A SOP repository and documentation system is a centralized place where you can store, organize, and access your standard operating procedures (SOPs). It helps you keep your SOPs consistent, up-to-date, and easy to find. But how do you create and maintain one effectively? Here are some tips to help you.
The first step is to choose a platform that meets your needs and preferences. You can use a cloud-based service, such as Google Drive, Dropbox, or SharePoint, or a dedicated SOP software, such as Process Street, SweetProcess, or Way We Do. The platform should allow you to create, edit, and share your SOPs in various formats, such as text, images, videos, or checklists. It should also have features such as version control, search function, access control, and feedback mechanism.
SOP's should reside in your QMS or e -QMS application to ensure compliance is maintained. Using a QMS should also ensure they are routed to the correct user groups both for, review, rework and general availability.
Creating and maintaining an SOP repository and documentation system starts with selecting a centralized, accessible platform like Google Drive, SharePoint, or a dedicated document management system. Organize SOPs into logical categories and subfolders for easy navigation. Implement a clear naming convention and version control to track updates and changes. Establish guidelines for formatting, style, and metadata to ensure consistency. Assign ownership to specific individuals or teams responsible for maintaining and updating SOPs. Regularly review and audit the repository to ensure all documents are up-to-date and relevant. Provide training and resources to users to maximize the repository’s effectiveness and accessibility.
The next step is to establish a naming convention for your SOPs. This will help you avoid confusion and duplication, and make it easier to locate and update your SOPs. A naming convention is a set of rules or guidelines that define how you name your SOPs, such as using descriptive titles, abbreviations, prefixes, suffixes, or numbers. For example, you can name your SOPs as [Department]-[Process]-[Version], such as HR-Recruitment-V1.
Issuing numerical document IDs is also a great way to name and organize (ex: SOP-OPER-001, an SOP for the Operations department).
Why a Naming Convention Matters: A well-thought-out naming convention brings numerous benefits to your SOP repository and documentation system: Clarity and Uniformity: A standardized naming format provides a clear structure that everyone can understand, reducing confusion and ensuring uniformity across documents. Easy Retrieval: Well-named documents are easier to locate, making it effortless for team members to find the information they need promptly. Consistent Organization: A consistent naming convention allows for logical grouping of related documents, enabling a systematic organization of your repository.
Example Naming Convention: Consider the following example of a naming convention for a project-related SOP document: ProjectName_Department_Type_Date_Version Sample: ProjectX_Marketing_Procedure_2023-09-15_V1
The third step is to create a folder structure for your SOP repository. This will help you organize your SOPs into logical categories and subcategories, and make it easier to navigate and manage your SOP repository. A folder structure is a hierarchical arrangement of folders that contain your SOPs, such as by department, function, project, or role. For example, you can create folders such as Marketing, Sales, Accounting, and Operations, and subfolders such as Social Media, Email Marketing, Lead Generation, and Customer Service.
I’ve also found it helpful to have a Master Document Register. This register should include the document number, name, current version date, the name of the author or person who approved the document, and the next scheduled date of review. Having this information within a single file assists in the issuing document IDs without duplication as well as an index for team members who may not be as familiar with the document control structure. This register can double as a review schedule!
The fourth step is to update and review your SOPs regularly. This will help you ensure that your SOPs reflect the current best practices, policies, and standards of your organization, and that they are accurate, relevant, and effective. You should update and review your SOPs whenever there is a change in your processes, procedures, or systems, or at least once a year. You should also solicit feedback from your team members, customers, or stakeholders, and use it to improve your SOPs.
We use SharePoint to house all our SOPs, which has a workflow that is triggered on a yearly basis for process owners to review their documentation. We also allow ad-hoc requests through a PowerApps request form if a team needs to update their processes before the scheduled review date.
Have a robust review, updating, and approval process that ensures the proper departments and team members are involved. Practices should always match written procedure, so involving subject matter experts as a part of this process will help to ensure accuracy.
The fifth step is to train and communicate your SOPs to your team members and other relevant parties. This will help you ensure that your SOPs are understood, followed, and enforced, and that they achieve the desired outcomes and results. You should train and communicate your SOPs whenever you create or update them, or when you onboard new team members or partners. You should also use various methods and channels to deliver your SOPs, such as online courses, webinars, workshops, manuals, newsletters, or intranet.
Our team uses Workplace to store our SOP's and email the link to the SOP with a brief overview of the information to relavent parties. I find that keeping the information refined and concise is the best way to catch peoples attention.
The sixth step is to monitor and measure your SOP performance. This will help you evaluate the effectiveness and efficiency of your SOPs, and identify the gaps, issues, or opportunities for improvement. You should monitor and measure your SOP performance using various metrics and indicators, such as completion rate, error rate, cycle time, customer satisfaction, or revenue. You should also use various tools and methods to collect and analyze your data, such as surveys, audits, reports, or dashboards.