An easy-to-understand explanation of how to create a manual using ChatGPT!

Creating manuals is an essential process for improving business efficiency, but can be time-consuming and labor-intensive. What's attracting attention is the approach to creating manuals using AI technology. This article explains how to efficiently create manuals using ChatGPT, an AI that is excellent at natural language processing. With ChatGPT, not only can you reduce costs and time, but you can also provide high-quality manuals that support multiple languages. We will introduce the benefits of using ChatGPT to create manuals, actual steps, and examples of prompts, as well as examples of how it can be used in companies, so please take a look if you are interested in improving your business using AI. Furthermore, AI Research Institute supports companies' application of AI, so please contact us if you have any questions.

table of contents

How to create a manual in ChatGPT?

Benefits of creating manuals with ChatGPT

Can be efficiently created

Can be used in multiple languages

You can create high-quality manuals

Steps to create a manual in ChatGPT

1. Summary of the manual

2. Access ChatGPT

3. Let ChatGPT learn and generate

4. Check the output contents

Introducing the input prompt

Tips for creating manuals in ChatGPT

Select a model

Use a specific prompt

Check the contents step by step

Clearly instruct technical terms and industry knowledge

Continuously make corrections

Things to note when creating manuals in ChatGPT

You need to check the generated text

Careful when handling confidential information

Examples of manual creation using ChatGPT

Yokosuka City Hall

NEC

Finally

ChatGPT is widely used in business and educational settings, taking advantage of its advanced text generation capabilities.

As an example of how it is being used in business, more and more companies are using ChatGPT to create manuals.

This article will show you how to create a manual using ChatGPT. Furthermore, we will provide detailed explanations, from the benefits of creating manuals with ChatGPT to examples of prompts for actual creation.

Please take a look until the end!

How to create a manual in ChatGPT?

ChatGPT is a generation AI using natural language technology that specializes in text generation.
Have you ever had the experience of creating manuals in your work, or having created manuals but having overlooked many points, requiring personnel?

ChatGPT supports manual creation while interacting with each other.
Let's share internal customs and rules with ChatGPT and create the best manual efficiently and efficiently!

Benefits of creating manuals with ChatGPT

First, we'll introduce the benefits of using ChatGPT.
There are three advantages to creating a manual in ChatGPT:

Can be efficiently created

Using ChatGPT, you can create manuals more efficiently than manual creation. Manual creation usually takes a lot of time and effort, from planning to writing, editing to proofreading, but using ChatGPT, you can automate these tasks and quickly browse high-quality manuals.

In addition to creating all the manuals at once, it is also possible to obtain detailed explanations of specific steps. Furthermore, if you have any questions when reading the manual, you can get more detailed answers by asking ChatGPT, and deepen your understanding without asking your boss.

Can be used in multiple languages

Another major benefit of ChatGPT is the ability to create manuals in multiple languages . In a global business environment, it is often necessary to prepare manuals in different languages, but ChatGPT can also meet those needs.

It also makes it easy to create manuals in different languages, not just Japanese, but also English, Spanish, and German.

You can create high-quality manuals

ChatGPT specializes in natural language generation, allowing readers to create manuals that are easy to understand and of high quality . Because it is automatically generated by AI, there are fewer grammar and spelling errors, and even when explaining complex techniques, it is possible to create concise sentences, making it easy for beginners to advanced users to understand.

Steps to create a manual in ChatGPT

Now let's actually create a manual using ChatGPT!

1. Summary of the manual

First, create an overall picture of the manual you are creating. Organize the purpose of the manual, what it will be handled, the terms used, etc., and roughly decide what content to include in each section.

At this stage, if you list the steps, key points, and specific examples to be explained in bullet points, you will be able to enter prompts later. This is because clear instructions make it easier for ChatGPT to generate accurate manuals.

2. Access ChatGPT

Next, install the ChatGPT application. If you are using OpenAI's official page or an API for businesses, log in and start working. You should also select your language here to make sure that the platform you are using is set up appropriately.

