In August, I was given the opportunity to take on creating two Standard Operating Procedures (SOPs) for the Bakersfield Providence office. As someone who was not familiar with SOPs, I have discovered how crucial they are to creating a smooth and functional office atmosphere. These SOPs have not only improved my understanding of administration but have also empowered my fellow team members and future ones in office processes.
What are Standard Operating Procedures?
A “Standard Operating Procedure (SOP)” is a detailed roadmap with clear instructions for performing specific tasks, processes, or activities within an organization. With a step-by-step guide, there is little to no confusion and interpretations, ensuring that the tasks are completed the same way every time.
By implementing the SOP, consistency exists in the organization, which creates a strong union between high quality and results. This is crucial, for example, when a new team member joins, as these procedures play a big role in helping them navigate and understand how the office operates.
Successful Steps
1. Identify and Understand the Process: I first started with identifying what was needed, then completed research to ensure that I could thoroughly understand the process, as this will be the “how-to” guide for current and future team members
2. Outline the Steps: Create a list of steps in chronological order. I walked through the process myself and made brief bullet points on what steps I took to create a rough draft. I then went back and added additional details to thoroughly describe each step. I repeated this step several times before I was confident in what I had created.
3. Walk Through: Similar to a task I learned in middle school: “How to Make a Peanut Butter and Jelly Sandwich,” in which we completed a “walk through” of what steps to take to make this sandwich. I attempted to follow my steps and see if I could complete the task in a high-quality manner. I started from step number one and made sure to add notes as I progressed onto the next steps, including additional information and removing what was not necessary.
4. Visuals: As detailed and descriptive as my steps were, I noticed I needed visuals. I proceeded to take pictures of every single step I took, whether it was small or big and included the visual in the appropriate step. This created a visual learning option as well.
5: Review and Refine: After adding the visuals and fine-tuning the procedure, I went ahead and shared it with fellow team members who are familiar with the process to gather feedback and ensure that the SOP is accurate, understandable, detailed, and aligned with the organization’s goals.
6. Document Revisions: As I received feedback, I went ahead and updated the SOP to include those suggestions.
7. Training and Rollout: When the final draft was completed, I sent a copy to my team members to ensure that there were not any additional changes. After I confirmed there were not any additional changes, I uploaded the copy to the company files for current and future team members to access.
Takeaways
As I’ve ventured into the corporate business world, I have uncovered that while Standard Operating Procedures (SOPs) might appear as straightforward documentation tools, their impact is significant. These guidelines are pivotal in promoting, consistency, efficiency, quality, and growth. SOPs embody qualities such as attention to detail and consistency, integrating them into daily practices. Essentially, Standard Operating Procedures are the hidden driving force behind operational excellence.
