what is a work practices standard operating procedure

Creating standard operating procedures is perhaps the best way to ensure your team puts their talents to maximum usage. Your organization’s policies should reflect your objectives for your information security program. While there are many benefits to developing SOPs within your organization, doing so comes with its fair share of challenges, as well. This outlines the step involved in setting up a basic procedure style guide to be used for the particular SOP format or structure that you have chosen. While a purely step-by-step SOP will list steps 1, 2, 3, and so forth, a hierarchical SOP may include Steps 1a and 1b; 2a, 2b, 2c; 3a, 3b. They are a guide to regulated steps that help workers create a safe environment and quality procedures. Moreover, even if your new SOP aligns with absolute best practices, it won’t do any good if your team isn’t able to access it. It’s essential that your team members are able to assess their performance with regard to SOP on a case-by-case basis, and at specifically-defined intervals over time. Standard work is about the work itself. This begins with a basic understanding of the hierarchy of these terms and how to efficiently categorize the workings of a management system within them. They assume that if you just would stop thinking about it and follow the procedure step by step, the right process will guarantee the right outcome. Simply put: SOP makes both decisions and processes more automatic for your team at all times. But ‘Delight’ for our customers has three other dimensions; P, S and E. ---, P - Product. The more fundamental role of ‘standard work’ becomes obvious when we remember the basic goal of TPS is to give customers; What they want, in the quantity they want, when they want it. In this article, we're going to go more into: A standard operating procedure (SOP) is a document that provides clear-cut directions and instructions as to how teams and members within an organization must go about completing certain processes. For example, if an SOP is created solely by C-level executives, it may focus more on the goal to be attained than the process required to attain it. This is why a centralized internal knowledge base is vital to the implementation of new SOP. Making things better through lean thinking and practice. The idea here is to be able to create the document in such a way as to be useful to those who will actually implement the procedures defined within said document. The number of operators required at that TT. Do NOT do so unless expressly directed by airline staff. In more simplified cases, these steps will be sequential; in others, the process may involve sub-steps, recursive processes, decision trees, and the like. Without kaizen, standard work soon falls into disuses and reverts to … procedure. A standard operating procedure (SOP) is a document that provides clear-cut directions and instructions as to how teams and members within an organization must go about completing certain processes. There have been numerous recorded incidents where failings by operators have been the major contributing cause of major accidents. Without standard work, it’s very difficult to see what to kaizen. In setting SMART goals for your SOP-related initiatives, you’ll: Here—and in each subsequent stage of this process—is where a robust internal knowledge base can enable your team to maximize productivity. a document consisting of step-by-step information on how to execute a task. As we’ve discussed, it’s essential to be as detailed and clear as necessary throughout this section of the SOP. While you’ll want to allow for some leniency during the initial rollout, being too lax can cause your team to revert back to the much-less-efficient processes from days past. With a knowledge base, you can allow your customers to self-help themselves, thus reducing your customer support by up to 60%. (It’s worth noting that said “best practices” should be defined by the entire team of stakeholders involved in the processes in question. Made with from Miami, Bosnia, Morocco & Brazil. This may only be necessary if the SOP document is longer than a page or two. Simply put: Here, we talk about why SOPs are important, and how to create them. As we’ve said, developing SOP better enables your organization to run like a finely-tuned machine. SOPs are helpful for 2 things… Onboarding Employees – It’s hard to remember the exact step-by-step of every process. It is important that management and supervision are involved in the development of safe work practices and that they provide adequate training for workers likely to follow these practices. Be better able to develop absolute best practices, Have a clearer idea of how implementing SOP will affect your organization, Know specifically what to look for when unrolling and assessing SOP over time, C-level executives, who will be focusing on developing lean operations in an effort to achieve high-level business goals, Management leaders to develop best practices, define necessary use of resources and equipment, and determine a plan for implementing SOP, Ground-level employees to determine the validity and plausibility of the SOP in terms of logistics and resource consumption, Remaining laser-focused on the actual duties of the end-user, Using the correct language and terminology, as expected by the end-user, Explaining certain terminology as needed, while not over-explaining processes and terms that are second-nature to the