SOP, or Company Operating Standards, is a system that many businesses use as a reference. This is an important reference to ensure that the system is more aligned with the company’s vision and mission, resulting in maximum performance and achievement.
As a result, it is critical to understand how to correctly create operational standards (SOPs). Furthermore, this SOP can aid in the smooth operation of operational activities.
How to Create Correct Standard Operating Procedures (SOPs)
So, here are some methods for correctly implementing standard operating procedures:
1. Create a SOP Drafting Team
We recommend that before creating SOPs, a SOP drafting team be formed. You can select people with writing skills or experience compiling SOPs.
Furthermore, ensure that each compiler member understands how the SOP works so that they can contribute ideas to this preparation.
2. Determine the Goal of Creating SOPs
The next step is to establish the objectives to be met so that the operating standards that will be used can be implemented. Employees who work in order to comply with the applicable SOP rules will find this easier to understand and apply.
3. Data Collection and Analysis
Before implementing the SOP, the team should conduct an overall review of the company’s work system. Interviewing related parties and gathering detailed data are two examples. This, of course, is used to determine whether it is complete or if anything else needs to be added before it can be launched.
You can also run a test with a few employees to see if it is simple to understand. As a result, this test can assist in obtaining information about errors and deviant behavior.
4. Create a Preliminary Strategy
The next step in developing operational standards is to create an initial SOP design that adheres to the standard operating form. Is it in the form of a flowchart, simple steps, or by including images and videos? Of course, this can be tailored to the company to make it more understandable and less boring.
5. Conducting an Overall Assessment
To make the preparation of SOPs more mature, an evaluation should be carried out with participation from all levels of the company. In order to create efficient and effective operational standards, ensure that the SOP is free of errors and flaws, and be open to suggestions and constructive criticism.
Evaluation can be done internally or externally to maximize results. Adding a team of consultants or advisors, for example.
6. SOP Simulation and Correction
This preparation process necessitates a simulation before it is approved, so that any inconsistencies can be addressed. As a result, the drafting team will be able to correct any deficiencies or errors in operational standards.
Every company, whether manufacturing, service, profit, or non-profit, must have a reference in order to carry out each of its operational activities. So that when compiling this, one can focus on examples of correct standard operating procedures as well as the principles of its preparation.
Principles of Preparation of SOPs
How make standard operating procedures need to pay attention to the principles of preparation to be more effective and easier to carry out. The following are some of the principles in preparing SOPs, namely:
1. Have Efficiency and Effectiveness
In making SOPs must pay attention to the level of effectiveness and efficiency. So that in carrying out the company’s operational activities, there are no obstacles, even if it does not confuse.
2. Easy to Understand and Clear
The second principle in preparing this SOP should be easy to understand and clear to make it easier for employees to learn it. In addition, SOPs are easy to apply by employees so that they can work optimally.
3. Dynamic and Binding
The existing SOPs should have a beautiful nature so that they cannot be arbitrary so that the SOPs can carry out all company activities by existing procedures.
Besides that, it is also dynamic; this will be useful if there are changes or revisions both internally and externally. This makes it easier for the company to carry out its operational activities.
4. Comply with Applicable Legal Provisions
The next most important principle is to comply with the applicable legal provisions, so it requires intervention from the leadership. So that the legal basis can be obeyed and implemented correctly.
5. Measurable and Consistent
They are making this SOP must have certain quality standards to measure the achievement of success. In addition, the contents of SOPs must be consistent, both in terms of management and procedures, to be implemented by all levels of the company.
Here are some examples of standard operating procedures that several companies often use in running their business.
- In the Production or Operation Process
You can create production steps, standards used in maintenance, inspection procedures, and training methods for new employees.
- SOP for Hiring Staff
The SOP can contain employee orientation and training policies and then explain the job. It also lists disciplinary and corrective actions and management regarding performance reviews.
- SOP for Administration and Finance
This SOP usually contains information on how to manage accounts receivable and payment or billing processes.
- SOP for Marketing, Sales, and Customer Service
The SOP can include rules regarding guarantees, refunds or exchange policies, and how to make price quotes. In addition, the standardization used in the service delivery process, including response time.
This example of standard operating procedures in customer service requires reference to the rules and ways of acknowledging, commenting, and suggesting from customers. Making standard operating procedures is very important to maximize results and run effectively.