Operations Manual Table of Contents

The content of a custom Franchise Operations Manual is usually more complicated than
most people realize. The outline below is only a SAMPLE outline that we use as a
starting point to create your custom outline. In the case of a manual rewrite, we would
use your existing outline as a starting point and then draw from this outline for missing
headings or content.

You may click on the heading “Establishment of Business Form” below to see a sample
excerpt.

1. INTRODUCTION TO THE MANUAL

o Manual Organization
o Ownership of the Manual
o Purpose of this Manual
o Importance of Confidentiality Keeping the Manual Current
o Submitting Suggestions
o Disclaimer

2. INTRODUCTION TO YOUR FRANCHISE SYSTEM

o Welcome Letter
o History of the Company
o Who to Call
o Overview of Services Provided to Franchisees
 Site Selection
 Lease Approval
 Initial Training
 Other Initial Support
 Grand Opening Support
 Ongoing Training and Support
 Suggested Retail Prices
 Approved Suppliers
 Marketing
 Internet
o Overview of Your Responsibilities
o Visits From Us
o Fees

3. PRE-OPENING PROCEDURES

o Introduction
o Establishment Of Business Form
 Business Structure
  Overview of Entity Choices
 Liability Protection
 Income Taxation
 Administration
 Other Factors in Entity Choice
 Bottom Line
 Where to Form Your Entity
 Naming Your Entity
 Assumed Name Certificate
o Site Selection Process
 Site Selection Criteriaa
 Market Analysis
 Seeking Approval of Proposed Sites
 Lease Considerations
 Seeking Approval of Lease
o Licenses, Permits and Taxes
 Introduction
 Business Licenses and Permits
 Optional Certifications
 Tax Registrations and Payments
 State Information Web Sites
 Additional Resources
o Training
 Scheduling Initial Training
 Initial Training Program
 Food Safety Training
o Setting Up Your Facility
 Building Out the Facility
 Construction Specifications
 Required Fixtures, Furnishings, Equipment and Services
 POS and Computer Systems
 Sign Requirements
 List of Approved Suppliers
o Initial Inventory and Supplies
 Required Items
 List of Approved Suppliers
o Utilities / Services
o Uniforms
o Bank Accounts
 Main Business Account
 Operating Account
o Insurance Coverage
 General Insurance Requirements
 Minimum Coverage Amounts
 Insurance Company Requirements
o Grand Opening
 Notification
Two Weeks Out – Direct Mail
Soft Opening – Publicity
Week One
Week Two
Week Three
VIP Invites
The First Company Meeting
o Pre-Opening Checklist

4. PERSONNEL

o Introduction
o Employment Law Basics
 Employee Rights / Employer Responsibilities
 Federal Regulations on Employment Relationships
 State Employment Laws
o OSHA
 Federal Standards
 State OSHA Programs
o Preparing to Hire Your First Employee
o Job Responsibilities and Ideal Employee Profiles
 Responsibilities
 Profile of Ideal Employees
 Job Descriptions
o Recruiting Employees
 Sources of Employee Candidates
 Job Advertisements
 Requirements to Advertise Open Positions
o Job Applications
 Application Form
 Confidentiality of Applications
o Interviewing Job Applicants
 Preparing For Interviews
 Conducting Successful Interviews
 Questions to Avoid
o Background Checks on Job Applicants
 General Tips on Background Checks
 Special Rules for Certain Records
o Pre-Employment Testing
o Miscellaneous Hiring Issues
o New Employee Paperwork
o Additional Steps in Hiring Process
o New Employee Orientation
o New Employee Training
o Personnel Policies
 Introduction
  Communicating Work Rules
o Paying Your Employees
 Wages
 Minimum Wage
 Benefits
o Employee Scheduling
o Employee Management Forms
o Employee Morale / Motivation
 Introduction
 Factors of Good Morale
 Signs of Bad Morale
 Improving Morale and Motivation
o Performance Evaluations
o Employee Discipline
o Resignation / Termination
 Resignation
 Termination
 Post-Separation Procedures
 Final Paychecks
 Explaining Termination to Other Employees
 Giving References
o Summary of Good Employee Management Practices
o Getting Legal Help with Employment Law Issues