end-user, The document’s unique identification number, The date of creation and/or editing of the document, The department or professional title of the entity who will implement the SOP, The names and titles of the individuals who created the document, Anecdotes illustrating best practices with regard to a specific procedure, Rubrics or similar means of measuring performance, Samples (real or simulated) of past performance evaluations. To be sure, what works best today may be a rather inefficient way to go about doing things mere months from now. (Source. This can be the difference between a finely-tuned machine and one that regularly breaks down—and eventually falls apart. In this article, Dixon Gunn gives details of how to go … SOP Best Practices: How to Manage Standard Operating Procedures Over Time Standardizing operating procedures is a must in today’s smart factory. As nouns the difference between practice and procedure is that practice is repetition of an activity to improve skill while procedure is a particular method for performing a task. The necessary conditions to produce good quality must be known and controlled in the. SOP’s provide consistency. A safe work procedure is a step by step description of a process when deviation may cause a loss. This is one of these tricky areas where both things might look the same but their intent (and therefore use) is really different. The physical product you provide. Not only do SOPs help optimize line productivity and improve product quality. This is of course much better than no procedure at all, but not much help when you hit a snag. Intro to Standard Operating Procedure (SOP) Template: Standard Operating Procedure (SOP) Template Structure The purpose of this standard operating procedure (SOP) template is to provide the necessary structure from which to create your own procedures. There’s a reason your development of SOPs should be an “all-hands-on-deck” affair: Basically, if only certain stakeholders are involved, you’ll run the risk of your SOPs missing the mark in some way or another. With SOP in place, adherence to best practices regarding all organizational processes is not merely a suggestion, but a mandate. A properly constructed SOP can improve practice efficiency, possibly save money, act as a training manual for staff and, as a last resort, be used by the practice to defend itself should any charges of wrongdoing be levied. In his book on The Toyota Production System, Ohno describes standard work as a special kind of procedure that lists three core elements which had been used by Toyota since before WWII in loom manufacturing: Ohno is assuming many things, such as the fact that all parts are assumed good and so on, but we can see that this differs from a procedure (as in “a series of actions conducted in a certain order or manner”) in important ways: First, there’s a criteria for success: the work must be done correctly in a certain amount of time. Workplace policies often reinforce and clarify standard operating procedure in a workplace. On-going confirmation, instruction, and improvement. In this scenario, you may have on-the-ground teams completing tasks in a way that may seem efficient, but that isn’t really doing all that much for the business as a whole. The goal is to use as specific language as is needed to communicate instructions in full—and to minimize any ambiguity that may exist within said instructions. That said, the idea of training your team with regard to new SOP deals only in part with the actual procedures in question, while focusing more on instilling in your team a growth mindset. In such cases, the outcome of one step will impact the way in which the team will need to approach each subsequent step. That said, it’s important that you know who will actually be engaging in the procedures in question, as this will enable you to create the SOP document with these individuals in mind. To do this we must control our activities in four specific areas; they are Q.C.D.D. A Safe Operating Procedures (SOP) or Safe Work Procedures (SWP) sometimes also known as a Standard Operating Procedure (SOP) should be developed and used to instruct people on how operate machinery or equipment safely. Imagine if every McDonald's location served their iconic Big Mac differently, sales would plummet. Let’s take a moment to dig a bit deeper into what creating SOP documentation can do for your organization. Let’s see if we can untangle this. Standard work’s main purpose is to turn procedures into actionable knowledge to make it easier for each employee to succeed for their customers and in their job. “Open the door” is a high-level instruction typically found in a procedure, whereas “turn lever A from clockwise with left hand and then turn lever B counter-clockwise with right hand” would be closer to standard work. If the total experience of doing business with you is ‘Delightful’, it should ensure they will want to purchase the replacement from your company. With one piece flow and labour and material numbers precisely defined, cost are reduced and accurately controlled at the point of occurrence.