OPERATIONS MANUAL TEMPLATE

Instructions

This operations manual template helps you develop standard operating procedures (SOPs) for your agricultural operation. Customize each section based on your specific crops, scale, equipment, and local conditions. Establish routines that ensure consistent quality, efficient resource use, and systematic record-keeping.

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4.1 Daily Operations Schedule Template

Daily Task Framework

Create a schedule appropriate for your crops and season. Adjust timing based on climate and daylight hours.

Morning Routine ([Time] - [Time])

System Checks:

• Inspect irrigation system for leaks or malfunctions
• Check water pressure and flow rates
• Review automated system alerts/logs
• Verify pest monitoring traps
• Document weather conditions
• [Add crop-specific checks]

Crop Health Monitoring:

• Visual inspection of [Crop 1]
• Visual inspection of [Crop 2]
• Check for pest/disease symptoms
• Monitor growth stage and development
• Assess water stress indicators
• Document any issues or changes
• [Add specific monitoring tasks]

Priority Tasks:

• [Urgent maintenance or treatments]
• [Harvest if needed]
• [Scheduled applications]
• [Other time-sensitive activities]

Midday Routine ([Time] - [Time])

Production Activities:

• [Harvest activities if applicable]
• [Pruning/training tasks]
• [Planting/transplanting]
• [Fertilizer/amendment applications]
• [Pest/disease treatments]
• [Equipment maintenance]
• [Add specific tasks]

Quality Control:

• Sort and grade harvested product
• Check product quality standards
• Proper storage of produce
• Clean and sanitize equipment
• Update harvest records

Afternoon/Evening Routine ([Time] - [Time])

Environmental Management:

• Adjust irrigation schedule if needed
• Monitor temperature extremes
• Check weather forecast for next 24-48 hours
• Adjust shade/ventilation systems
• Prepare frost/heat protection if needed
• [Add climate-specific tasks]

Administrative Tasks:

• Update daily log and records
• Review and plan next day's tasks
• Document any issues or observations
• Update inventory of supplies
• Communicate with team/supervisor
• [Add reporting requirements]

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4.2 Weekly and Monthly Maintenance Schedule

Weekly Task Schedule Template

Customize this schedule for your operation:

Weekly Maintenance Checklist

Infrastructure:

• Inspect all support structures for damage
• Check fence integrity and gates
• Examine buildings for maintenance needs
• Review drainage systems
• Test backup systems

Irrigation:

• Clean filters thoroughly
• Check for clogged emitters
• Verify pump operation and pressure
• Inspect pipes and fittings for leaks
• Test automated controls and sensors

Equipment:

• Check all tools for damage or wear
• Sharpen cutting tools
• Lubricate moving parts
• Inspect safety equipment
• Clean and organize storage areas

Crops:

• Comprehensive pest and disease survey
• Growth stage assessment for each crop
• Weed pressure evaluation
• Nutrient deficiency checks
• Yield projections update

Monthly Task Schedule

Maintenance Activities:

• Deep cleaning of all equipment
• Major system inspections (irrigation, electrical)
• Structural integrity assessment
• Comprehensive pest/disease survey
• Soil testing (as appropriate for crop cycle)
• Update maintenance logs

Administrative:

• Financial review and reconciliation
• Inventory of supplies and inputs
• Review and update production records
• Marketing and sales planning
• Staff review and training needs
• Safety and compliance audit

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4.3 Crop-Specific Production Protocols

Growing Protocol Template

Complete for each major crop:

Crop Name: [Your Crop]

Stage 1: Establishment (Weeks/Months [X-Y])

Planting/Transplanting:

• Spacing: [Distance]
• Depth: [Depth]
• Timing: [Season/conditions]
• Method: [Direct seed/transplant/cutting]

Initial Care:

• Watering frequency: [Schedule]
• Fertilization: [Type, rate, frequency]
• Protection: [Mulch, shade, row covers]
• Monitoring: [Key indicators]

Expected Outcomes:

• Survival rate target: [%]
• Growth milestones: [Measurements]
• Time to next stage: [Duration]

