SOPs are not created overnight.  They take time and multiple revisions to get them correct.  They are living, breathing documents that change as your business changes. 

This blog outlines my recommended 5 steps for creating and managing SOPs for your organization.  

Step 1 – Develop a list of processes that need SOPs 

The best way to complete this task is to have every manager work with their teams to create a list of potential SOPs.  Then organize a time that you can sit down with the manager and his team.  You need to keep in mind that not all processes need to have SOPs.  You need to concentrate on the ones that have a clear business requirement or need for standardization.  Once this list is developed, then you should sit down with multiple managers to determine if there are any redundancies or if any of the SOPs need to be linked to other departments. 

Note: you may be tempted to write an SOP for every process.  This is the goal.  You should be concentrating on jobs that need to be standardized. 

Step 2 – Design the process for developing and managing SOPs 

Once you have your list ready, you need to determine what format you want for your SOPs. The format is how you are going to describe the process.  Will you use a narrative step-by-step approach, flowcharts, diagrams, or a combination of the above?  Once the format has been determined, you can start to create a template that you will use for all of the SOPs.   You will use a template to ensure that all of the SOPs will look the same. 

It is important that you also create a formal process for reviewing SOPs.  This review process needs to be developed so that everyone will know who has to approve the SOPs once they have been developed and who will sign off on any future changes. 

Step 3 – Gather information for the content of your SOP 

Check to see if any documentation already exists.  If you can take what is already written and put it in your template, it will speed up the process and make it easier for someone who is not sure of what you are looking for. 

Begin by setting up interviews with people who are the experts on those jobs.  They have the most knowledge of the process and should be able to either describe or show you the steps of the process. 

Step 4 – Write, review and publish your SOPs 

Write the first draft of the SOP and then send it to the expert to review to see any gaps or information missing.  Repeat this step until you feel comfortable with the procedure. 

The next step is to give the SOP to someone who does the job and see if they can follow it.  They may have items that can be improved based upon their experience. Make the changes they suggest and have the expert review it again. 

If it is possible, have someone who does not usually do that job use the SOP to complete the tasks.  This is not always possible but it is very helpful when it can be done. 

Once you feel that the SOP has been polished, the final step is to allow the approver of the document to review it.  This approval is usually at the management level. 

Step 5 – Maintaining your SOPs 

Now that the SOPs are created, you should be having them reviewed periodically.  Annually is a good rule but you need to keep in mind that if there are any changes in the process, the SOP needs to be reviewed for possible updates. 

As you can tell, this is a very lengthy and involved process.  Don’t have time to do this?  We totally understand and can help.  Contact TMK Virtual Services for a discovery call to discuss your needs or head over to my website www.tmkvirtualservices.com to get more help!