Operating Manuals help managers understand how each team member works best — from communication preferences to motivators, growth areas, and working styles. In a distributed or hybrid workplace, they create clarity, empathy, and stronger collaboration.
Managers should use Operating Manuals as a living guide to personalize how they support, coach, and partner with their team members.
Reminder: this video demonstrates how to use the Operating Manual in Confirm.
What Managers Should Do
1. Tailor Communication
Use the Operating Manual to understand:
Preferred communication styles
Meeting preferences
Feedback preferences
Decision-making approaches
Examples:
Some employees prefer direct feedback in the moment; others prefer time to reflect first.
Some people thrive in brainstorming sessions; others prefer written input ahead of time.
Adapting your approach helps employees feel understood and supported.
2. Improve 1:1s and Coaching
Review the Operating Manual before recurring 1:1s or development conversations.
Look for:
Career aspirations
Areas of growth
Motivators
Stressors or common frustrations
Use this information to:
Provide more relevant coaching
Align opportunities with employee goals
Offer support in ways that resonate
3. Build Stronger Team Collaboration
Operating Manuals can help managers proactively improve team dynamics.
Use them to:
Pair teammates more effectively
Anticipate communication gaps
Balance different working styles
Encourage empathy across the team
This is especially valuable for cross-functional and remote teams.
4. Respect Individual Preferences
The Operating Manual is not meant to label employees or put them in a box. It should be used as guidance, not as a fixed rulebook.
Managers should:
Stay curious
Continue asking questions
Recognize that preferences and goals evolve over time
Treat the Operating Manual as the starting point for stronger relationships — not the final word.
5. Revisit It Regularly
People grow and change. Encourage employees to update their Operating Manual periodically and revisit it during:
Performance conversations
Team changes
New project assignments
Career development discussions
The more current the information, the more useful it becomes.
Best Practices for Managers
Read each new team member’s Operating Manual during onboarding
Reference it before important feedback or coaching conversations
Encourage team members to share updates as their preferences evolve
Model the behavior by keeping your own Operating Manual updated
The Goal
The Operating Manual is designed to help managers lead more effectively by understanding the humans behind the work. When used thoughtfully, it can improve trust, communication, engagement, and team performance.