Standard Operating Procedures
As your business grows, and your processes become more defined, it's important to document how your business operates. This is where standard operating procedures (SOPs) come in.
A standard operating procedure (SOP) outlines step-by-step instructions on how to perform a particular task. SOPs are what employees refer to in order to understand how to perform a task to ensure a consistent outcome and reduce confusion. Whether you're a sole trader or a large organisation, SOPs should be a priority to create and maintain, particularly if your industry needs to adhere to regulatory agencies.
SOPs can come in different formats, such as:
Training manuals
Workflows
Presentations
Checklists
Escalation matrix
There is no right or wrong format when it comes to your business SOPs, however, take into consideration your business needs and the task at hand. For a larger organisation, you may require a detailed hierarchical process, whereas smaller businesses may only need a simple checklist, to begin with. They all have the same goal, and that's to produce consistently high-quality work which can be repeated.
How to write a Standard Operating Procedure:
Identify the business process that needs documenting.
Identify the target audience.
Define the scope of the SOP. It's easy to begin overlapping tasks and by defining the scope you will avoid "scope creep".
Determine the SOP format which is appropriate for the process and business needs.
Write the SOP. If you choose to assign this to a group of employees, always include someone who is familiar with the business process.
Review and test the SOP against the process, editing as required. Include another team member outside of the department to see if they can perform the task as instructed, and provide feedback.
Plan for updates and reviews.
Finalise and implement the SOP.
What to consider when developing an SOP:
Version control: ensure version control is visible on the document, archiving any old versions.
Accessibility: SOPs should be easily accessible to employees who need them every day. Consider how you will store your SOPs. This may include printing them off or having them available in a digital filing system.
Visuals: including visuals in your SOPs helps people to understand a remember the information.
Tools and tips:
Writing SOPs can be made easier than you think, particularly if it's a computer-based task. Here are some tools and tips to help write detailed step-by-step instructions for tasks:
Scribe: Scribe is an online platform which allows you to record your process, documenting screenshots, instructions, and clicks as you go through the motions. Once the recording concludes, you can edit the process. Scribe has a free version, and can be downloaded to your browser or desktop.
Video recording: Recording the process as you complete the task can help you structure your SOP in a more detailed hierarchical way. It can also be used as an instructional video to accompany the written SOP. Whether you use your video conferencing software like Zoom, Teams or Google Meets, or platforms like Loom, video adds an engaging visual to the process. Videos can also be included in presentations when training new employees.
Canva: Canva is a great tool to use when creating exciting visuals for your SOPs. This may include an infographic or simple work instructions. Ensure you maintain consistency with your business branding.
Document management: Storing your SOPs can be as simple as storing the current version on your existing cloud-based system and making it accessible to those who require the SOP on a daily basis.
Creating engaging and functional standard operating procedures for your business will help to eliminate confusion and increase high-quality outcomes.