Development of the franchise manual

To practically implement your franchise formula, a franchise manual must be developed. The content of the franchise manual primarily entails the practical operational recording of the franchise formula (the daily actions expected from franchisees in running their business) and a practical recording of the way of collaboration (for example, the frequency of meetings, how ideas can be submitted, etc.). The franchise manual also holds legal value as it is directly linked to the franchise agreement. Since no two franchise formulas are identical, developing a franchise manual, whether digital or physical, is always custom work. This can make it a time-consuming task. We assist you in various ways to save you a lot of time in creating a high-quality manual.

Why is a franchise manual important?

The franchise manual is of great added value for you and your organization on operational and legal levels. In the franchise manual, all confidential knowledge (know-how) and skills are recorded.

Operational

The franchise manual contains all the practical knowledge a franchisee needs to operate their location. We always tell our clients, "Give your franchisee the franchise manual when opening their location, and they should be able to successfully run their location independently without contacting you." This illustrates how detailed a franchise manual ideally should be and what added value it holds.

The franchise manual creates clarity for franchisees and thereby also relieves the franchise management. Matters clearly described in the franchise manual do not need to be explained repeatedly to franchisees by the management. A good franchise manual thus saves a lot of time in answering questions.

The franchise manual also helps ensure the quality of the franchise formula and its associated processes. If all franchisees clearly understand what is expected of them, the franchise manual guides management in maintaining quality. All elements important for the uniformity of the formula characteristics are described within it.

Topics that can be covered in a franchise manual include:

• Explanation of the history, vision, and mission of the franchise formula
• Daily operations
• Product range
• Purchasing
• Personnel management
• Promotion
• Corporate identity
• Construction manual
• Visual Merchandise
• Administration & Insurance
• Franchise agreements (discussion structure, contacts, etc.)

Legal

As indicated above, a franchise manual further elaborates on the franchise agreements outlined in the franchise contract. This prevents unnecessary length in the franchise agreement and retains flexibility to continue developing the franchise formula. References are made in the franchise agreement to the franchise manual where the relevant subject is further explained. This gives the franchise manual legal value, making it an essential component of your franchise formula.

The franchise manual as a recruitment tool

The presence of a franchise manual adds significant value during the recruitment of franchisees. If your manual looks professional and the processes and procedures are clearly described, franchisees gain a professional impression of your franchise formula. It is therefore a persuasive recruitment tool in itself, making aspiring franchisees choose your franchise formula over an alternative.

Online manual

In the past, the franchise manual was often a physical loose-leaf binder handed to franchisees. The franchisee would read it and keep it for reference at their location. Nowadays, some franchisors no longer choose this option, instead providing the franchise manual in PDF form via the cloud. Although this makes it easier for the franchisor to update the franchise manual, it often makes it harder for franchisees to find relevant information. As a result, the franchise manual is often not actively used. Ideally, the franchisee should have easy access to the franchise manual at all times and be able to quickly find the necessary information. Simply on their laptop or smartphone. A good online manual management system makes this possible and offers several other advantages:

• Simple search functionality
• Automatic version management
• Notifications and email notifications for changes
• Insight into who actively uses the manual
• Always accessible through PC, tablet, and smartphone
• Flexible user management with the ability to assign rights so not everything is visible to everyone
• Significantly reduced risk of the manual falling into the wrong hands

We have experience in implementing various cloud-based manual systems available for an affordable subscription fee. You receive continuous maintenance, support, and improvements without installation costs or other unexpected expenses. We can discuss at no cost or obligation which system best fits your organization and provide a demo thereafter.

We are happy to help

As you have read, the franchise manual is an indispensable set of documents in your franchise organization. It is truly a custom job and can take a significant amount of time during the development phase. Questions may arise, such as "What should the manual include?" "What may aspiring franchisees read or not read at this stage of the process?" and "How do I ensure the manual retains its legal value?" Koelewijn & Partners is happy to assist you. We combine your knowledge of all the ins and outs of your concept regarding practical daily operational matters with our knowledge of the optimal elaboration of franchise-related agreements. This way, you benefit from our experience in creating franchise manuals, making the process simple and efficient.