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Standard operating procedures are the step-by-step guide on how to execute a routine activity. This guides the employee to follow the correct process to ensure consistency, accuracy and safety. Using these outlines to solve problems and overcome obstacles is the first step to your business success.
Having standard operating procedures (SOPs) in place is ideal for any business in manufacturing or development, but administrative tasks such as human resources onboarding new personnel, dealing with a PR crisis, or even how to answer the phone when working at the switchboard can have a standard operating procedure as it forms part of the Process Management Lifecycle. These documents exist to bridge the gap between documented strategies and their practical application.
SOPs are usually written by the operations manager, or the team manager who understands the process thoroughly. Subject matter experts, a different kind of SME, can also be responsible for developing the SOP, as well as certain multidisciplinary teams and consultants.
Benefits of Standard Operating Procedures
There are many reasons to implement standard operating procedures. Here are a few of the benefits.
Compliance: SOPs help ensure that compliance is guaranteed.
Consistent training: Outlining the best way to conduct staff training not only simplifies the process but also saves time. Furthermore, it ensures all staff receive the same training.
Fewer errors: These guides improve the standardisation that allows everyone to execute a task correctly, ultimately reducing errors.
Consistency: Businesses can ensure consistency across all departments by establishing a set of processes, creating a common workflow and following it.
Communication: Communication across the business is also streamlined when everyone knows and understands the SOPs.
Time management: With a laid-out process, it can easily be determined how long it takes for someone to complete certain tasks. This also helps staff to follow schedules and strict deadlines.
Steps to Creating a Standard Operating Procedure
The person who writes the SOP is responsible for ensuring that they understand the processes and why the procedures should be followed. A thorough risk assessment should also be conducted. Here are the six steps:
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Step 1: Define what the goal of the task is and why it requires a standard operating procedure.
Step 2: Decide on the format to use for your SOP, and consider implementing this as a template across your business – if this is your first ever documented procedure. Some formats to choose from include a flowchart or workflow diagrams, a bulleted or numbered list, or hierarchical steps. You will also need to consider where everyone will access the document, either on a hard copy or in the cloud.
Step 3: Identify task dependencies. This will help you lay out the correct steps that first occur and in what hierarchical order.
Step 4: Identify the audience. The audience can either be staff members, managers or others will determine the language you use in the SOP.
Step 5: Write the document. This is when you will put pen to paper.
Step 6: Test and gather feedback. It’s not enough to just write the SOP. You need to ensure that it is clear, that the steps you listed are accurate. Take the feedback and improve your standard operating procedures.
Step 7: Implement the process. In this step, it will become official for everyone to follow the exact process in the specific task documented in the SOP.
Elements of an SOP File
The SOP file that you will update is usually a collection of multiple documents that are the various standard operating procedures for different tasks. This file consists of:
- Title page
- Table of contents.
- Step-by-step list of procedures.
Best Practices
There are a few best practices that you need to follow when you are writing your first SOP. These are as follows:
- Establish a common style and format for all standard operation procedures for your business.
- Use plain, clear and simple language as far as possible to make it easy to understand.
- Create a collection of headings, fonts, layouts and graphics to be used across all SOPs.
- Make the SOPs easily accessible and simple to find, such as with a table of contents and online.
- Develop an ongoing review and maintenance plan to ensure all SOPs are updated and relevant.
- Distribute the SOP to all employees who will use them and train other employees.
Implementing SOPs in your business will ensure consistency and safety. If you are developing standard operating procedures for the first time, then you can use the above-outlined steps to create your own.
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