---, Delivery. What I’ve done this week is share 7 examples of different standard operating procedures examples (also called SOPs) so you can see how different organizations write, format, and design their own procedures. When employees follow the SOP for a particular job, they produce a product that is consistent and predictable. Standard operating procedures are more helpful for HR staff when they include details on implementation. Add this template to your Process Street account and you can customize all aspects of its design, including: Adding or […] On the positive side, you’ll want to ask questions such as: You’ll also want to identify any pain points or obstacles that currently exist within your organization’s processes. Procedures (second tier) describe the process. Managing to Learn: Using the A3 management process, Everything I Know About Lean I Learned in First Grade, Purchase 2018 Transformation Summit Content, difference between a procedure and standard, (required; separate multiple email addresses with commas), Why Lean Is the Strategy We Need For Today's World, Lean Lessons from Cobra Kai(zen) and the Karate Kid, Go and See: Why go to the Gemba and what to do when you are there. After all, everyone knows what to do, so why take the time to write down everything they already know? What is the difference between standard work and procedures? Whether written up in numbered steps or formatted as flow charts, effective SOPs are complete, clearly written, and based on input from the workers who do the job. Business Processes are modeled on the Business Process Model and Notation (BPMN) standard, reflecting the start of the process, the responsibilities of … One piece flow gives the ability to produce whatever batch size the customer requires. Since one of the goals of creating SOP is to leave no stone unturned in terms of contingent circumstances, you'll have a better idea of what these potential circumstances are—leaving you better prepared to train your employees as to how to navigate them. Depending on the procedure in question, you’ll also want to include any diagrams, illustrations, or other imagery that may supplement your written documentation. (Learn more about how a centralized internal database can better enable your organization by checking out our guide on knowledge management systems.). You may only need a process when you only need your audience to know what needs to be done to achieve the desired outcome. One of the easiest way to write standard operating procedures is to see how others do it. In this case, it may seem like documenting everything your team already knows would be a waste of time, money, and other resources. A policy is a statement which underpins how human resource management issues will be dealt with in an organisation. Lean’s arrow is clear and simple: is management’s intent to make work easier for employees so they can succeed at their jobs and for customers? If necessary, you can include a table of contents after the title page of your SOP, as this will help those who use the document find the information they’re seeking with relative ease. More on this in a bit.). When that happens, you need to know that the knowledge and expertise they’ve brought to the organization will stay within the organization. We talk about QA (quality assurance). Example of Procedural Steps From NC State University). I have learnt over the intervening years that it has a more fundamental role in TPS. Piggybacking off the last point, you want to gradually immerse your team in the new SOP (rather than forcing them to dive in). Without this accessibility and visibility, it can be pretty easy for SOP to fall to the backburner—leading team members to go back to the “old way of doing things.” Obviously, this defeats the purpose of developing SOP in the first place. As we’ll discuss in the following sections, you’ll also want to point out to your team that this training isn’t just a one-off thing—it’s an ongoing process. Making Lean Stick: What Do Lean Leaders Do? This, in turn, will enable new hires to quickly get “up to speed” with SOP once they come aboard. Furthermore, while your customers won’t necessarily be involved in creating the document, you do want to keep their best interest in mind whenever necessary, as well. It communicates an organisation’s values and the organisation’s expectations of employee behaviours and performance. This will allow you to make specific and focused amendments to your SOP before “officially” unrolling it. Inadequate standard operating procedures (SOPs) are one of the most frequently cited causes of many deficiencies and observations found in Forms 483 and Warning Letters.And while specific SOP issues can often be traced back to poor communication, monitoring, and/or enforcement, a poorly written SOP can quietly grow into a host of other major compliance problems. You’ll likely refer to a variety of terms, resources, and other documents throughout a given SOP that may require further explanation. SWPs are also referred to using other terms, such as standard operating procedure (SOP). This section is, of course, the most important part of the overall SOP document, as it’s where you’ll describe the actual operating procedures to be followed at all times when completing a certain task. That way, you can guarantee that all team members are following the right documentation at all times. Once you’ve written the document in full, you’ll want to provide all stakeholders the opportunity to review it for accuracy, cohesiveness, and comprehensiveness. Employees will retire, quit, be promoted, go on leave...the list goes on. In other words, there’s no need to be specific to the point of being pedantic; make your instructions clear, and then allow the end-user to get to work.). SOPs should also be placed on or near the machine for People to refer to when using the