3. Let ChatGPT learn and generate

For ChatGPT, enter specific manual prompts to generate sentences. It is important to give specific and easy-to-understand instructions, such as, "Please tell me how to set up Product A," "Please explain how to register as a user in three steps," and "Please create a manual for new employees." Based on this input, ChatGPT generates descriptive text and steps that match the instructions.

4. Check the output contents

Check the contents of the manual generated by ChatGPT. The text generated by ChatGPT is basically of high quality with no typos and no typos, but it is important to check for any details or misleading aspects. In addition, if you need expressions specific to your company or industry, we will make appropriate changes here.

To finalize, we check whether the overall structure and logical flow are smooth, and if there are no issues, the manual is complete.

Introducing the input prompt

Below is an example of the prompt to enter into ChatGPT. Please feel free to use this as a reference.

### Example prompt title: "I want to create an internal manual that covers my company's business flow and rules."

### Prompt body (example)

---

**【the purpose】**  
- Regardless of department or role, from new employees to existing employees, understand the unified procedures and rules, allowing them to carry out their work efficiently and accurately.  
- Clarify the common language, basic judgment criteria, and points to be careful about in business, ensuring quality and safety.

**[Contents included in the manual]**  
1. **Scope and prerequisites**  
   - Business areas covered by this manual  
   - Target departments, positions and usage scenes  
   - Presence of prerequisite systems and related rules 2. **Basic rules and common guidelines**  
   - Basic rules for creating internal documents and communication (e.g. language, how to use honorifics, document format, etc.)  
   - Basic policy regarding compliance, security and personal information protection  
   - If there are laws and regulations that must be complied with, the basis will be briefly presented 3. **Business flow and procedure explanation**  
   - Overall business flow (assuming a flow chart, etc.)  
   - Documents required for each step, how to work, and how to use the tool system  
   - Common trouble examples and solutions 4. **Role division and scope of responsibility**  
   - Responsibilities and roles for each department and person in charge  
   - Reporting destination/collaboration system when problems arise 5. **Quality control/check system**  
   - Checklists and review methods to ensure work quality  
   - Timeline management and progress reporting mechanism 6. **FAQ/Contact information**  
   - Frequently Asked Questions and Answers  
   - Contact information for inquiries if you are unsure of the person in charge (e.g. General Affairs Department or manual preparation person)

7. **Update/Revision Procedure**  
   - Timing of revision and update procedures for manual  
   - Updated version notification method and approval flow---

**[Request for output conditions and formats]**  
1. **Style and language**  
   - Basically, please unify it in a respectful way.  
   - Please include a brief explanation of technical terms so that even first-time employees can understand this.  

2. **Layout Suggestion**  
   - Schematic of sections and chapters  
   - Make sure your information is visually organized by using bullet points and tables.  
   - If you have any examples of areas where you should include charts or images, please suggest inserting them.

3. **Specific Examples/Templates**  
   - Please provide specific sample examples as well as general rules and flows.  
   - If you have any examples of document or reporting templates, please show us a sample.

4. **Readability/Searchability**  
   - Please suggest ideas that make it easier to search for information, such as adding table of contents, indexing, and using hyperlinks.  
   - Please briefly include "points" and "cautions" in the summary of each chapter.

5. **Additional Notes**  
   - Please note that while at a minimum security-related content, detailed rules should be referred to as a separate attached internal regulations file.  
   - If there are any assumptions that are essential for employees to work on their work (such as permission applications or PC settings), please also state this.

Using this prompt as a base, enter the following for internal use, and you can generate a manual that is more "internally" and "easy to use" so be sure to make use of it.

• Specific examples that are tailored to the characteristics and content of the work (systems used, tools, documents, etc.)
• Reflecting the company's unique culture and values ​​we place importance through writing and case studies
• Includes the latest internal regulations and departmental guidelines and rules
• Clarification of flows including operation, such as checking systems and revision procedures

Try creating a highly-finished internal manual, flexibly changing the prompts as needed.

