Engagement Technique: The User Manual
One of the biggest frustrations at work is simple: people don’t always know how to work with each other. Some people prefer quick Slack messages. Others like a structured meeting. Some want direct feedback. Others need a bit of context first.
A User Manual helps remove the guesswork.
If you’ve read the Johari Window engagement technique, you’ll recognise a similar principle: helping people understand what others may not automatically see about you.
We have also included some videos around a particular personality profile, and a critique of personality tests – as they should be a ‘guide’ rather than a guarantee!
How it works
It’s exactly what it sounds like. A short guide that explains “how to work with me.” It helps colleagues understand communication preferences, strengths, pressures, and the best ways to collaborate.
Ask employees (or managers) to create a short personal user manual. This should be informal and honest rather than polished, and a simple format could include:
About me
- What motivates me at work
- What I enjoy working on
- What drains my energy
How to work with me
- My preferred communication style
- How I like to receive feedback
- How I make decisions
What I’m working on improving
- Something I know I need to get better at
- Situations where I may need support
Things that might surprise you
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Something colleagues may not realise about how you work
Managers can also include things like:
- What I expect from my team
- How I support development
- How I like to be challenged
These manuals can be shared within a team, discussed in a 1-2-1, or stored somewhere accessible for colleagues.
The goal is simple: make working together easier.
Why it works
User Manuals improve engagement because they:
- Reduce friction in communication
- Build trust through openness
- Help new team members integrate faster
- Encourage self-awareness and reflection
They also give employees permission to be honest about how they work best. Instead of guessing what someone expects, people have a clearer guide.
What to watch out for
Keep it short and human. This isn’t a CV or personality test. A few other things to consider:
- Avoid using it as a tool to label people (“that’s just how I am”).
- Encourage honesty but keep the tone constructive.
- Update it occasionally as roles and responsibilities evolve.
And importantly, it should never replace real conversation. The manual is a starting point, not the final word. I prefer this approach as a 1-2-1 exercise, manager and employee, but it can be adapted depending on needs.
The Takeaway
A User Manual is a simple but powerful engagement technique. Communication improves, frustration drops, and collaboration becomes much easier. Sometimes engagement can be as straightforward as helping people understand each other better.
This post is part of our Engagement Techniques series of practical, low-cost ideas to bring more connection and meaning into work. Find the rest here
👉 Want to explore techniques like this in more depth? I run interactive employee engagement workshops where we bring these ideas to life.