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How can you ensure your SOP is relevant and current?

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A standard operating procedure (SOP) is a document that outlines the steps and tasks required to perform a specific process or activity in your business. It helps you ensure consistency, quality, and compliance across your operations. However, an SOP is not a static document that you can create once and forget about. It needs to be regularly reviewed, updated, and improved to reflect the changes and challenges in your business environment. In this article, you will learn how to ensure your SOP is relevant and current by following these four steps: audit, feedback, revise, and communicate.

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Matilda Maseno (PhD)

Strategic Programs Leader | Researcher | Social Transformation Specialist | Advocacy and Social Impact Expert
SUDHAKAR RAO J

Technocrat with 22 yrs in know-how of Engineering & Business Operations, Quality, Global Regulatory Affairs & Process…

1 Audit your SOPs

The first step to ensure your SOP is relevant and current is to audit your existing SOPs. This means checking if they are accurate, complete, clear, and aligned with your business goals and standards. You can use various methods to audit your SOPs, such as observing how your employees follow them, comparing them with best practices or industry benchmarks, or using tools and metrics to measure their performance and impact. You should also consider the frequency and scope of your audits, depending on the complexity and importance of your SOPs.

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Matilda Maseno (PhD)

Strategic Programs Leader | Researcher | Social Transformation Specialist | Advocacy and Social Impact Expert
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Coming up with a framework for continuous review and maintenance of the SOPs ensures that they remain relevant and reduce errors. SOPs should evolve and adapt in tandem with the organization. It is important to make a plan for distributing the SOP and orient personnel on the procedure.

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EMAD FATAYER MSc

KYC Remedials Operations | Banking Customer Service | Due Diligence | GOAML | CDD | EDD | Background Checks | Names Screening | Sanctions Screening | STR, SAR | UTR | Financial Services | Backoffice Operations.
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Periodically reviewing and updating SOP to reflect any changes in goals, experiences, or aspirations. This can be done annually, semi-annually or quarterly or whenever there is a significant change that could be imperative on us to change the SOP to digest its impact with keeping all related parties and stakeholders updated to address any SOP-related questions. also keeping abreast of the current SOPs is important to comply with with new trends that might affect the buisness viability

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2 Collect feedback from stakeholders

The second step to ensure your SOP is relevant and current is to collect feedback from the people who are involved in or affected by your SOPs. These include your employees, customers, suppliers, partners, regulators, and auditors. You can use different channels and formats to solicit feedback, such as surveys, interviews, focus groups, forums, or suggestion boxes. You should also encourage a culture of feedback and collaboration in your organization, where people can share their opinions, ideas, and concerns openly and constructively.

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SUDHAKAR RAO J

Technocrat with 22 yrs in know-how of Engineering & Business Operations, Quality, Global Regulatory Affairs & Process is passionate for Knowledge gain, NextGen skill development and Mental Health Sustenance & improvement
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I have learnt in my experience that; a good SOP always results in “PERSONAL SATISFACTION (Based on the result). If you achieve then you are GOOD. However, verification of the SOP for relevance & current is by the below, 1. Your non-conformance (Product NC, Process NC, Audit NC, Low customer satisfaction score, unsatisfied employee after following the SOP, Low productivity, more time in job, etc) is input for re-looking the SOP 2. Once the SOP is ready, always get the activity done by a non-functional person. Ex: a finance person should be able to perform a small assembly in the Mfg shop following the SOP, If that person can do then you have won the almost 80%. Adapt the same / redeploy the same principle but in a matured way

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3 Revise your SOPs based on findings

The third step to ensure your SOP is relevant and current is to revise your SOPs based on the findings from your audits and feedback. This means making the necessary changes, additions, deletions, or clarifications to your SOPs to address the gaps, issues, or opportunities that you have identified. You should also follow a consistent and structured format for your SOPs, using clear language, headings, subheadings, lists, tables, charts, diagrams, or images to convey your information. You should also document the reasons and sources for your revisions, and assign roles and responsibilities for implementing them.

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4 Communicate and train your SOPs

The fourth and final step to ensure your SOP is relevant and current is to communicate and train your SOPs to your stakeholders. This means informing them about the changes and updates that you have made to your SOPs, and explaining the benefits and expectations of following them. You should also provide them with the access and resources to view and use your SOPs, such as online platforms, manuals, or checklists. You should also conduct regular training sessions and workshops to teach and reinforce your SOPs, and evaluate and reward their compliance and performance.

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5 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 can you ensure your SOP is relevant and current?

1

2

3

4

5

1 Audit your SOPs

2 Collect feedback from stakeholders

3 Revise your SOPs based on findings

4 Communicate and train your SOPs

5 Here’s what else to consider

Business Operations

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How can you ensure your SOP is relevant and current?

1

2

3

4

5

1 Audit your SOPs

2 Collect feedback from stakeholders

3 Revise your SOPs based on findings

4 Communicate and train your SOPs

5 Here’s what else to consider

Business Operations

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