Tips for creating manuals in ChatGPT

When creating manuals in ChatGPT, you can create manuals more effectively by paying attention to the following points:

Select a model

ChatGPT offers a variety of models.
If you don't get enough of a free plan, we recommend trying out other paid plans.

Use a specific prompt

It is important to use specific and clear prompts for ChatGPT. For example, instead of vague instructions such as "Explain the operation method," clearly indicate the target, requirements, number of steps, etc., such as "Please explain the installation procedure for XX software in a concise manner in three steps." This makes it easier for AI to generate what it expects.

Check the contents step by step

The trick is to create one by checking the content in stages, rather than generating all the content at once. For example, you can create a consistent content by having ChatGPT generate sentences for each section of the manual, check each time, and make the necessary modifications.

In addition, the corrections will be made in stages to reduce the amount of work done during the final check.

Clearly instruct technical terms and industry knowledge

Manuals often contain technical terms and industry-specific words, so ChatGPT must reflect that content. Although AI is strong in general knowledge, you need instructions on industry terminology and unique expressions within the company.

By instructing ChatGPT in advance to define and use terms and then generating sentences based on them, you can create a more accurate manual.

Continuously make corrections

The manual is not finished by creating it once. Due to changes in business processes, products and services, the contents of the manual must also be reviewed and updated regularly.

It is also important to collect feedback regularly and improve the manual based on it. By reflecting the user's feedback and correcting any difficult parts or defects as appropriate, you can make it easier to use and more reliable manuals. ChatGPT also allows for quick fixes, making it useful for maintaining an up-to-date manual.

Things to note when creating manuals in ChatGPT

There are a few things to keep in mind when creating manuals using ChatGPT.

You need to check the generated text

ChatGPT can generate highly accurate sentences, but it is not 100% accurate. In particular, if the text contains specialized content or industry-specific words, the generated sentences may contain misleading or fact-based content.

Therefore, it is important to always check the generated manual with the human eye and determine whether the content is appropriate.

Careful when handling confidential information

It is important to be careful not to include sensitive or personal information in the data you enter into ChatGPT. In particular, it is important not to input data into AI that is a problem if leaked externally, such as the contents of projects within the company and client information. ChatGPT can also be set to not use the information entered by users for learning, but in order to minimize security risks, avoid entering highly sensitive information.

When writing a manual, you should only use publicly available information and be very careful when handling sensitive information.

Examples of manual creation using ChatGPT

Let's take a look at examples of companies that have actually used ChatGPT.

Yokosuka City Hall

Reference: Report on the results of Yokosuka City Hall ChatGPT utilization demonstration

Yokosuka City Hall has introduced ChatGPT to automate the creation of documents for city employees and the creation of meeting minutes. It has been fully operational since 2023, and has successfully improved the efficiency of daily operations. Furthermore, the burden on staff is reduced, and time is reduced.

Reference: Yokosuka City Hall

NEC

NEC uses ChatGPT to improve its business efficiency. The company launched the NEC Generic AI Hub in 2023, and incorporates ChatGPT into internal document creation, minutes preparation, and source code generation. This initiative has enabled business automation and efficiency to reduce document creation time by 50%.

Reference: NEC

By creating an appropriate manual like this, it seems that it will be possible to create an efficient and effective way.

Finally

In this article, we have introduced everything from the benefits of creating manuals using ChatGPT to examples of use.

It is expected that more companies will continue to adopt ChatGPT in the future, increasing the automation and efficiency of their operations. If you are considering introducing ChatGPT, please refer to the steps and tips introduced in this article to help you create a manual.

AI Research Institute provides AI support, including corporate AI utilization, prompt creation, and manual creation.
Please feel free to contact us with any questions or minor concerns regarding AI.

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