Even if your team can perform all necessary tasks with ease, consistently, and without any external aid or documentation, you still need to create an SOP document. This is because your current employees are bound to move on to other companies, retire, get promoted, or go on a vacation, taking their knowledge, skill, and expertise with them. Standard operating procedures act as a true north for the employees, guiding them in their journey to do amazing work.
It acts as a map that employees- new or old- can follow and expect a positive outcome, every single time. If you have clearly defined standard operating procedure documents in place, it becomes way easier to onboard and train new employees and saves a ton of time and effort. Standard operating procedures require a ton of effort and planning before you can even begin to document your procedures. Here are the key steps you need to follow to create a robust standard operating procedure document:.
The first thing you need to do in order to create an SOP is to find out which tasks, processes, or workflows, you need an SOP for. Conduct a survey or ask your employees to fill out a form defining what tasks they do on a regular basis. This will form the basis of your list for the standard operating procedure SOP document. Once you have gathered a list, you can review it with other managers and look for any repetitions. Having a clear answer to why you are creating the SOP document should be your number one priority.
For a more granular approach, identify the pain points or challenges your employees face in their day to day and create your SOP around it.
Chances are that your organization already has some SOP documents written for past procedures. You can refer to those documents as templates and guide your current SOP. Knowing your audience is key in creating an awesome SOP document.
Ask yourself the following questions in order to get an idea about your audience:. The more information you have on your audience, the better you can understand their points of view and create an SOP that will be relevant to them. Standard operating procedures SOP are written with the end-user, i.
Having employees collaborate with you in this process is a no-brainer. You cannot really understand their pain points and challenges unless you talk to your employees and ask for their honest feedback and suggestions. We recommend using collaboration software like Bit to bring your entire team inside a common document and collaborate effectively.
Once you have spoken to your employees and have enough data points to start, immediately move to your document editor and start adding your notes. Once done creating the document, you can go through the document with your employees and management and ask for their feedback and input. This is also a great time to specify who would be responsible for updating and maintaining the standard operating procedures and when will you be conducting a periodic review to gauge engagement.
Making your standard operating procedures interactive will boost your engagement levels as employees are surely going to find them more useful and even entertaining!
You can quickly create a workspace in Bit, invite your employees, and share SOPs and more in a robust and safe environment. This is the most important and lengthiest part. The statements specify the main audience for the policy conditions, restrictions for applying the policy, expectations, and exclusions. This concerns which roles or departments the policy pertains to and identifies anyone who is exempt from the policy.
Shows what role, department, or group must maintain the policy. Alternatively, for some policies governed by regulations, these sections list roles responsible for implementing the policy. Presents related policies, regulatory documents, procedures, forms, and guidelines for reference.
Reference any other policies or documents that support the interpretation of this policy. A table that points users to training programs, paperwork, other company documentation, telephone numbers, and sources to help carry out procedures. So, make sure that you create a list of priority tasks, policies, and procedures.
Begin with the most important ones! Keep in mind that some policies will also rely on federal law such as anti-racism policy, etc. It should be easier for you to find pre-written policies based on current federal and state laws. Therefore, start with those. Not every task or policy in a company will need detailed instructions for carrying out.
So, while scheduling which procedures to outline in detail, consider the following questions:. Begin with the bigger issues, narrowing them down into the smaller ones.
For instance, instead of starting with the dress code policy, start the manual with the category of hiring processes or eligibility. Start by writing a clear, and cohesive paragraph that quickly overviews the manual about what your staff expects from the organization, and what the organization expects from them. Use the blueprint style to create subcategories inside the manual and use a table of contents to allow for quick reference checks.
Always keep in mind that you can change the policies and procedures if something goes wrong or add new ones whenever you want. You can make amendments to the manual if you add or remove a service or position.
Your policies and procedures manual is a significant document and should be constantly revised for relevancy. Bit is a new-age documentation and knowledge management tool that provides a common workplace for managers and business owners to collaborate, document, track and share their knowledge, list policies, organize information, set procedures, and implement them together.
Once you are done documenting, you can simply export them as PDFs, Markdowns, Word files, and much more. How can a big data scientist help a business? Even though external influencing factors are improving for manufacturing, successful companies are constantly looking for ways to refine the production process. Manufacturers can increase efficiency even more this year. What does continuous improvement mean in manufacturing? Careful organization of your policies and procedures manual will be vital to its readability and usefulness.
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