Stage 2: Vegetative Growth (Weeks/Months [X-Y])

Training and Maintenance:

• Pruning schedule: [Frequency, method]
• Training method: [Technique]
• Support needs: [When and how]
• Spacing adjustments: [If needed]

Nutrition Management:

• Fertilizer type: [NPK ratio or specific product]
• Application rate: [Amount per plant]
• Frequency: [Schedule]
• Foliar feeding: [If applicable]

Irrigation:

• Water volume: [L per plant or per m²]
• Frequency: [Times per day/week]
• Adjustments: [Weather-based modifications]

Expected Outcomes:

• Growth targets: [Height, spread, leaf count]
• Time to flowering/production: [Duration]

Stage 3: Reproductive/Production (Weeks/Months [X-Y])

Crop Management:

• Pruning adjustments: [Modified approach]
• Thinning: [If needed, when, how much]
• Support maintenance: [Ongoing needs]
• Stress management: [Heat, water, load]

Nutrition:

• Adjusted fertilizer: [New NPK ratio]
• Application rate: [Amount]
• Frequency: [Schedule]
• Special amendments: [Calcium, micronutrients, etc.]

Pest/Disease Focus:

• Critical monitoring points: [What to watch]
• Preventive measures: [Routine applications]
• Threshold levels: [Action triggers]

Expected Outcomes:

• First harvest date: [Approximate timing]
• Yield target: [Amount per plant/area]
• Quality expectations: [Grade standards]

Stage 4: Harvest and Post-Harvest

Harvest Indicators:

• Maturity signs: [Visual, physical, measured]
• Optimal timing: [Time of day, weather]
• Quality criteria: [Size, color, firmness, brix, etc.]

Harvest Method:

• Technique: [Cut, pull, twist, etc.]
• Tools needed: [List]
• Container type: [Boxes, bins, bags]
• Handling care: [Bruising prevention]

Post-Harvest Handling:

• Initial sorting: [Quality grades]
• Cleaning: [Method if applicable]
• Cooling: [Temperature, method]
• Storage conditions: [Temperature, humidity, duration]
• Packaging: [Type, labeling]

Expected Yields:

• Per plant: [Amount]
• Per unit area: [Amount per hectare/acre]
• Harvest frequency: [Days between pickings]
• Season duration: [Length of harvest period]

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4.4 Irrigation Management Protocols

Irrigation Schedule Framework

Create schedules for each crop and season:

Crop: [Your Crop Name]

Water Management Guidelines

Monitoring Indicators:

• Soil moisture: [Target range, measurement method]
• Visual plant indicators: [Leaf color, turgor, wilting point]
• Weather factors: [Temperature, humidity, wind, rainfall]
• Growth stage needs: [Variations by stage]

Decision Rules:

• Increase watering when: [Conditions]
• Decrease watering when: [Conditions]
• Adjust timing if: [Situations]
• Emergency response: [Extreme heat, drought, excess rain]

Water Quality Considerations:

• pH: [Target range]
• EC (electrical conductivity): [Target range]
• Testing frequency: [Schedule]
• Treatment needed: [Filtration, pH adjustment, etc.]

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4.5 Pest and Disease Management

Integrated Pest Management (IPM) Protocol

Prevention First Approach:

1. Cultural Practices

   • Crop rotation: [Schedule and plan]
   • Sanitation: [Remove dead material, clean tools]
   • Resistant varieties: [Select appropriate cultivars]
   • Proper spacing: [Ensure air circulation]
   • Balanced nutrition: [Avoid excess nitrogen]

2. Monitoring Schedule

   • Daily visual inspection: [Quick walk-through]
   • Weekly detailed scouting: [Systematic survey]
   • Trap monitoring: [Pheromone, sticky traps]
   • Record keeping: [Document findings]

3. Threshold Levels

   • Document action thresholds for each pest
   • Economic thresholds for treatment decisions
   • Beneficial insect presence
   • Disease incidence levels

Pest and Disease Treatment Matrix

Template for each crop:

Crop: [Your Crop Name]

Treatment Application Records:

