Creating an inclusive and supportive workplace doesn’t have to be complicated. One practical tool that can make a significant difference is the Personal User Manual (also referred to as a Manual of Me, User Guide, Work Blueprint, or Readme).
A Personal User Manual is a simple document that allows employees to share their working preferences, communication styles, and individual needs, making it easier for colleagues and managers to understand and support each other. It supports inclusion when everyone has one.
This article explains what Personal User Manuals are in more detail, why they are important, and shares suggestions for creating your own version.
What is a Personal User Manual?
The team at Buffer describe the their Personal User Manuals (which they call Work Blueprints) particularly well:
A work blueprint is our spin on what many in tech call user manuals, one-page sources of information about work preferences. We think of it as a shortcut for teammates to collaborate more efficiently by getting to know each other better. The blueprint is intended to shorten the learning curve for understanding how to work with someone else on your team, be it a peer, direct report, or manager.
The Manual of Me website describes their version:
A Manual of Me is a powerful framework which helps you discover and communicate your working preferences, motivations and needs, so we can all work better together.
So a Personal User Manual is like a guidebook that an employee creates to outline how they work best. It typically includes sections about communication preferences, work habits, stress triggers, and strategies for staying productive. The goal is to give others a clear understanding of what to expect when working together. This is particularly helpful in larger teams or remote work environments, where employees might not interact face-to-face often.
Personal User Manuals were designed to be internal documents, however, there might be a case in some organisations to use them externally too.
Why Are Personal User Manuals Important?
Personal User Manuals encourage respect and understanding at all levels. They allow employees to express their needs and preferences upfront, reducing misunderstandings and creating a more supportive and inclusive work environment. This is especially helpful for autistic employees, who may have specific needs around communication and sensory environments. However, Personal User Manuals are not just for neurodivergent staff – they are for everyone. By providing a clear, proactive way to share these needs, Personal User Manuals help create a workplace where everyone feels understood and valued.
What Should Be in a Personal User Manual?
A Personal User Manual would typically include:
About me (my role, working patterns, values, etc.)
Work style, needs, and preferences
Communication channels, needs, and preferences
Feedback preferences
Fun facts/interests (me outside work)
Here are some prompts that might be helpful for your template:
My name is...
My role is...
My working pattern is...
Conditions that help me do my best work are...
I love it when people...
I struggle when people...
I am an introvert/extrovert/ambivert...
I prefer communicating by...
Tips for communicating with me...
You know I’m stressed when...
The best way to give me feedback is...
Outside of work I enjoy...
The above prompts are inspired by Manual of Me and WorkBaby. They are just a starting point, though. We encourage you to create a template that works for your team and organisation.
How you share this information should be consistent across the organisation as it is important everyone knows where to find your Personal User Manual. It could be a simple Word document or Google Doc linked to in your auto-signature for internal emails to something on an intranet.
Encouraging Inclusion By Design
Incorporating Personal User Manuals isn’t just about supporting individual employees – it’s about creating a workplace where diversity is celebrated and everyone has the tools they need to succeed. By adopting this simple practice, you’ll be taking an important step towards a more inclusive and effective work environment.