5. DAILY OPERATING PROCEDURES

o Introduction
o Required Days / Hours of Operation
o Customer Service Procedures
 Customer Service Philosophy
 Customer Feedback
 Customer Complaints
 Our Customer Complaint Policy
 Refund Requests
o Miscellaneous Customer Services
 Dry-Cleaning
 Lost and Found
o Service Procedures
 Greeting Customers
 Answering the Telephone
 Atmosphere
 Understanding the Product Offerings
 Working / Interacting with Customers
 Job Descriptions
 Suggestive Selling Techniques
 Passive Selling Versus Active Selling
o Merchandising Procedures
  Visual Merchandising Standards
 Merchandising Products
 Using Signage
o Meal Preparation Procedures (This section would apply only to food
service businesses)
 Prepping Procedures
 Setting Up Preparation Stations
 Recipes for All Items
 Preparation Procedures for All Items
 Maintaining Inventory
 Dishwashing / Sanitation Procedures
o Opening / Closing Checklists
 Opening Checklist
 Closing Checklist
o Transacting Sales
 Entering Orders Using the POS System
 Cash Handling Procedures
 Accepting Personal Checks
 Accepting Credit Cards
 Suggested Prices
o Gift Certificates
 Issuing Gift Certificates
 Redeeming Gift Certificates
o Inventory Management
 Product Ordering Procedures
 Ordering from Approved Suppliers
 Changing Approved Suppliers
 Product Receiving Procedures
 Storing Procedures
 Labeling and Rotating Inventory
 Spoilage
o Operational and Financial Reporting
 Features of the POS System
 Generating Reports
 Analyzing Reports
 Sample Reports
o Franchise Fees and Reporting Requirements
 Royalty Payment
 Marketing Fee
 Required Reports
 Financial Statements
o Loss Prevention Techniques
 Cash
 Inventory
o Required Cleaning and Maintenance
 Daily Cleaning and Maintenance
  Weekly Cleaning and Maintenance
 Monthly Cleaning and Maintenance
o Safety Procedures
 Preventing Accidents and Injuries
 Crisis Management Policy
 Reporting Accidents
 Worker’s Compensation Issues
 Fire Safety
 Robbery / Burglary
 Unruly Customers
 Using the Alarm System

6. SALES PROCEDURES

o Introduction
o The Sales Process
 Identifying the Customer’s Needs
 Building Rapport with the Customer
 Handling Objections
o Understanding Your Competition
o Competitive Advantages

7. MARKETING

o Promoting our Business in Your Area

 Your General Obligations
 Guidelines for Using Marks
 Marketing Standards
o Logo Specifications
o Required Marketing Expenditures
 System Marketing
 Local Marketing Requirements
 Regional Cooperative Advertising
 Grand Opening Marketing
o Local Marketing
 Introduction
 Direct Mail
 Radio
 Television
 Billboards
 Magazines
 Newspapers
 Yellow Pages
 Internet
 Networking
 Word of Mouth / Customer Referrals
o Public Relations / Community Involvement
 Press Releases
Better Business Bureau
Local Chamber of Commerce
Team Sponsorships
Community Service / Charitable Activities
o Obtaining Marketing Approval

8. ADDITIONAL RESOURCES

o Web Sites For Small Businesses

o Web Sites For Organizations
o Web Sites For Employment Laws
o Web Site For Tax Information

9. MANAGEMENT DOCUMENTS

o Daily Cash Sheet

o Absence Policy
o Applicant Information Release
o Sample Applicant Rejection Letter
o Sample Applicant Acknowledgment Letter
o COBRA
o Sample Collection Letter
o Time Spent During Work Hours
o Customer Satisfaction Survey
o Discipline Documentation Form
o Drug Test Consent Form
o Electronic Funds Transfer Authorization
o Emergency Instructions
o Job Application
o General Work Rules
o Holiday / Vacation Policy
o Restroom Inspection Worksheet
o Sexual Harassment Policy
o Smoking Policy
o Termination Meeting Checklist
o Employee Time Records
o Checklist For Handling Workers’ Compensation Claims
o Workplace Safety Rules
o Employee Data Form