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How do you identify the key steps and tasks for your SOP?

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Standard operating procedures (SOPs) are essential for any organization that wants to ensure quality, consistency, and efficiency in its processes. But how do you create an effective SOP that covers all the relevant steps and tasks for your operation? In this article, we will share some tips and best practices on how to identify the key steps and tasks for your SOP, based on the skill of operational planning.

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1 Define the purpose and scope

The first step in creating an SOP is to define the purpose and scope of the process you want to document. What are the goals and objectives of the process? Who are the intended users and beneficiaries of the process? What are the inputs and outputs of the process? What are the boundaries and limitations of the process? Answering these questions will help you clarify the rationale, audience, and scope of your SOP, and avoid unnecessary or irrelevant details.

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Darrell Bloomer

MBA, Safety & Team Building SME
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Follow your organization’ guidelines when writing professional legal documents. And always trust your Subject Matter Experts (SME’s), even if it’s you…

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Tanmoy Debnath (He/ Him/ His)

Pentland Brands (Speedo/Berghaus/Canterbury/Endura) | Global Sourcing | Merchandising | Business Analyst | Next Sourcing | Newtimes | PDS | Progress Apparels Bangladesh Ltd. (Matalan/ Next/ Trutex/ Shaws/ C&A)
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Identifying key steps and tasks for your Standard Operating Procedure (SOP) involves first defining the specific process or procedure you want to document. Next, break down the process into its constituent steps, ensuring clarity and completeness. Assign responsibility for each step to relevant team members. Sequence the steps logically to represent the chronological order of the procedure. Include necessary documentation, forms, or references at appropriate points. Finally, review and validate the SOP with input from stakeholders to ensure accuracy and effectiveness.

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2 Map out the process flow

The next step is to map out the process flow of your SOP, using a visual tool such as a flowchart, a diagram, or a table. This will help you identify the main steps and substeps of the process, as well as the sequence, dependencies, and alternatives of each step. You can use symbols, colors, or labels to indicate the roles, responsibilities, and actions of different actors in the process, as well as the decision points, branching paths, and feedback loops. Mapping out the process flow will help you organize and simplify your SOP, and identify any gaps or redundancies in the process.

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Freddy Armijo DBA, PMP, CPP, ASP, ABCP

Leader - Project Manager- Physical Security- Emergency Management - Safety
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Include the entire team in the process. Everyone should understand how and why the process in the propose SOP works. Therefore, the input of those that are not fully embedded into the process must be required. Processes for the most basic functions differs from individual to individual. From instance, if you want to make a toast, do you look first for the bread or for a toaster? Both steps or choices are correct. Processes aim to provide the path to make the toast that adheres to the vision of the organization and regulatory requirements.

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Paul Clare MSc FInstLM MCGI

Training Management, Training/Course Design, Leadership Coaching Specialist.
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In my experience a SIPOC chart is invaluable for acheiving this. This allows you to see the intereacitons between the customer, the business and business department - and gives clues to processes and information needed to provide the customer with what they need.

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3 Write the step-by-step instructions

The third step is to write the step-by-step instructions for each step and substep of your SOP, using clear, concise, and consistent language. You should use numbered lists or bullet points to break down the instructions into manageable chunks, and use verbs, nouns, and modifiers to describe the actions, objects, and conditions of each instruction. You should also use headings, subheadings, and formatting to highlight the key points and categories of your SOP, and use examples, illustrations, or screenshots to supplement the instructions if needed. Writing the step-by-step instructions will help you communicate and explain your SOP to your users, and ensure that they can follow it accurately and effectively.

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Paul Clare MSc FInstLM MCGI

Training Management, Training/Course Design, Leadership Coaching Specialist.
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There should surely be a Quality Management Standard (QMS) from this - detailing the 'what', the SOPs are the 'how' - but remembering that there will always be situations and contexts that have not been thought about. This could be where 'red teaming', coaching, or De Bono's Hats of thinking can be useful.

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4 Review and test the SOP

The fourth step is to review and test your SOP, using feedback from your users, stakeholders, and experts. You should check your SOP for accuracy, completeness, clarity, and usability, and make sure that it aligns with your purpose, scope, and process flow. You should also test your SOP in real or simulated scenarios, and observe how your users perform the process, and measure the results and outcomes. You should collect and analyze the data and feedback from your review and testing, and identify any issues, errors, or improvements in your SOP. Reviewing and testing your SOP will help you validate and refine your SOP, and ensure that it meets your quality standards and expectations.

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5 Update and maintain the SOP

The final step is to update and maintain your SOP, using a regular schedule and a change management system. You should monitor and evaluate your SOP performance, and track any changes or developments in your process, environment, or requirements. You should also solicit and incorporate feedback from your users, stakeholders, and experts, and communicate any changes or updates to your SOP clearly and timely. You should document and archive your SOP revisions, and review your SOP periodically to ensure that it remains relevant, current, and effective. Updating and maintaining your SOP will help you keep your SOP up to date and responsive to your changing needs and expectations.

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Paul Hujer

Researcher, Knowledge Manager Historian, Editor, and Secretary for 27th Division Association, Inc.
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A good way to test an SOP is to have a new employee complete a routine task under supervision with the SOP as their guide. If they are able to manage the task, then the writing is clear and complete. If they have to ask questions because steps have been skipped, then the workflow needs review.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Operational Planning

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How do you identify the key steps and tasks for your SOP?

1

2

3

4

5

6

1 Define the purpose and scope

2 Map out the process flow

3 Write the step-by-step instructions

4 Review and test the SOP

5 Update and maintain the SOP

6 Here’s what else to consider

Operational Planning

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How do you identify the key steps and tasks for your SOP?

1

2

3

4

5

6

1 Define the purpose and scope

2 Map out the process flow

3 Write the step-by-step instructions

4 Review and test the SOP

5 Update and maintain the SOP

6 Here’s what else to consider

Operational Planning

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