Title: What is a Standard Operating
Procedure (SOP)?
Introduction:
Maintenance teams across businesses and
industries are frequently tasked with various projects to keep equipment up and
running. Clear instructions are crucial: Without them, mistakes can occur, as
each team member will typically approach the job differently. Enter the
standard operating procedure (SOP). An SOP template serves as a step-by-step
guide that provides mid- to high-level instructions for completing specific
tasks with consistency. The idea being that, if you streamline business
processes, efficiency is improved across teams.
For example, without an SOP, an aircraft's
maintenance team members may each follow slightly different methods in how they
carry out maintenance tasks. This could lead to overlooked steps,
inefficiencies or errors — not to mention safety risks for workers and
passengers. An SOP gets all team members to be on the same page when it comes
to complex tasks. When everyone follows the same internal processes, the
likelihood of errors and accidents is reduced considerably, breakdowns are
fewer and equipment lifespan is extended.
Standard Operating Procedure vs.
Process Document: What's the Difference?
A standard operating procedure template and
process document are similar in that they both standardize and organize how
tasks are carried out by teams. Both lend consistency to procedures with the
goal of reducing errors, improving efficiency and maintaining quality control.
Each also clarifies team member roles, sets task expectations and ensures all
stakeholders are in alignment with a company's goals.
But that is where the similarities end. A
process document gives teams a broad overview of a company's processes — such
as how human resources handles the employee onboarding process for new hires —
while an SOP breaks tasks down step-by-step, guiding team members as they work
on an individual task. For example, an SOP might tell you how to repair a
specific part of an HVAC unit.
Benefits of Creating an SOP
Creating and using SOPs offers businesses many
benefits for operational success. These include:
1.
Helping with quality
control: SOPs ensure quality control as tasks are performed with consistency by
all team members to meet business standards. Overall, errors are minimized and
equipment reliability is maintained.
2.
Improves team
efficiency and communication: With all team members on the same page,
communication becomes easier. Not only is project management more consistent,
but team members are also aware of their specific roles, expectations and
workflows.
3.
Increases
compliance: SOPs help reduce the risk of legal issues for businesses by
increasing compliance with regulations.
4.
Enhances equipment
uptime and lifespan: With tasks detailed instructions for individual
maintenance tasks, equipment breakdowns are less frequent and asset lifespans
are extended.
5.
Standardizes
training: With SOPs, team members receive uniform training, lessening gaps in
knowledge between them.
6.
Reduces safety
risks: Because all team members learn duties and perform tasks at the same
level, a safer working environment is made possible.
5 Types of SOP Formats
An SOP can be written in a variety of ways in
a variety of formats. Typically, instructions are written as a Google Doc or
Microsoft Word document that can be stored for anyone to see. Maintenance
teams, for instance, can store SOPs alongside a given asset or work order to
ensure work is always performed the same. Here are some of the most common SOP
formats:
1.
Checklists: Team
members check off boxes when they complete tasks. Checklists work well for
changing processes, as workers can perform their duties in their preferred
order, and a checklist allows them to plainly see what they’ve missed.
2.
Step-by-step guides:
This type of SOP offers detailed instructions in chronological order, from
beginning to end. Step-by-step SOPs are easy to follow and often used by new
employees.
3.
Flowcharts: Some
projects are complex and have multiple outcomes. In this instance, a flowchart
helps visually illustrate the path team members will follow to achieve a
specific outcome. Flowcharts also help teams establish alternative plans when
unexpected challenges occur.
4.
Hierarchical SOPs:
This type of SOP is used for long, complex projects that would otherwise be
overwhelming. It consists of multiple larger headers with subtasks listed
beneath each.
5.
Video: Of course, a
video SOP provides a dynamic way to teach processes. They can be especially
helpful for training purposes.
5 Key Parts Included in an SOP
Template
An SOP template is broken up into five main
parts that give a team all the information they’ll need for a project from
start to finish. They are:
1.
Title: The title
clearly identifies the procedure or process covered by the SOP. It should be
concise, allowing team members to easily locate it for reference.
2.
Purpose: This
section explains the need for the SOP. It gives a clear explanation as to why
the procedure is taking place and its importance in ensuring consistency,
compliance or efficiency.
3.
Scope: This section
details to whom or what the SOP applies, the boundaries or limitations of this
application and who’s involved in carrying out the procedures within it.
4.
Procedure: This
section involves the step-by-step instructions to perform the task or process
at hand.
5.
Responsibilities:
This section assigns team members to their specific roles in executing,
overseeing or ensuring compliance with the SOP’s directives.
How to Create a New SOP
The key to creating a clear and effective SOP
is to keep it simple with bold headings and words or abbreviations that
everyone can understand. If the SOP is detailing a more complex process, then
you may even want to include a table of contents for easy implementation. No
matter what, here's the basic eight-step process in creating a new SOP:
1.
Define your goal:
What purpose does your SOP serve? Whether you're streamlining a complex
process, meeting compliance requirements or maintaining equipment to ensure
breakdowns are minimized, defining the goal of your SOP is the best starting
point in ensuring its effectiveness.
2.
Know your audience:
Understanding who will be using the SOP will help you create its content. What
you write should match the intended reader's level of expertise and familiarity
with the process.
3.
Collaborate with a
team: Consult with teams and individuals whose experience and insights will
help you create a step-by-step guide that is not only accurate but practical
for those carrying out its processes.
4.
Determine the SOP
scope and format: Once again, think about who will use the SOP and identify
what materials or assets they'll need to perform its tasks. Determine the
format that will best communicate these instructions.
5.
Start outlining the
SOP: Once you've decided on your SOP's goals, you know who will be involved and
you know the format you'll use, you can start to outline the project's tasks in
detail.
6.
Assign roles and
responsibilities: Define who is responsible for each task — creating clear
roles for team members will prevent accountability issues and confusion as the
project goes forward.
7.
Implement and train:
Once you've completed the SOP, make sure everyone understands how to read it
and carry out its tasks. Provide proper training to teams wherever necessary.
8.
Review and continue
to improve: Frequently review the SOP for updates. As processes and tasks
evolve, the SOP should reflect these changes.
Conclusion:
A standard operating procedure is a valuable
tool for businesses to streamline processes, improve efficiency and reduce
errors. By following the steps outlined in this article, you can create an
effective SOP that will benefit your team and your organization as a whole.
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