What's in your Office Manual?

​If you are just beginning to build your shop, or have recently inherited one, consider creating an office manual for your team. A handbook will be a one-stop for internal information ranging from the history of the office to protocols to the voice mail code. At my first shop 20 years ago, I started a manual to help me consolidate information, and at every shop since then, I bring a copy and adapt it to the new organization. 

At my last shop, the handbook took the form of a Wiki document available via the Shared Drive, but while the format may have changed, the purpose never has.
 
Here is a basic Table of Contents to help you get started.

1) Organization Overview
2) Office History/Overview
3) Media Protocol
4) Team Breakdown
5) Key Staff Breakdown
6) Office Basics

• Important Contacts
• Office Setup & Supplies (for new team members)
• Computer & Email
• Email Distribution Lists
• Master Shared Drive File List
• Passwords
• Telephony
• Business Cards
• Health Insurance & Benefit Management
• Online Resources
  

7) Media Inquiries

• Information Gathering & Tracking

8) Social Media Guide
9) Events
10) Website Style & Maintenance
11) Budget & Vendor Information
12) Office Closure & Holidays
13) Business Continuity & Emergency Contacts
14) Organization/Office Policies

• Conflict of Interest
• Document Destruction & Archival
• Whistleblower Policy

Remember - your PR office manual is a living tool. Update it quarterly.