When to Use Standard Operating Procedures in your Company — TrainRocket.com — Blog

A business is a series of processes. A good Employee Handbook gives employees the step-by-step instructions for how to get things done, just like an SOP does.

To create an SOP template, write down the procedure that you want to be standardized, then think about what each of the steps in the process are.

What is an SOP?

A standard operating procedure (SOP) is a document containing step-by-step instructions to guide employees on how to perform a technical, repetitive process within an organization. Think of it as a playbook for how to get a task done.

SOPs are written for the ideal user. Without that user in mind, you’ve just given carte blanche to any Tom, Dick, or Harry to do the job any way they please. If you let different people implement your ideas without

A Standard Operating Procedure helps teams to work together efficiently.

HR might create an SOP for onboarding employees or a sample agreement.

Standard operating procedures can help companies run more efficiently. A checklist is an example of a standard operating procedure that would allow for easier maintenance of machines, which would lead to fewer planned downtimes.

The purpose of an SOP document is to:

• Make sure that all team members work in the same way to create consistency.
• Do you get confused with all the workplace policies?
• How can we better reach out to Customers?
• Make Sure Employees are Trustworthy
• Learn How to Run Time Management
• A Guide to Food Manufacture and Safety
• Read before you send product to market
• Making Money Sends a Clear Message

All affected employees are aware of the SOPs which govern their processes.

How to Create a Personal SOP ?

A standard operating procedure (SOP) template is a preformatted document that serves as a starting point for writing an SOP.

A standard format creates a single style, like a standard font and spacing, so every one of the documents is structurally consistent.

It’s a good idea to have a template for your SOPs that dictates what information needs to be in the document and placement of each topic within the SOP.

Recent events have demonstrated the importance of SOP templates and best practices. When COVID-19 emerged, many businesses had to quickly create new operating procedures to ensure workplace safety, and this was made possible largely by having a template on hand that they could.

How to Write Important Documents in the Workplace

The first step in building a template is to set a style and layout, from fonts to line spacing to sections, so you can build on a framework for different SOPs.

Next, you should focus on building the sections of your employee handbook that ensure you provide employees with the information they need.

Basic Company Information

1. Title: A company’s guidebook on how to effectively manage day-to-day business operations.
2. Introduction: Benefits of Employee Handbook for Small Businesses.
3. Scope of SOP: This section covers the purpose of the SOP and the process it covers.
4. Contacts: Every SOP should have a section on who the document is intended for, as well as a section detailing roles and responsibilities.
5. Glossary: If the SOP uses company language, include a glossary of terms.
6. Step-by-step procedures: This section will provide detailed information about how to use the equipment, including safety warnings and advice.
7. Checklists: Some Standard Operating Procedures might be better described in list form.

Georgia Department of Transportation SOP

The Georgia Department of Transportation has 123,546 miles of highway and 3,817 employees. They have a master standard operating procedure that runs all of their projects because they are spread across the state.

A strict and comprehensive protocol and “how to” guides for every task has been instituted, for the purpose of simplifying and streamlining the management of large projects.

Guides to improve your SOP

When it comes to standard operating procedures, what are some things that are so complex or time-consuming that they deserve written specifications?

SOPs free up time and money, the more efficient internal operations become.That means there’s more funding available to spend on growth initiatives.

For example, Apple pushes the boundaries of aesthetics by following strict protocols for designing products. Starbucks was able to grow leaps and bounds by standardizing the preparation of coffee. Customers worldwide come back because of the familiarity and reliability of the process and product.

Staff Training: How to Create A Standard Operating Procedure

1. Identify your audience. Depending on your audience, you might want to use more technical wording or less technical wording.
2. There’re a lot of steps to this process, but it’s important not to get overwhelmed. This step-by-step tutorial will help you better understand the process.
3. Be clear and concise. For clarity, use short, simple words and do not use jargon. Use the active voice to present rules in the same tone you would use when giving a command. For example: “Clean the machine after every use.”
4. Survey employees. Be sure that your SOP includes all of the necessary information before you start working on it.
5. Distribute SOPs digitally. If your workplace app serves in place of an in-house copy, you reduce the risk of lost or stolen paper copies.
6. Use visuals. A useful method of explaining a complex process is to use illustrations, flow charts, or photographs.
7. Do several trial runs. Do you know whether you’re doing it right? Ask someone who’s done the task to review and see how closely they match your SOP.
8. Update SOPs as needed. Companies are constantly evolving. Make sure the policies in your handbook reflect change in processes and procedures, and make sure it is updated regularly.

Standard operating procedures and best practices can improve employee engagement, productivity, innovation, and profits.

If you’re considering how to streamline and save money for your company, consider using TrainRocket.

Originally published at https://trainrocket.com on September 12, 2021.