• Product used: [Name, active ingredient]
• Rate: [Amount per area or plant]
• Method: [Spray, drench, granular]
• Area treated: [Specific zones]
• Applicator: [Name]
• Weather conditions: [Temperature, wind, rain forecast]
• Pre-harvest interval: [Days until harvest allowed]
• Re-entry interval: [Hours until safe entry]

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4.6 Harvest and Post-Harvest Operations

Harvest Planning

Pre-Harvest Checklist:

• Harvest containers cleaned and ready
• Grading/sorting area prepared
• Packaging materials available
• Storage area ready (proper temperature)
• Transportation arranged
• Labor scheduled
• Tools cleaned and sharpened
• Buyers confirmed
• Compliance with pre-harvest intervals for any treatments

Harvest Standard Operating Procedures

For each crop, document:

Crop: [Your Crop Name]

Harvest Criteria

• Maturity Indicators: [Color, size, firmness, brix, days from flowering]
• Optimal Time: [Morning/afternoon, weather conditions]
• Equipment Needed: [Knives, clippers, bins, gloves]

Harvest Technique

1. [Step-by-step harvest procedure]
2. [Handling specifications]
3. [Quality selection criteria]
4. [Field culling procedures]

Quality Grades

Post-Harvest Handling Protocol

Immediate Steps After Harvest:

1. Move to shade/cool area within [X] minutes
2. Initial sorting and grading
3. Gentle cleaning if needed (method: [describe])
4. Cooling to optimal temperature: [Temperature]
5. Storage in proper conditions

Packaging Standards:

• Container type: [Material, size]
• Quantity per container: [Weight or count]
• Labeling requirements: [Farm name, date, grade, etc.]
• Stacking method: [To prevent damage]

Storage Conditions:

• Temperature: [Range]
• Humidity: [Range]
• Ventilation: [Requirements]
• Maximum storage duration: [Time]
• Monitoring frequency: [Daily checks]

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4.7 Quality Control and Record Keeping

Quality Control Checkpoints

Daily Quality Metrics:

Production Record Keeping

Essential Records to Maintain:

1. Planting Records

   • Date planted
   • Variety/cultivar
   • Source of plants/seeds
   • Location (field/zone)
   • Quantity
   • Expected first harvest date

2. Input Application Records

   • Date and time
   • Product name and type
   • Rate applied
   • Application method
   • Area/crops treated
   • Weather conditions
   • Applicator name
   • Reason for application

3. Harvest Records

   • Date
   • Crop/variety
   • Area harvested
   • Quantity by grade
   • Weather conditions
   • Labor hours
   • Issues or notes

4. Sales Records

   • Date
   • Product and quantity
   • Buyer information
   • Price received
   • Delivery details
   • Payment terms

5. Maintenance Records

   • Equipment servicing
   • Repairs completed
   • Parts replaced
   • System upgrades
   • Cost of maintenance

6. Financial Records

   • Income
   • Expenses by category
   • Invoices and receipts
   • Bank statements
   • Tax documents

Data Analysis and Improvement

Monthly Review:

• Compare actual vs. projected yields
• Analyze input costs per unit produced
• Review labor efficiency
• Assess quality rates
• Identify problem areas
• Plan improvements

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4.8 Emergency Procedures and Contingencies

Weather-Related Emergencies

Frost Protection Protocol

Warning Indicators:

• Temperature forecast below [X]°C
• Clear skies and low humidity
• Calm wind conditions

Response Actions:

1. [Activate overhead irrigation if available]
2. [Deploy frost cloth/covers]
3. [Increase soil moisture before event]
4. [Use heaters/smudge pots if applicable]
5. [Monitor temperature throughout night]
6. [Document damage after event]

Heat Wave Protocol

Warning Indicators:

• Forecast temperatures above [X]°C
• High UV index
• Low humidity

Response Actions:

1. [Increase irrigation frequency]
2. [Deploy shade structures]
3. [Apply protective foliar sprays]
4. [Mist foliage if appropriate]
5. [Delay harvest if possible]
6. [Monitor twice daily]

Storm/High Wind Preparedness

Actions 24-48 Hours Before:

