howtoguides

//giving operational instructions and practical suggestions//
 * How-to-guides**

How-to-guides give practical and operational guidance within a specific area of work of OHCHR. They give you practical suggestions on how to implement a task or project in the best possible way to achieve the objectives effectively.
 * What it is**


 * When to use it**

- to provide/obtain practical advise - to follow operational instructions - to obtain step by step guides - to codify tacit knowledge about a specific activity or task


 * How it is applied**


 * Step 1: Identify the issue**

Identify the issue or area on which you want to develop the How-to-guide. This is normally a recurrent activity that is repeated over time, it is important for the organization and would benefit from a consistent way of going about it. In OHCHR, this could be: - organization of a mission of a special procedures mandate-holder (e.g. how to go about it in a step by step mode, with templates of invitation requests, lists of standard actors that the mandate-holder would normally requests meetings with, administrative arrangements, interpretation,etc.) - organization of a session of a treaty body - opening and closing a field presence - organization of a training activity (e.g. training needs assessment, information note, venue requirements, training team, session plans, etc.) - the planning process - use of a database - organization of travel (e.g. travel forecasts, e-travel, visa, security, etc.) - selection processes and procedures
 * Step 2: Research**

Information resources for data and expertise collection can include, among others : existing manuals and guidelines produced by OHCHR and other organisations, lessons learned if they have already been captured, mission reports, reports, templates of letters, standard messages and e-mails, etc.


 * Step 3: Drafting**

- The development of a guide requires a lead author and a process manager, who should be given additional time to develop this. Depending on resources and on the scope of the guide, these two roles may be fulfilled by one person. - When starting a How-to Guide, the lead author outlines the drafting and review process, determines necessary steps, assesses the required time-frame (including deadlines), and calculates possible financial resources (including translations if desired). -Although there is no prescribed format for how-to guides, they should be as concise as possible and follow a step by step logic. When relevant, references should be made to existing OHCHR manuals, guidelines and Standard Operating Procedures (SOPs). Templates and checklists should be annexed when appropriate.
 * Step 4: Reviewing**

A small (up to six people), well targeted group can set up a peer assist to elaborate on the planning, design and development of the how-to-guide. The commitment of these colleagues should also include a willingness to comment on the outline and structure of the How-to Guide, as well as on its detailed content at a later stage.


 * Step 5: Dissemination**

The How-to Guide can be posted on the Intranet, dissmenitaed through newsletters, presented in coffee briefings or in Section, Branch or Field Presence meetings, etc.


 * Step 6: Follow-up**

A content review and update one year after completion is recommended. This should include a review of the use and utility of the How-to Guide by selected field presences. Feedback should be used to update and revise the How-to Guide if necessary.


 * Template**


 * What to consider**

- Foresee adequate resources to develop these guidelines. They do not materialize on their own just because staff are anyway doing the work. Adequate time and resources should be factored to develop these knowledge products. - Pay particular attention to the writing style, keeping it as simple and practical as possible. Technical language may be used if it is likely to be understood by the target audience. - In most cases, colleagues working or having worked on the area or issue on which the How-to-Guide will be about have the best knowledge. Ideally, they should be the drafters of the How-to-Guides. If this is not feasible, it is fundamental to involve them in all stages of guidance development, review and follow up. - Different methods from the Share, Learn, Innovate! toolkit can be used in phase 3 and 6 (review and follow up): peer assist, knowledge cafe, after action review, online surveys, etc. - SOPs and published guidance have differences and similarities with How-to-Guides. The table below summarises the main ones:
 * **How-to-Guides** ||  **SOPs**  ||  **Published guidance**  ||
 * Recommended guidance || Prescriptive guidance || Can be both ||
 * Internal to the organization || Internal to the organization || Public ||
 * Generally focused on internal processes and functions || Generally focused on internal processes and functions || Generally focused on substance ||
 * Can be turned into an SOP to give it prescriptive status when this is considered more effective ||  ||   ||

- OHCHR Field administrative manual (available on the intranet at : []) - Checklists on OHCHR engagement in humanitarian action (available on the Intranet at: []) - guidance notes for the preparation of workplans, mid-term reports and annual reports - Manual for staff assisting the Committee on the Elimination of Discrimination against Women (CEDAW)
 * OHCHR examples**


 * Where to learn more**

//The steps described above were adapted from UNDP's guidelines on how to write how-to-guides, included in the UNDP Knowledge Management Toolkit for the Crisis Prevention and Recovery Practice Area.// You can access the full guide here: []