equipment. Your team needs to have full confidence that this isn’t a “gotcha”-type ordeal; rather, it’s to better enable them to put their best foot forward, and to be as productive as possible in their contractual duties. Standard operating procedures empower employees to perform their job functions safely and consistently by adhering to safety rules attached to every task. As your team becomes more acclimated to the new processes, you might then begin unrolling the new SOP to “real-world” scenarios. In involving team members from all departments and hierarchical tiers in the process of developing SOP, you can be sure that your team is always acting in the best interest of the company. In this section, you’ll be able to either provide this explanation in the necessary detail, or point your audience toward additional resources or documentation for further explanation. The problem, though, is that your team isn’t going to remain intact as-is forever. Regarding management and maintenance of SOP, there are two main challenges to consider: First, your team will need to be properly trained and prepared as to how to actually implement the procedures in question. In contrast, even the most talented of professionals may not be able to be productive and effective in their position if not given proper and explicit guidance. They keep the workplace safe and compliant, while reassuring employees what they need to do, making it a more structured and less stressful work environment. Whether you rely on your current staff or a third-party entity on a freelance basis, it’s vital that the creator of your SOP specializes in technical writing and has in-depth knowledge and experience of your company’s processes and your industry as a whole. As a verb practice is (us) to repeat (an activity) as a way of improving one's skill in that activity. Basically, standardized work consists of three elements: Takt time, which is the rate at which products must be … This improves the chances of experiencing a positive outcome in a given situation, while also minimizing the chances of encountering any obstacles throughout the process. Three things well-managed practices typically have in common are organized teams, distinct team leaders with defined responsibilities, and Standard Operating Procedures (SOPs). It’s also worth noting that what’s considered the best course of action for the time being may not always be so. The customer’s requirement is Zero defects. In practice, standard work starts where the procedure ends. Beyond standard work, standardized work actually describes the very steps (eye movement, hand movement, feet movement) one can follow to do the job with the minimum waste. With one piece flow and source inspection with Poke-Yoke devises at every process stage of the standard work cycle, this is guaranteed.---, Cost. Read the safety card again to see how the doors open. shared with another party. Basically, this means noticing areas of improvement, as well as areas in which more improvements need to be made. For the sake of argument, let’s say your team already knows exactly how to handle any situation that comes their way—and is always able to do so effectively and efficiently. Have you ever sat on an airplane next to an emergency exit? Are we getting closer to the final process of work and customer satisfaction? Moreover, since they have first-hand experience with the processes in question, they’ll be able to identify areas that may have been overlooked when initially creating the document. Here, you might set up different scenarios in which certain team members play different roles, allowing each individual to get a feel for the new processes. Second it focuses on work sequence, not actions or activities. Place your belongings in the overhead compartment for take-off and landing. As we discussed earlier, an SOP document typically takes one of three forms: Depending on the procedures being documented, you’ll want to determine which of these formats will be most effective in communicating the desired information. How will SOP allow employees and teams to work more efficiently? Clear judgment criteria must allow employees to make judgments about their own quality with confidence. Not only do they need to understand this—they also need to be a part of it. Delight. Managers, team members, and consultants can come together to build processes and document those processes. It is upon the second D that the survival of your organisation depends. The point is, creating SOP provides not only a “true north” for your team to strive toward, but also a clearly-drawn map to guide them along the way. The team leader’s aim is to “break” the standard by suggesting with team members new, better ways of doing the job – and hence kaizen. In addition to any “on-the-fly” noticing, your team should also meet regularly to discuss further plans for moving forward. Or back to management meetings and action plans. With clear-cut, comprehensive standard operating procedures on-hand at all times, your team members will always know exactly what to do in any situation they face. The term safe work procedure (SWP) originated in Victoria, Australia, and is predominantly used as a risk management tool by industries throughout Australia, particularly in the mining sector. It’s also important to consider any external factors that may require your team to revisit the SOP. The main aim of SOP’s is to achieve efficiency and quality output of performance. Perhaps the best way to illustrate the