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March 3, 2015
Creating a StandardOperating Procedures
Digital LibraryCorbin Fletchercorbin@sigertronic.comSigerTronic Systems, Belize City
March 3, 2015
Outline
Introduction
Publishing & Development of SOPs
Quality Control
General Information
PartI
Introduction
Brief Introduction
This Project will create a library of standard operating procedures (SOP) documents. We have begun working on articulating each ofour daily business processes;
I Each SOP is intended to function as a set of step-bystepinstructions on how team members can complete their jobsregularly and consistently or, “detailed, written instructions toachieve uniformity of the performance of a specific function”;
I Every SOP will be composed in a consistent format, be easyto read, and easy to follow;
I Our SOPs will insure that each operation is completedconsistently, and our companies standards are strictly adheredto.
Brief Introduction
This Project will create a library of standard operating procedures (SOP) documents. We have begun working on articulating each ofour daily business processes;I Each SOP is intended to function as a set of step-bystep
instructions on how team members can complete their jobsregularly and consistently or, “detailed, written instructions toachieve uniformity of the performance of a specific function”;
I Every SOP will be composed in a consistent format, be easyto read, and easy to follow;
I Our SOPs will insure that each operation is completedconsistently, and our companies standards are strictly adheredto.
Brief Introduction
This Project will create a library of standard operating procedures (SOP) documents. We have begun working on articulating each ofour daily business processes;I Each SOP is intended to function as a set of step-bystep
instructions on how team members can complete their jobsregularly and consistently or, “detailed, written instructions toachieve uniformity of the performance of a specific function”;
I Every SOP will be composed in a consistent format, be easyto read, and easy to follow;
I Our SOPs will insure that each operation is completedconsistently, and our companies standards are strictly adheredto.
Brief Introduction
This Project will create a library of standard operating procedures (SOP) documents. We have begun working on articulating each ofour daily business processes;I Each SOP is intended to function as a set of step-bystep
instructions on how team members can complete their jobsregularly and consistently or, “detailed, written instructions toachieve uniformity of the performance of a specific function”;
I Every SOP will be composed in a consistent format, be easyto read, and easy to follow;
I Our SOPs will insure that each operation is completedconsistently, and our companies standards are strictly adheredto.
Brief Introduction
Our SOPs will standardize our busi-
ness processes as well as provide us
with a corporate Quality Control (Qc)
mechanism while assuring consistency.
And they will facilitate communication
between team members. SOPs will in-
sure that all team members are pre-
forming the tasks in the same manner.
Standard Operating Procedures
Brief Introduction
Our SOPs will standardize our busi-
ness processes as well as provide us
with a corporate Quality Control (Qc)
mechanism while assuring consistency.
And they will facilitate communication
between team members. SOPs will in-
sure that all team members are pre-
forming the tasks in the same manner.
Standard Operating Procedures
Preferred Definition of an SOP
Definition 1: What is an SOP?
Standard Operating Procedures are sets of instructions hav-ing the force of a directive, covering those features of oper-ations which lend themselves to a definite or standardizedprocedure without loss of effectiveness.
Information
I Our SOPs will facilitate communication at all levels ofour organization;
I “The best written SOPs will fail it they are notfollowed”;
I Employee participation in the creation of SOPs is crucial.
Preferred Definition of an SOP
Definition 1: What is an SOP?
Standard Operating Procedures are sets of instructions hav-ing the force of a directive, covering those features of oper-ations which lend themselves to a definite or standardizedprocedure without loss of effectiveness.
InformationI Our SOPs will facilitate communication at all levels of
our organization;
I “The best written SOPs will fail it they are notfollowed”;
I Employee participation in the creation of SOPs is crucial.
Preferred Definition of an SOP
Definition 1: What is an SOP?
Standard Operating Procedures are sets of instructions hav-ing the force of a directive, covering those features of oper-ations which lend themselves to a definite or standardizedprocedure without loss of effectiveness.
InformationI Our SOPs will facilitate communication at all levels of
our organization;I “The best written SOPs will fail it they are not
followed”;
I Employee participation in the creation of SOPs is crucial.
Preferred Definition of an SOP
Definition 1: What is an SOP?
Standard Operating Procedures are sets of instructions hav-ing the force of a directive, covering those features of oper-ations which lend themselves to a definite or standardizedprocedure without loss of effectiveness.
