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How do you involve and engage your employees in the SOP review and approval process?

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Standard operating procedures (SOPs) are essential documents that define the best practices and guidelines for performing specific tasks or processes in an organization. They help ensure quality, consistency, compliance, and efficiency in your operations. However, creating and maintaining SOPs can be a challenging and time-consuming task, especially if you don't involve and engage your employees in the SOP review and approval process. In this article, you will learn how to foster a collaborative and participatory culture among your staff when developing and updating your SOPs.

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1 Benefits of employee involvement

Involving and engaging your employees in the SOP review and approval process can offer several benefits, such as improving the accuracy and relevance of SOPs by incorporating feedback from those who perform the tasks. It can also enhance buy-in and commitment to follow the SOPs, boost morale and motivation, reduce resistance to change, and increase the efficiency of the review process by streamlining communication between different roles and departments.

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Lokesh Singh
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To involve and engage employees in the SOP review and approval process, we take a collaborative approach by forming cross-functional teams that include employees from various departments. Regular meetings and workshops are organized to gather feedback, discuss challenges, and suggest improvements. We maintain a transparent feedback system where employees can submit suggestions anytime, which are then reviewed during the SOP revision process. Training sessions and updates are provided to explain changes and the rationale behind them, ensuring employees feel valued and informed. This inclusive and communicative strategy fosters a sense of ownership and ensures effective SOP implementation.

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Seyi Momoh, PMP, MBA

Pharmaceutical Research Project Manager | New Drug Development in Life Sciences
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Very short and straight to the point, and may I add limits confusion of a process adopted by the organization and by overall adding knowledge to each employee of the organization.

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2 Steps to involve and engage employees

Involving and engaging your employees in the SOP review and approval process is essential. To ensure success, you should first define the scope and objectives of your SOP project and identify the roles of each team member. Additionally, it is important to solicit input and feedback from your employees at every stage of the SOP development and update cycle. To collect data and information, you can use surveys, interviews, focus groups, observations, audits, checklists, templates, or software applications. You should also provide regular updates and acknowledgments to your employees on the progress of your SOP project and recognize their contributions. Furthermore, training and educating them on the content and purpose of your SOPs is important to ensure compliance with requirements and expectations. Finally, monitoring and evaluating the implementation and impact of your SOPs will help you seek continuous improvement and feedback from your employees.

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Joseph Walker

Experienced Quality Assurance / Quality Control Analyst and Manager
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Ask the employees how they do a procedure and then observe. The SOP should follow how people actually work. If there are specific requirements, then they should be included in the SOP along with references to the method from a governing body (EPA, NIOSH, ASTM, SW846, etc.).

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3 Best practices for employee involvement

To ensure that your employee involvement and engagement in the SOP review and approval process is effective and productive, you should involve and engage employees from the start and throughout the SOP project. Select the right employees who have the relevant knowledge, skills, experience, and authority to contribute. Establish clear goals, timelines, and deliverables for your SOP project and communicate them frequently. Encourage open dialogue and feedback among employees, while respecting their opinions and perspectives. Resolve any conflicts or issues in a timely and respectful manner. Finally, celebrate and reward employees for their involvement in the SOP project to appreciate their efforts.

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Seyi Momoh, PMP, MBA

Pharmaceutical Research Project Manager | New Drug Development in Life Sciences
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An example was when I was one told to write or assist a co-worker in writing an SOP, all my effort was noy acknowledge due to the other coworker having more years of experience, unfortunately the said SOP from this colleague became a flop. Leader should always include and involve adequate knowledge and information from as many employees experienced as possible.

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Maryam Daneshpour

Biotechnologist | Business Development Expert | MBA
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In my opinion, in addition to the ones with knowledge and skills, there is an essential need to involve someone who's practically good at documentation. Writing SOPS may seem an easygoing task, but it's important to accept that for lots of people it's hard and boring to write an appropriate SOP. Furthermore, when it comes to other languages than English, keeping the harmony and tone for translated terms and insisting on some rules become a troublesome challenge!

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4 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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How do you involve and engage your employees in the SOP review and approval process?

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1 Benefits of employee involvement

2 Steps to involve and engage employees

3 Best practices for employee involvement

4 Here’s what else to consider

Standard Operating Procedure (SOP)

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