SOPs for Process Improvement? Absolutely!

Recently an Executive coach we’ve been working with commented about how our Operations Mapping method – linking processes to detailed standard operating procedures, work instructions, and policies — is a perfect fit for improving organizational performance, process improvement and re-engineering applications. We agree. Our clients do too.

Yet, some people resist this idea.
The resistance may be linked to the misconception that standardized procedures are useless paperwork or at best are expensive door stops (if I had a nickel for every time I’ve heard that… ) (“Bad” SOPs do make good doorstops—especially if they are in white binders!) Thinking about SOPs only in terms of “documenting” and record keeping instead of looking at SOP development as an exercise in examining and understanding how your business works is old-fashioned thinking.

It may also be semantics. We recently worked with a client to develop a “process map” for automating one of their core processes. At the beginning, the client was adamant about not wanting to get into SOPs or procedural “details.” They thought they only needed to look at the “Big Picture.” However, the high-level process map ended up being very complex because the client kept adding more and more detail as they thought through the processes they needed to make automation decisions.

Surprisingly, it was the discussions about the detailed procedures the client started out not wanting to consider that revealed the fact that some managers had no clue what was really going on! And that was the biggest problem they were facing.

Standard operating procedures (SOPs) are often overlooked as a key element of Process improvement (process re-engineering). Process re-engineering typically needs to go beyond what’s on a high-level process map. And it's not always just about process automation. “People-based” operations can be improved through re-engineering too.

Mapping out your “as is” processes and SOPs is the first step in any process improvement initiative because it makes your “people operations” visible. You can’t improve what you can’t see.

To learn more about how you can build accountability into your organization and streamline operations, see operations mapping on the COMPROSE site.
Source: https://www.comprose.com/sops-for-process-improvement-absolutely/

How to Train Your Staff Using SOP Software?

Do you have an efficient staff who clearly know what is expected of them and how to perform a specific task? If not, it is important to provide them a training using SOP software. Staff education is a critical factor for standardizing and smooth functioning of a business process. Though it can be a little time consuming but the end result makes it a worthwhile task.

The purpose of Standard Operating Procedure (SOPs) is to document and streamline smooth communication and operational process of your business, from macro tasks to daily ongoing duties. Many organizations develop SOP culture to reduce your time and cost invested in a given task and to enhance quality and profits. Therefore, providing a practical training to your staff is crucial for your business growth.

These smart tips will help you educate your staff using SOP software for the smooth functioning of your business.

• Preparing Training Documents and Modules
  Whether you want to hire new employees or want to train the current ones, having these training documents prepared or accessed via SOP software really helps. This will guide the internal staff to understand and fulfill the standardized expectations of your business. These documents enable employees to work independently on their tasks without seeking any supervision from management.
  
  
  Additionally, having a written training material which can be accessed by staff for seeking information eliminates the chances of any miscommunication and confusion. Circulate a single document with all the internal employees where all the changes are made to avoid any chaos among staff and management.
  
  
• Create Checklists of Tasks for Employees
  Prepare checklists using SOP software for staff and ask them to complete on a daily basis. The checklist may describe the procedure or steps employees need to follow for a specific task or may define the tasks they need to complete as a daily target. When staff members clearly understand what is expected from them, this will promote smooth training sessions and workflow.
  
  
  Moreover, it is unrealistic to always keep a check on your staff for their tasks. This is where checklists help to improve the efficiency of your business. SOP software checklists not only encourage better communication but also help management prioritize and delegate important tasks.

These useful tips clearly indicate that Standard Operating Procedure Software allows management and staff members to be on the same page, let everyone do their job productively, and prevent any mistakes or miscommunication among them. In short, having a standard operating procedure is extremely vital for a business to run smoothly.

How to Train Your Staff Using SOP Software?

Do you have an efficient staff who clearly know what is expected of them and how to perform a specific task? If not, it is important to provide them a training using SOP software. Staff education is a critical factor for standardizing and smooth functioning of a business process. Though it can be a little time consuming but the end result makes it a worthwhile task.

The purpose of Standard Operating Procedure (SOPs) is to document and streamline smooth communication and operational process of your business, from macro tasks to daily ongoing duties. Many organizations develop SOP culture to reduce your time and cost invested in a given task and to enhance quality and profits. Therefore, providing a practical training to your staff is crucial for your business growth. 

These smart tips will help you educate your staff using SOP software for the smooth functioning of your business.

• Preparing Training Documents and Modules
  Whether you want to hire new employees or want to train the current ones, having these training documents prepared or accessed via SOP software really helps. This will guide the internal staff to understand and fulfill the standardized expectations of your business. These documents enable employees to work independently on their tasks without seeking any supervision from management.
  
  Additionally, having a written training material which can be accessed by staff for seeking information eliminates the chances of any miscommunication and confusion. Circulate a single document with all the internal employees where all the changes are made to avoid any chaos among staff and management.


• Create Checklists of Tasks for Employees
  Prepare checklists using SOP software for staff and ask them to complete on a daily basis. The checklist may describe the procedure or steps employees need to follow for a specific task or may define the tasks they need to complete as a daily target. When staff members clearly understand what is expected from them, this will promote smooth training sessions and workflow.
  
  Moreover, it is unrealistic to always keep a check on your staff for their tasks. This is where checklists help to improve the efficiency of your business. SOP software checklists not only encourage better communication but also help management prioritize and delegate important tasks.

These useful tips clearly indicate that Standard Operating Procedure Software allows management and staff members to be on the same page, let everyone do their job productively, and prevent any mistakes or miscommunication among them. In short, having a standard operating procedure is extremely vital for a business to run smoothly. 

“Do You have Anything More Complex and Convoluted?” Said No Auditor Ever

Trying to get compliant and make your audit process smoother? Clearly outlining how things happen in your organization not only helps demonstrate compliance to auditors, it can actually help you be compliant. Creating SOPs that are accessible to your employees is an effective means to improve operations. At the same time, it creates an easy path for auditors and regulatory entities to follow.

In many cases, managing and disseminating information well is just as important as the actual policies and procedures themselves. There are three layers that any good SOP system must account for:

1. Writing
   You have to create good content, clearly written, easy to follow, in line with compliance.


2. Sharing
   You have to share compliance information throughout your organization. Employees need easy access to new and updated SOPs as they do their work.


3. Managing
   You have to manage your SOP content. You need to keep content up-to-date, and ensure that the latest version is accessible, and also retain change history and approval signoffs.

To support your goals of staying compliant: Write clearly. Share easily. Manage strategically.
Source: https://www.comprose.com/anything-complex-convoluted-said-auditor-ever/