the most multifaceted concepts.

  4. Visuals and More Visuals

    The best user guide or manual is the one that perfectly represents the text along with its visuals. Such content may include annotated screenshots, images, videos, and graphics that quickly depict how your product works. Usually, readers absorb visual data quicker and execute tasks better when directions are provided with video or visual content.

  5. Analytical Hierarchy and Flow

    An effective user manual needs a hierarchy of headings and subheadings that permits users to know what every segment will demonstrate. And such a hierarchy must follow an analytical flow that aids the users to learn to utilize your product in the most beneficial way.

  6. A Focus on the Problem

    The products’ user manual must solve users’ problems. So, make sure that you illustrate how to make usage of your product. Obviously, this would comprise product features in the context of assisting users to get to the reason why they bought your products in the first place.

  7. Accessibility

    By keeping every kind of user in mind, you must fabricate accessible content. This means confirming that the user guide or manual observes the criteria of accessibility for individuals who may be visually impaired or blind, hard of hearing or deaf, or may have cognitive incapacities. You must always remember that several consumers require you to understand and access your manual.


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  8. Table of Contents

    A proper table of contents delivers customers an efficient, familiar, and simple way to find a solution to their problem or question quickly. It should be at the beginning of the manual so that the users do not have to go through the pages of text to search for what they are looking for. It must comprise all the main headings and subheadings that entail necessary information.

  9. Feedback from Users

    You cannot form a great user manual until you have listened to the individuals outside your company who actually use your products. Understand their pain points and endeavor to address them in the best possible manner. By such an examination, you will learn certain aspects that you might have not considered.

  10. A Good Design

    Design a manual that is friendly and usable to your users. You must avoid long paragraphs pages that are crammed with text only. Let white space help break the dullness and make the vision of learning a novel product less intimidating. Wherever possible, include images and graphics to illustrate instead of guiding your users how to use the product with text only.

    For electronic user manuals, you can use gifs and video too. Use complementary colors and consistent fonts across manifold docs. CloudTutorial features allow you to create professional-looking manuals in minutes. You can include a series of images and screenshots so that the users find it easy to understand the context.

  11. Step-by-step Directions

    Step-by-step instructions in user manuals help evade long slabs of text and offer a much richer way to display a procedure than trying to elucidate it by text only. They are easier to understand and follow, and deliver a user-friendly experience rather than telling someone how to complete a task simply.

  12. Links to the Resources

    You must ensure that your users have access to your company’s resources that help them be successful with your products. For electronic user manuals, you can simply provide links to FAQs, tutorials, user forums, and other related docs. Whereas, printed manuals can comprise things like phone numbers and website addresses for further quick assistance.

A user manual explains clearly how a user can make use of the product, application, or service that the business offers. This manual must be written by utilizing non-technical vocabulary and should contain the key functions and features of such a product.
A user manual is a document that organizations create in regard to several services or products that they provide. The aim of such manuals is to describe how to utilize a certain product properly and, more significantly, securely. This is a technique for customer support that can assist companies to get enhanced results.
Writing a good user manual includes defining your audience, describing the problem, breaking it down, knowing your reader, being descriptive, taking related images, not using passive voice, and avoiding using the first person.


For all your products to succeed, knowing what is a user manual and how to craft it for an easy understanding is essential. To make a manual or guide more appealing, use the CloudTutorial knowledge base platform where you can lay emphasis on required details, add graphics, charts, process flow diagrams, or screenshots. Design and present this documentation in a manner that is most helpful to every user.

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