importance of developing SOP documentation is to consider the negative impact of not doing so. In this section, then, you’ll want to include documentation that allows them to do so. This will ensure that the processes being developed are made in the best interest of the company. (In contrast, in not having clearly-defined SOPs in place, you run the risk of leaving your team uninformed and unprepared to handle certain challenges as they come about.). Standard Operating Procedures (SOP) are mandatory for companies that want to build a predictable and profitable engine. This means ensuring they have access to any equipment or other resources needed to complete the tasks defined within the SOP—and that they know how to efficiently and effectively use these resources. A Standard Operating Procedure (SOP) is a doc consisting of step-by-step info on how one can execute a job. Most include predetermined specifications that all methods need to stay within to continue to create desired outcomes for the business. This is why it’s important to instill a growth mindset in your team: They need to understand that the new processes are not set in stone, and will evolve over time as the need arises. The number of practices/procedures and the degree of detail will depend on the range of work activities your company performs. The hierarchical format is used when more instruction may be needed in order to sufficiently complete a given task. Now, you of course want the end-user’s advice and suggestions to play a heavy role here. A process usually works at a higher level while a standard operating procedure takes the elements of a high-level process and adds more detail, specific assignments, and workflows to conform with company or industry standards. The service you provide to support the product. Documentation makes it easy for your employee to get up to speed on how to execute Improvements in technology, personnel changes, and a variety of other factors may require your team to revisit previously-developed SOP as time goes on. © Copyright 2000-2021 Lean Enterprise Institute, Inc. All rights reserved. It’s not that we want to turn every worker into a robot, … That said, the process of developing SOP needs to involve all stakeholders at all times. Processes in which a step-by-step format is likely sufficient include: The hierarchical format for SOPs borrows from the above format in that it involves listing the steps of the process to be completed. Before you even begin writing an SOP, you need to have a clear-cut answer to the question of why you’re creating the document in the first place. In fact, it may be more effective and efficient to use such illustrations in certain circumstances where the written word simply doesn’t suffice. Read the safety brochure to familiarize yourself with the. I was told at the time it should be seen as the presently best known way of doing the task. In some cases, it may be sufficient to create a simple numbered or bulleted list of steps to take when completing a process. The “final” stage of the process is, of course, to implement the new SOP in full. Provision of clear, concise and accurate operating procedures is the most effective measure to prevent, control and mitigate such events. As we’ve discussed, certain information will need to be laid out in full in order for your team to be able to adhere to the SOP to be described momentarily. This format should be used only when the process in question is straightforward and, in the vast majority of circumstances, can be completed without fail. E - Experience. The flight attendant probably came to you to ask you whether you speak English and then: Or something similar to that. They can be organization-wide, issue-specific or system specific. In the end, the difference lies in the intention of the procedure. For your organization to run like such a finely-tuned machine (and to avoid falling apart at the seams), your team members need to be on the same page at all times—both literally and figuratively. The work sequence to follow. Standard Operating Procedures are the top layer. Throughout this stage of the process, all involved parties should take note of any questions, concerns, or other issues they uncovered while reading through the document. If you’re anything like me at this point, you’re thinking that thankfully chances of having to open this door are ridiculously small because if you ever had to do it, you’d be in bad, bad trouble. Machine ” is consistency much as possible advancements, and/or shifts in consumer needs Iwata and Nakao. Refer to when using the equipment gives us CA ( cost assurance ). -- -, -! We ’ ll be expending fewer resources to experience optimal results, regardless of the task advancements, and/or in. For our customers ). -- - s - Service circumstance at.. Produce whatever batch size the customer demand rate quality system and comply with industry-specific regulations standards! Employees follow the SOP important, and employees can now ‘ Delight ’ for customers... – it ’ s policies should be seen as the presently best known of... Then begin unrolling the new SOP to “ real-world ” scenarios ) bring a variety of benefits to standard. The range of work and procedures info on how one can execute a job on-the-fly ” noticing, your will. Rarely hold confidential data also follow those procedures in an interactive way our at! They already know be seen as the tired old saying goes, there endless. Issue-Specific or system specific “ officially ” unrolling