The office system, when it takes the shape of a book, is called office manual. The office manual contains the details of the work to be done in the office and other particulars of the concern. Generally, it will be helpful to the employees (especially new-comers) to understand the work without any delay.
The office manual contains all the details of the whole office work. If a new man is appointed to do a particular job, he has to know the details relating to the job to be performed.
Therefore, it would be enough to give instructions which are necessary for his job. This can be copied from the office manual and handed over to the person. This is enough. These written instructions as to the job to be performed can also be called as a Duty List. This is common in government offices.
An office manual is an authoritative guide to office organisation. It is a source of information, knowledge of which is essential for the performance of office work.
It may be in the form of a book or booklet and contains for the benefit of the office staff, information on operating office systems and procedures, methods and routines, executive decisions, standard practices, organisational policies and so on.
If office employees are supplied with copies of the office manual, they do not have to approach their superiors again and again for necessary guidance, instructions and decisions; they do not, therefore, cause any interruption of work, nor waste their own time and the time of the executives.
Office manuals are used not only to fix responsibility for the performance of office jobs, but also to set up procedures for the performance of office jobs.
Because instructions, rules and regulations are written down, each employee receiving a manual can be held responsible for them and for manner in which they are carried out.