Creating an operating manual that complies with the relevant standards is far more than a mere obligation: it ensures the safety, comprehensibility and market success of a product. But how can technical information be prepared so that it is both clear and complete, while also meeting regulatory requirements? In this blog post, you will learn what really matters when structuring an operating manual – from the requirements of DIN EN IEC/IEEE 82079-1 to the organisation of content. Practical checklists and tips for resource management will support you along the way.
Creating a standards-compliant operating manual: How to get the structure right
A standards-compliant operating manual follows a clear, logically organised structure. The aim is for users to find the relevant information quickly and operate the product safely. The basis for this is the international standard DIN EN IEC/IEEE 82079-1. It defines how information must be structured, formulated and presented so that it is clear, complete and – in the case of safety-related content – meets safety requirements.
Typical structure according to DIN EN IEC/IEEE 82079-1
The standard does not prescribe a rigid structure but rather a flexible framework tailored to the actual use of the product. A typical structure includes the following sections:
- Title page and general information (product name, model, manufacturer, identification number, version, date of issue)
- Safety information (warnings, signal words, symbols, safety measures, intended use and, if applicable, foreseeable misuse)
- Introduction and purpose (product description, target audience)
- Technical data (parameters, performance features, operating conditions)
- Transport and packaging (instructions on packaging, transport, storage, unpacking, transport security)
- Construction and function (description of assemblies, components and how they work, possibly overview diagrams)
- Assembly and installation (step-by-step instructions)
- Commissioning and operation (operation, control and operating modes)
- Maintenance and servicing (cleaning, inspection and replacement instructions)
- Troubleshooting (error messages, causes and corrective actions)
- Decommissioning, disassembly, and disposal (recycling and disposal instructions)
Creating an operating manual: Implementing and placing safety information correctly
A clear thread is essential: information must be structured logically, easy to find and clearly recognisable in its function through consistent formatting. Safety-relevant content requires special attention.
Clearly formulated safety and warning notices, standards-compliant signal words, and consistently placed symbols are indispensable. For example, the standard recommends placing all relevant safety information easy to spot and understand: directly before the respective instruction steps, at the beginning of assembly instructions, or when describing potentially hazardous situations.
Practical guide – Step by step to a standards-compliant operating manual
1. Information gathering and target audience analysis
Start with research: What information is relevant? Who will use the product, and in what environment? The required data typically comes from development, design, or service departments.
Precisely analyse your target audience(s):
- What prior knowledge and expertise are assumed?
- In which environments will the product be used?
- Which languages and cultural specifics must be considered?
2. Standards research: Identify and assess relevant requirements
A key step is systematic standards research. Check which national and international standards, guidelines and legal requirements apply to your product and manual. Thorough research helps to avoid liability risks.
3. Structuring and layout planning
Organise the content and plan the layout. The structure is based on DIN EN IEC/IEEE 82079-1 and the needs of the target audience. A uniform design and recurring elements (e.g. warnings, step lists) increase readability. Also consider accessibility and digital usability – for example, for mobile applications or web-based manuals.
4. Creating content
Clear quality rules apply when writing, such as:
- Short, active sentences
- Precise wording without ambiguity
- Consistent terminology and signal words
- Complete safety and warning notices
5. Visualisation with images, graphics and pictograms
Professional illustrations and graphics help to make technical processes more easily understandable. Consistent presentation, clear labelling, and high image quality are essential – such graphics support international audiences and reduce language barriers.
6. Translation and localisation
Once the manual is complete, it is translated into the required languages. Translation memory systems and consistent terminology management ensure quality and consistency. Localisation also adapts units of measurement, warning symbols and legal references for different target markets.
Creating an operating manual: Checklists for a successful documentation process
A structured checklist supports the quality assurance of the operating manual. Before approval, check the following:
- Are all normative requirements met (formally and product-specific)?
- Is the structure complete and logical?
- Are all safety notices correctly placed?
- Is all required information complete and free of contradictions?
- Is terminology used consistently?
- Are images, tables, and pictograms labelled correctly?
- Has the manual been reviewed, approved, and versioned?
Documented quality assurance not only protects users but also your business and is essential for audit-proof and professional documentation.
Resource management and organisation in technical documentation
In all companies, documentation can quickly face bottlenecks due to illness, holidays or impending retirement of individual staff members. To ensure the continuity and quality of operating manuals, proactive resource management is recommended. This includes regular documentation of work processes, building internal knowledge management and a clear division of responsibilities among the team. In our experience, an editorial guideline has proven particularly effective. Such a guideline defines binding standards for structure, language, terminology and processes in documentation. It ensures that everyone involved works to clear specifications and that new team members can be integrated quickly. In this way, the quality of operating manuals is maintained even during personnel changes.
For short-term absences or periods of high workload, working with external technical documentation service providers can be beneficial. They provide professional expertise, relieve your own team and help meeting deadlines reliably. Outsourcing individual manuals can also increase flexibility and handle capacity peaks. Transparent coordination and careful selection of partners ensure that documentation quality always meets requirements.
Conclusion
When you create an operating manual, you benefit from a clear, standards-compliant structure, comprehensible safety instructions and a target audience-oriented presentation. With thorough research, consistent application of DIN EN IEC/IEEE 82079-1 and structured quality assurance, you ensure that your operating manual is user-friendly, complies with standards and is optimally suited for use in your company.