• Secure loose equipment and materials
• Harvest ripe produce if possible
• Check and secure support structures
• Clear drainage channels
• Document pre-storm condition
• Prepare emergency repair supplies

Post-Storm Assessment:

• Safety check before entering affected areas
• Document all damage (photos)
• Priority repairs for urgent issues
• Contact insurance if applicable
• Assess crop losses
• Update production projections

System Failure Responses

Irrigation System Failure

Immediate Actions:

1. Switch to manual watering system
2. Prioritize high-value or stressed crops
3. Check electrical supply and controls
4. Inspect for obvious leaks or breaks
5. Contact repair service if beyond capabilities
6. Document incident and response

Backup Water Sources:

• [List alternative water sources]
• [Manual watering capacity]
• [Equipment needed for manual watering]

Power Outage

Actions:

• Switch to backup power if available
• Manually operate critical systems
• Assess duration estimate
• Prioritize critical operations
• Adjust work schedule if needed
• Monitor perishable products

Pest or Disease Outbreak

Crisis Response:

1. Isolate affected area immediately
2. Conduct thorough identification (get expert help if needed)
3. Assess extent of problem
4. Research treatment options
5. Implement immediate control measures
6. Increase monitoring frequency
7. Document outbreak and response
8. Review prevention practices

Equipment Breakdown

Response Protocol:

1. Safety first - secure area
2. Assess problem and urgency
3. Attempt field repair if possible
4. Contact repair service if needed
5. Use backup equipment or rent replacement
6. Adjust operations schedule
7. Document for maintenance records

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4.9 Workflow Visualization

Standard Operations Flow

graph TD
  A[Daily Operations Start] --> B{System Check}
  B -->|Issues Found| C[Emergency Protocol]
  B -->|All Clear| D[Routine Tasks]

  D --> E[Crop Monitoring]
  D --> F[Irrigation Management]
  D --> G[Maintenance Activities]

  E --> H{Action Needed?}
  F --> H
  G --> H

  H -->|Yes| I[Execute Task]
  H -->|No| J[Continue Monitoring]

  I --> K[Document Action]
  J --> K

  K --> L[End of Day Review]
  L --> M[Update Records]
  M --> N[Plan Next Day]

  C --> O[Assess Situation]
  O --> P[Implement Solution]
  P --> Q[Document Response]
  Q --> R[Follow-up Monitoring]
  R --> L

Harvest Operations Flow

graph LR
  A[Pre-Harvest Check] --> B[Harvest Execution]
  B --> C[Field Collection]
  C --> D[Transport to Processing]
  D --> E[Initial Cleaning/Sorting]
  E --> F[Quality Grading]
  F --> G[Packaging]
  G --> H[Storage/Cooling]
  H --> I[Market Distribution]
  I --> J[Record Sales]
  J --> K[End Cycle]

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Operations Manual Development Checklist

Use this checklist to complete your operations manual:

• Documented all daily routines for each season
• Created weekly and monthly task schedules
• Developed crop-specific growing protocols
• Established irrigation management guidelines
• Created pest and disease management plans
• Documented harvest and post-harvest procedures
• Set up quality control systems
• Designed record-keeping templates
• Created emergency response protocols
• Trained all staff on standard procedures
• Made procedures easily accessible (posted, binders, digital)
• Set schedule for regular review and updates
• Integrated feedback mechanism for improvements

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4.8 Fertility Management and Soil Monitoring

Soil Sampling Schedule

Annual Soil Testing (Every Crop Year):

Sampling Method:

• Use zone or grid sampling pattern
• Maintain consistent sampling locations year-to-year
• Send to certified lab within 24 hours
• Record GPS coordinates of sample points
• File results systematically by field and date

In-Season Tissue Testing Schedule

Crop-Specific Monitoring:

Potato

• Sample Type: Petiole NO₃
• Frequency: Weekly from tuber initiation through bulking
• Target Range: 13,000-15,000 ppm NO₃-N
• Action: Adjust fertigation to maintain range
• Record: Date, growth stage, reading, action taken

