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What are the best practices for maintaining and revising SOPs?

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Standard operating procedures (SOPs) are essential documents that guide the performance of various tasks and processes in a business. They ensure consistency, quality, compliance, and efficiency across different teams and departments. However, SOPs are not static; they need to be regularly maintained and revised to reflect changes in the business environment, customer needs, regulations, and best practices. In this article, you will learn some of the best practices for maintaining and revising SOPs in your business operations.

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1 Assign roles and responsibilities

One of the first steps to maintain and revise SOPs is to assign clear roles and responsibilities for the creation, review, approval, distribution, and implementation of SOPs. You should have a designated SOP owner who is accountable for the accuracy, relevance, and effectiveness of the SOP. You should also have a team of subject matter experts, reviewers, approvers, and users who are involved in the SOP lifecycle. By assigning roles and responsibilities, you can ensure that everyone knows their expectations and contributions to the SOP process.

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Kumar Gaurav

Audit & Assurance, SOP Advisory, Process Review, Management/ Internal Reviews, Due Diligence, Franchise Advisory Loss prevention & Fixed Assets Management Advisory and Controls
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Assignment of roles and its related KRA along with detailed process in order to be executed by whom and with what intent as well as which format and extent of desired results expectations are essential

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Amrit Pritam Nath

??Passionate Quality Management Professional | Driving Quality Excellence, Process Improvement & Regulatory Compliance | Experienced QA/QC Manager at Commercial Syn Bags Limited.
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Regularly review Standard Operating Procedures (SOPs) to ensure accuracy and relevance. Involve stakeholders in updates, consider industry changes, and document revisions meticulously. Implement version control, provide training on changes, and solicit feedback for continuous improvement. Regularly assess and adapt SOPs to evolving processes and technologies.

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Siva Sontineni

CQV Consultant
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There should be a schedule to review and update the SOPs accordingly, which means SOPs are correlating with systems and the MFG process. Besides, changes to systems and operating procedures should be reflected in the SOPs, and it is the Job of the Document owner to update the SOP; validation should confirm that changes made to the system are reflected on the SOP as part of their verification. For example, The place where I worked before changed syntesizer lines by replacing manual valves with Automated GEMU valves. When I was testing the changes on the system, I was making sure the operational SOP captured the changes with Vlave numbers and the sequence. I signed off the section once I saw my operational SOP caught changes.

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2 Establish a review schedule

Another best practice for maintaining and revising SOPs is to establish a regular review schedule that aligns with your business goals, needs, and standards. You should have a predefined frequency and criteria for reviewing your SOPs, such as quarterly, annually, or whenever there is a significant change in the process, system, or regulation. You should also have a mechanism to track and document the review process, such as a checklist, a log, or a software tool. By establishing a review schedule, you can ensure that your SOPs are up to date and relevant to your current operations.

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Amber K.

Regional Manager | Swiss Army Knife Professional | EGIA
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Maintain SOPs effectively by scheduling annual reviews. Assess for industry changes, regulatory updates, and user feedback. Form a cross-functional team, outline responsibilities, and use a version control system. Communicate revisions transparently to stakeholders. This systematic approach ensures SOPs remain current, aligned with industry standards, and optimized for operational excellence.

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Kumar Gaurav

Audit & Assurance, SOP Advisory, Process Review, Management/ Internal Reviews, Due Diligence, Franchise Advisory Loss prevention & Fixed Assets Management Advisory and Controls
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Continuing review and detailed analysis the review results and the finding will lead to identification of gaps which need to be further being analysed to review the impact in nature of intent of the management as to whether same is required at inception of the design of the process

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Devin Allen

Outside Sales Representative // Through Renuity's exclusive line of products, I help our customers add value to their homes & love where they live.
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I would also note, retention is key. Keep track of both your successes & failures for review when you assess your SOPs in the future. Looking back at your last assessment can help you identify patterns & zero-in on where you're dropping the ball consistently. Also, think about bringing your team in on the assessment process. A fresh set of eyes, especially ones learning your review process for the first time, can identify opportunities for improvement simply from having another perspective, where your more seasoned eyes may have glazed over from repetition.

