A Standard Operating Procedure (SOP) is a set of step-by-step instructions compiled by an organization to help executives carry out complex routine operations. SOPs aim to achieve efficiency, quality output and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations.
The SOP development process is a great way for managers and their teams to collaborate in the documenting of processes for everyone’s benefit. Developing and following a framework for SOP development creates a positive sense of teamwork and will lead to improving the efficiency of your workforce.
SOPs are not created overnight; they require attention to detail and an investigation into your key business processes. While the concept of creating SOPs may seem simple, not following a defined process and creating a badly written SOP can have a significant impact on your organization.
Before the implementation of SOP, it is very essential to determine the purpose of your SOPs. Put simply, think about what you’re trying to accomplish. Normally, SOPs are created so as to achieve the following:
a. Achieving consistent results
b. Reduction in time-wastage
c. Improving the quality
d. Providing training to new employees
The best way to complete this task is discuss internally within teams in order to create a list of potential SOPs.As we write SOPs, it may not be possible to combine some processes while others may need to be split up into different SOPs. The main function of this list is to give you a necessary starting point.
For proper implementation of SOP, determining the appropriate team is equally important as knowing what procedures need SOP. The right team for this activity must have:
a. Knowledge about the nature of organization, its activities & departments along with the roles & responsibilities of each division.
b. Knowledge about the process in detail and try to assess potential problems in the process.
• Determine the format for your Standard Operating Procedures.
• Develop a robust SOP Template.
• Establish a formal review process.
• Determine how SOPs will be accessed.
• Identify the subject matter experts you’ll need to get information from.
• Check for documentation that may already be available. .
• Begin interviewing.
• Begin WRITING the first draft of the SOP.
• REVIEW the drafted SOP for completeness and accuracy.
• Review and discuss internally with process experts.
• Obtain input from management.
• Submit to the Quality Assurance Group.
• PUBLISH the SOP throughout organization.
When you have your procedures written out, it’s time to review them. Have personnel at all levels review them to make sure the procedures align with your objectives. It’s also strongly recommended that you put them through a testing phase in which your technicians will use them and offer feedback. Once the review process is over, make the relevant changes and publish your SOPs.
Also, top management needs to review whether employees within its organization are adhering to the SOPs regularly and should also appoint an independent auditor to report periodically.
SOPs once finalized post testing, needs to be communicated with the relevant persons of the organization along with appropriate training to the staff. Without that training, your organization will likely just ignore them, defaulting instead to prior ways of doing things. Your training is not only to make sure your staff knows how to follow your procedures, but also to help get more buy-in. Instruction should focus on why your SOPs are important, what you hope to accomplish, and how they make your organizations’ lives easier.
After training your staff and implementing your SOPs, make the effort to monitor the results. Keep track of how they’re used in the field, make note of any updates to training you might need, and most importantly, check to see if the procedures need to be adjusted to better achieve your goals.
This process of monitoring your success and updating your procedures is central to the principle of continuous improvement, and it’s likely something you’ll need to keep doing year after year.
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