Beetroot

• Sample Type: Leaf tissue + visual inspection
• Monitor For: Boron deficiency symptoms
• Symptoms: Heart rot, black spot, internal browning
• Action: Foliar B application only if deficiency confirmed
• Rate: Follow label, typically 0.5-1 lb B/ac foliar

Sunflower

• Sample Type: Visual scouting + tissue if symptoms appear
• Monitor For: B and Zn deficiency symptoms
• Action: Apply only with documented deficiency
• Note: Test first - don't assume response

Nutrient Application Records

Required Documentation:

Application Checklist:

• Soil test results reviewed and plan created
• Products ordered and received
• Calibrate equipment before application
• Check weather forecast (no rain for foliar, etc.)
• Verify correct product and rate
• Document application immediately after completion
• Monitor crop response 7-14 days post-application
• File records for future reference and compliance

Sufficiency-Based P/K Strategy

Decision Framework:

1. Review Soil Test Results:

   • Compare P and K levels to critical thresholds
   • Identify fields in maintenance vs. build-up ranges

2. Calculate Removal Rates:

   • Use crop-specific removal rates from Fertility Management Guide
   • Multiply by expected yield to get removal amounts

3. Determine Application Rates:

   • Low Tests (Build-up): Apply removal rate + build-up (follow soil test recommendations)
   • Maintenance Range: Apply removal rate only
   • High Tests: Reduce or skip P/K, monitor yield response

4. Placement Strategy:

   • Band P/K 2x2 from seed for salt-sensitive crops
   • Broadcast for uniform-feeding crops
   • Keep salt away from seed (sunflower, etc.)

Nitrogen Management by Crop Transition

Credit Previous Crop N:

Profile Nitrate Sampling:

• Sample to 24" depth before planting
• Credit all nitrate-N in calculation
• Adjust applied N rate accordingly
• Sample deeper (4-6 ft) for deep-rooted crops if practical

Potassium Source Selection

Crop-Specific Recommendations:

If Using KCl for Economics:

• Apply well ahead of critical growth periods
• Keep away from sensitive root zones
• Split applications to reduce salt concentration

Micronutrient Management

Boron Applications:

Sulfur Applications:

pH Management

Target Ranges by Crop:

pH Adjustment:

• Test pH annually in every field
• Apply lime 3-6 months before planting if pH < target
• Apply sulfur if pH > 7.5 (rare for most areas)
• Retest after adjustment to confirm correction

Cover Crop Integration

Cover Crop Selection by Rotation Window:

Cover Crop Management Checklist:

• Select appropriate species for rotation window
• Plant at recommended rates and timing
• Monitor establishment and growth
• Terminate at proper timing (critical for N management)
• Allow decomposition time before planting cash crop
• Document biomass and condition at termination

Disease Management Through Fertility

White Mold Prevention (Sunflower/Soybean):

• Enforce 3-year break between sunflower and soybean
• Insert cereal buffer crop if needed
• Use resistant varieties when available
• Manage canopy density (row spacing, population)
• Document white mold occurrence by field

Monthly Fertility Management Checklist

Pre-Season (2-3 months before planting):

• Collect and submit soil samples
• Review previous year's tissue test results
• Calculate nutrient removal from last crop
• Develop fertility plan based on soil tests
• Order fertilizers and amendments
• Calibrate application equipment

Planting Season:

• Apply preplant amendments as planned
• Band starter fertilizers (if applicable)
• Document all applications
• Monitor crop emergence and early growth

Growing Season:

• Conduct weekly tissue testing (potato petioles)
• Scout for nutrient deficiency symptoms
• Adjust sidedress/fertigation as needed
• Document in-season applications
• Monitor crop development stages

Post-Harvest:

• Calculate actual crop removal (yield × removal rates)
• Update nutrient budget for field
• Plant cover crops where planned
• Review season's fertility program effectiveness
• Plan improvements for next season

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Remember:

• Operations manuals are living documents - update regularly
• Get input from everyone who performs the tasks
• Make procedures as simple and clear as possible
• Use photos or diagrams to illustrate techniques
• Review and revise annually or when practices change
• Train all staff thoroughly on all relevant procedures

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