“Made but No One Looks at It” The New Common Sense of Sad Work Manuals

Hello everyone! I’m Shohei.
This column is written mainly based on my field experience.
After being on site for over 10 years, there are truly many things that happen. I’m writing about things I remember, as they come to mind.
Well, please read it casually, like “Oh, so that’s how other factories are.”

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“The way of harvesting lettuce is different from what I was told before”

“The way of harvesting lettuce is different from what I was told before.”
This happened when I was making rounds at the plant factory. A new employee nervously asked me this question. Indeed, even for the same lettuce, when the person in charge changes, the work method subtly differs. Isn’t this a common occurrence not only in plant factories but in many workplaces?

Training as a “Wish”

After being involved in plant factory operational support and field education for over 10 years, my conclusion is simple in a sense.
“Most of the ‘education’ conducted by companies is merely a wish.”
Even if you create glossy training slides or thick manuals, the probability of their content taking root in the workplace is surprisingly low. At one major plant factory, a work manual that took 3 months to create was pushed to the back of a bookshelf just 2 weeks after completion.

Of course, it’s a different story if there is “a comprehensive curriculum that caters to the target audience.” However, how many Japanese companies today can afford to invest in such ideal training?

The Eternal Contradiction Between “Want to Teach” VS “No Time to Teach”

In real workplaces, conversations like this are repeated:
“The new employee keeps making the same mistakes! Educate them properly!” (Manager)
“I don’t have time to teach…” (Field Leader)

As a result, many companies choose what is called “creating standard operating procedures.”
To be honest, when client companies consult me about “improving education,” I first propose “let’s create standard operating procedures.” As a compromise solution when time is limited.

The Sad Reality of Unread Manuals

However, looking back calmly, it’s clear.
Standard operating procedures go unread.
At one plant factory I was involved with, when we checked the access history of a carefully created 52-page work manual, only 23% of employees actually opened it. Moreover, only 7% read it to the end. This is the reality.

Even if they do read it, how many people can actually reflect in their work after reading text like “slightly lift the leaf with your left hand, and with your right hand…”?

The Moment “Seeing” Turns into “Doing”

However, a discovery overturned my common sense.
When struggling with new employees’ productivity not improving in harvesting leafy vegetables, I tried filming an experienced worker for just 3 minutes on a smartphone and showed it to the newcomers. No special editing or explanation was added. Just showing the “fast hands” continuously.

The result was surprising. By the next day, the new employees’ work speed increased by about 30%.
“Seeing in video” was overwhelmingly more effective than “reading in text,” especially for tasks requiring “speed” and “rhythm.”

Video Utilization Techniques You Can Try Tomorrow

The benefits of video materials are straightforward:

You can start right away with just a smartphone
The experienced workers’ “intuitive knacks” are conveyed
Gradually learned through repeated viewing

It has tremendous effects especially for tasks requiring “quickness.” Conversely, for tasks requiring complex judgments or theories, videos alone may be insufficient.

In a recent seedling planting operation I was involved with, just by introducing a 2-minute video, new employees’ work efficiency increased 1.5 times in one week. The “rhythm” that couldn’t be conveyed no matter how many times they read the manual was naturally acquired through the video.

What You Can Try Tomorrow

Now, you who have read this far have something you can try from tomorrow:

Find the person who works most efficiently
Film their work for 2-3 minutes on a smartphone
Without special editing, just “have the newcomers watch it”
Observe the effects

Using both text manuals and videos is best, but if time and resources are limited, why not try videos first?
The “normal” at your workplace might change a little from tomorrow.

This column is sourced from a collection of know-how for improving field operations

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