Business enterprises are like engines. They demand the smooth functioning of all the working parts to produce desired results.
To ensure this fluid operation in business, having a Standard Operating Procedure (SOP) is necessary.
A Standard Operating Procedure is a document that instructs workers on who, when, and how to execute tasks within the organisation. This document reduces the risk of miscommunication, improves productivity, and consequently leads to an increase in profit. A document as important as an SOP must therefore be written carefully. Check out the few failproof suggestions we’re offering on writing an effective SOP for your business:
1. Define purpose: An SOP only works magic in the hands of a person with a clear purpose. What do you seek to achieve by creating an SOP? If your business is old, then what weaknesses in the current processes do you seek to address? Aptly identifying these concerns improves the clarity and focus of the document.
2. Identify end-users: The end-user of the SOP is the worker that performs the actual task. Having the end-user in mind while drafting the SOP allows you to create a document that suits their skill set. It also removes the need to oversimplify certain terminology. You would not need to explain troubleshooting to a computer technician, for instance, knowing full well his expertise in the field. This keeps the document concise.
3. Collect input: Co-operation is the soul of business. Gather your team and other relevant stakeholders and find out their thoughts on how performance can be improved in line with your company’s purpose. As they are the audience of the SOP, their advice would help you tailor the document to perfection.
4. Define scope: What is the scope of the operation? Are the tasks listed dependent on tasks carried out by other departments within the organisation? If yes, while drafting the SOP, be sure to establish the boundaries between all departments involved in business processes to prevent confusion and encourage accountability.
5. Choose format: The three main formats of SOP include the simple-step, hierarchical, and flowchart formats respectively, and your choice would depend on the complexity of the operation. The simple-step format is suitable for small organisations or basic routines like safety precautions. For operations that require more detailed instructions, the hierarchical format is more appropriate, while you would achieve the most effective communication on complex operations with multiple outcomes when you use the flowchart format.
6. Write: While there are many SOP templates to choose from, you will find that most of them contain certain basic elements, such as:
Title page: Often including the title of the procedure, SOP identification number, publication date, organisation name, names, and signatures of those that drafted and approved it.
Table of contents: This may be included if the document is bulky.
The procedures: This section contains the description of the procedures, regulations, quality control, safety guidelines, materials required to execute tasks, safety precautions, and a glossary to clarify technical terms.
The fdagroup.com offers an equally interesting and informative guide on how to write and format an SOP. You can check here if you don’t mind a few minutes of further reading.
7. Review, assess, revise: An effective SOP will likely have to pass through multiple drafting stages before eventual implementation. Review your SOP for technical errors and get your team members to test it and record their feedback. Address their issues if any and repeat the process until the document is clear and approved by the stakeholders.
A great compliance culture begins with a well-written SOP. Let us write you one for your business.
Check out our other SME packages here, and if you have any enquiries, we’ll be waiting to receive them at contact@taorelevanya.com.
Taore LéVanya is a fast-rising agency committed to delivering unrivalled value to SMEs and individuals with top-notch content.
Comments