Standard Operating Procedures (SOP) Creation to Implementation
Czarina Yosa
Business Consultant
Founder
Operations Manager
ClickUp
Google Drive
Notion
Overview
A family-owned food distribution company located in Laguna, Philippines was in need of SOP's to document their operations and make training of new employees easier and faster.
What I Did
Performed interviews with key stakeholders and employees of the company to learn more about the whole business process to make sure all activities will be documented
Created, reviewed, and revised 38 SOP's of the company within 3 weeks
Facilitated training of personnel to ensure everyone is on the same page even before implementation
Uploaded it to Notion for easier viewing for all employees
Remarks: Images are not available due to confidentiality.
1. Data gathering and observation
The initial step I took on this project was to get to know the company and how it goes by its day-to-day activities. The key stakeholders were interviewed about their OGSM. Their KPIs were also provided to ensure that during the process, all improvements that can be done to support them can be suggested.
The employees were then consulted regarding their daily activities and who they interact with, what department supports them, and what departments they support. All the resources needed to perform the task were also enumerated. The detailed step-by-step process was then listed.
2. Defining the scope
The majority of the processes in the company were interconnected. Therefore, defining the scope was really vital for this project.
The SOP's were created per activity per department (E.G Purchase Order Creation for Purchasing Department).
The more detailed yet brief an SOP is, the more effective it is for employees.
3. Documenting the procedure
Equipped with the data from the observations and interviews, the exact steps needed to perform a process successfully were then written.
The SOP includes the following information:
Policy
Purpose
Owners
Process
Procedure
Created By
Date Created
Date Revised
Next Review Date
Revised By
Attachments
4. Reviewing and testing the SOP
A draft of the SOP was sent to team members for their review. Grammatical and technical errors are noted.
The SOP draft is also tested to ensure that the steps involved in the process are documented and if followed, it will provide the desired outcome.
Process improvement can also be done during this part, in order to optimize the operations.
6. Revising the SOP
All revisions done during the review and testing were reflected in the final draft. The SOP will then be routed for approval by all relevant stakeholders.
7. Distributing the SOP
Once the SOP has been approved, a controlled copy of the SOP is kept by the originating department for safekeeping. Copies are then provided to all relevant departments.
8. Training the personnel involved
In order to ensure that all team members are informed of the new SOP, the following were prepared:
Training plan
Training materials
Read and understood forms
Certificates, if applicable
The training was conducted before the implementation date.
9. Implementing the SOP
Once training has been done and the implementation date arrived, the SOP was strictly followed.
A review date has also been nominated to ensure that SOP will remain up to date and relevant.
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2020