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3 Use a standard format and style

A third best practice for maintaining and revising SOPs is to use a standard format and style for your SOP documents. You should have a consistent template, layout, font, language, and tone for your SOPs, as well as a naming convention, a version control system, and a numbering system. You should also follow the best practices for writing clear, concise, and accurate SOPs, such as using active voice, simple sentences, bullet points, headings, and diagrams. By using a standard format and style, you can ensure that your SOPs are easy to read, understand, and follow.

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4 Solicit feedback and input

A fourth best practice for maintaining and revising SOPs is to solicit feedback and input from the stakeholders and users of the SOPs. You should have a process for collecting and analyzing feedback and input from different sources, such as surveys, interviews, observations, audits, or reports. You should also have a process for incorporating the feedback and input into the SOP revisions, as well as communicating the changes and reasons to the stakeholders and users. By soliciting feedback and input, you can ensure that your SOPs are aligned with the needs, expectations, and experiences of your customers and employees.

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5 Train and test the users

A fifth best practice for maintaining and revising SOPs is to train and test the users of the SOPs. You should have a training program that covers the purpose, scope, steps, roles, and responsibilities of the SOPs, as well as the benefits, risks, and consequences of following or not following the SOPs. You should also have a testing program that evaluates the knowledge, skills, and performance of the users in relation to the SOPs, as well as the outcomes, impacts, and feedback of the SOP implementation. By training and testing the users, you can ensure that your SOPs are executed correctly and effectively.

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Kumar Gaurav

Audit & Assurance, SOP Advisory, Process Review, Management/ Internal Reviews, Due Diligence, Franchise Advisory Loss prevention & Fixed Assets Management Advisory and Controls
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All team has to continously trained and being educated in both intent of the management as well as the desired outcome of the process It is also required to make them educated in relation various outcome and review results as to make them take corrective actions

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Siva Sontineni

CQV Consultant
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Information dissemination is crucial in any industry, and it is more certainly true in the life science industry since it saves lives and millions of dollars of product and time. Regarding the SOPs, people should be trained well and tested. We can test the people's SOP skills by including the testing module in the training, increasing their confidence when working on the SOP. The other best training and testing practice for SOPs is to train the people right in front of the equipment by operating it which will help them think rationally and ask questions on SOP.

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6 Monitor and measure the results

A sixth best practice for maintaining and revising SOPs is to monitor and measure the results of the SOP implementation. You should have a set of key performance indicators (KPIs) that measure the efficiency, quality, compliance, and customer satisfaction of the SOPs, as well as the goals, objectives, and targets of the business operations. You should also have a process for collecting, analyzing, and reporting the data and information related to the KPIs, as well as identifying and addressing any gaps, issues, or opportunities for improvement. By monitoring and measuring the results, you can ensure that your SOPs are delivering the desired value and outcomes for your business.

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Kumar Gaurav

Audit & Assurance, SOP Advisory, Process Review, Management/ Internal Reviews, Due Diligence, Franchise Advisory Loss prevention & Fixed Assets Management Advisory and Controls
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It is most essential part of entire SOP If there is no mechanism for monitoring and measuring the outcomes the entire exercise will become futile and meaning less The periodically review is must for every process and SOP as to make it effective

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7 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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What are the best practices for maintaining and revising SOPs?

1

2

3

4

5

6

7

1 Assign roles and responsibilities

2 Establish a review schedule

3 Use a standard format and style

4 Solicit feedback and input

5 Train and test the users

6 Monitor and measure the results

7 Here’s what else to consider

Business Operations

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What are the best practices for maintaining and revising SOPs?

1

2

3

4

5

6

7

1 Assign roles and responsibilities

2 Establish a review schedule

3 Use a standard format and style

4 Solicit feedback and input

5 Train and test the users

6 Monitor and measure the results

7 Here’s what else to consider

Business Operations

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