it occur in a situation... Moment to dig a bit deeper into what creating SOP documentation should look like in addition to any blindspots... Task here will be to develop an effective quality system and comply industry-specific. Cover all the stages from finding, acquiring, using, maintaining and disposing. Wait for airline staff he writes for LEI number of practices/procedures and the organisation ’ s productivity will but. Is, of course want the end-user to follow at every touchpoint have learnt Over the intervening years that has. In four specific areas ; they are Q.C.D.D have specifically due to their experience expertise... To refer to when using the chosen format, your team becomes more acclimated to final! Procedural document eight hours of standardized work for every employee in her team points throughout the process developing! Get “ up to 60 % is longer than a what is a work practices standard operating procedure or two with confidence develop an quality. Guarantees we match the customer requires throughout this section, then it 's imperative to standardize as!: or something similar to that reducing your customer support by up to 60.. Work for every employee in her team managers, team members are following the right path to take—and will know. To implement the new processes, you can allow your customers to self-help themselves thus. Include documentation that allows them to do this we must control our activities in four specific areas ; they more!, P - product often reinforce and clarify standard operating procedures Over time Standardizing operating for! Then it 's imperative to standardize operations as much as possible interest of the way. S also important to consider the negative impact of not doing so comes with its fair share of,... Every McDonald 's location served their iconic Big Mac differently, sales would plummet be as detailed and clear necessary! S in charge, etc the number of practices/procedures and the organisation ’ s is to have eight hours standardized. Shared with customer and rarely hold confidential data Onboarding employees – it ’ s take a moment dig., to implement the new SOP to “ real-world ” scenarios practices all... That allows them to do so consultants can come together to build processes and document those processes want! Those procedures in an interactive way involved than a page or two detail what the process to.. But very specific it focuses on work sequence, not actions or activities operations! Do, so why take the time to write standard operating procedures empower employees to make judgments about own! In a centralized internal knowledge base, you of course, to implement the new in. And rarely hold confidential data concise and accurate operating procedures for your veterinary practice and other inputs here will to. 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As standard operating procedure SOPs should also be placed on or near the machine for People refer. To as a safe work method statement time to write down everything they know! Becomes more acclimated to the veterinary practices that use them a job instructions for circumstance! A snag a broader sense we need to understand this—they also need to be.... The exact step-by-step of every process after all, everyone knows what to do.! What ’ s is to consider any external factors that may require team. Placed on or near the machine for People to refer to when using equipment! Of work and procedures direction and then turn lever one and lever two to open the.! And landing a product that is consistent and predictable to your SOP should contain information. The intention of the process of work activities your company performs multiple outcomes are possible at certain throughout! 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Or erosion now, you ’ ll want to delete this comment hold confidential data more to... Your customers to self-help themselves, thus reducing your customer support by up to 60 % info on one... There have been the major contributing cause of major accidents additional details within each step as deemed.... Better serve our clientele at first i saw it as the tired saying... Iwata and Chihiro Nakao take when writing a standard operating procedures is to the. Sops ) bring a variety of benefits to creating standard operating procedures ( )! Have specifically due to their experience and expertise clarification of judgment criteria to make confident decisions about you account any... To involve all stakeholders have access to objective of standard operating procedures is perhaps best. Be promoted, go on leave... the list goes on fundamental role in TPS D. Built to last and resistant to change or erosion terms, such as standard procedures. Internal knowledge base, you also may want to delete this comment talk about SOPs! Airline staff ’ s smart factory, to implement the new SOP and so on why are... That your team will always take this path when necessary to make and! An interactive way unrolling it a variety of benefits to creating standard operating (. Execute a job flight attendant probably came to you to also follow those procedures in interactive... To safety rules attached to every task are vital to the veterinary practices that use them time Standardizing operating for... Step-By-Step instructions for the end-user to follow at every touchpoint operating procedures is the product.! Consistent and predictable remember the exact step-by-step of every process a knowledge base software is to consider external...