InformationI Our SOPs will facilitate communication at all levels of
our organization;I “The best written SOPs will fail it they are not
followed”;I Employee participation in the creation of SOPs is crucial.
PartII
Publishing & Development of SOPs
Individual SOP Development
Key Conceptsû Identify key areas of our business that need attention
first;û prioritize the development of our SOPs with a focus in
these defined key areas;û detailed information should be collected about each
business process;û SOP are written with sufficient detail, so any team
member can easily reproduce the steps;û then tested for adequacy and completeness prior to being
published.
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Phases of De-velopment
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Phases of De-velopment
Plan
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Phases of De-velopment
Plan Rough Draft
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Phases of De-velopment
Plan Rough Draft
Test &Approval
Specific Phases of Planning and Development
PublishingEvery SOP should go throughthe same sequential steps beforebeing approved and thenpublished. These phasesare. . . e.g., plan, draft, approval,then publish;
Phases of De-velopment
Plan Rough Draft
Test &ApprovalPublish
PartIII
Quality Control
Establish a System of Quality Control
Quality Control (Qc)In this Phase we need toestablish a system of qualityreviews (e.g., . . . review all SPOsonce once every two years?) sothat as business process advancewe can edit our SOPs so theyremain accurate and up-to-date;
SOP Libray
Quality ControlReview
Committee
Quality Review
Publish
Approval
Test
Draft
Plan
PrioritizeDevelopment
CollectInformation
IdentifyKey Areas
Reasearch
Some Quality Control Mechanisms. . .
§ After a rough draft of an SOP is written it will need tobe tested for validity. This process will insure that thepublished SOP is accurate and contains sufficient detail.
§ With required reviews we can prevent our SOPs frombecoming out-of-date and assure that each SOP reflectsthe most current information about our operationalprocedures.
§ Each SOP should be written in plain language, be easy toread, and easy to follow. The ultimate goal; however, isto provide sufficient amount of detail so that any teammember can complete the process correctly andefficiently.
§ Whenever possible team members who perform these taskshould be involved in the process of developing the SOP.
Some Quality Control Mechanisms. . .
§ After a rough draft of an SOP is written it will need tobe tested for validity. This process will insure that thepublished SOP is accurate and contains sufficient detail.
§ With required reviews we can prevent our SOPs frombecoming out-of-date and assure that each SOP reflectsthe most current information about our operationalprocedures.
§ Each SOP should be written in plain language, be easy toread, and easy to follow. The ultimate goal; however, isto provide sufficient amount of detail so that any teammember can complete the process correctly andefficiently.
§ Whenever possible team members who perform these taskshould be involved in the process of developing the SOP.
Some Quality Control Mechanisms. . .
§ After a rough draft of an SOP is written it will need tobe tested for validity. This process will insure that thepublished SOP is accurate and contains sufficient detail.
§ With required reviews we can prevent our SOPs frombecoming out-of-date and assure that each SOP reflectsthe most current information about our operationalprocedures.
§ Each SOP should be written in plain language, be easy toread, and easy to follow. The ultimate goal; however, isto provide sufficient amount of detail so that any teammember can complete the process correctly andefficiently.
§ Whenever possible team members who perform these taskshould be involved in the process of developing the SOP.
Some Quality Control Mechanisms. . .
§ After a rough draft of an SOP is written it will need tobe tested for validity. This process will insure that thepublished SOP is accurate and contains sufficient detail.
§ With required reviews we can prevent our SOPs frombecoming out-of-date and assure that each SOP reflectsthe most current information about our operationalprocedures.
§ Each SOP should be written in plain language, be easy toread, and easy to follow. The ultimate goal; however, isto provide sufficient amount of detail so that any teammember can complete the process correctly andefficiently.
§ Whenever possible team members who perform these taskshould be involved in the process of developing the SOP.
PartIV
Standard Operating Procedures GeneralInformation & Future Work
Who Will Read Our SOPs. . .
Intended AudienceI Current EmployeesI Future EmployeesI Anyone Who Will Perform
the Task
Intended AudienceI Temporary PersonalI Upper ManagementI Government Officials
Who Will Read Our SOPs. . .
Intended AudienceI Current EmployeesI Future EmployeesI Anyone Who Will Perform
the Task
Intended AudienceI Temporary PersonalI Upper ManagementI Government Officials
Why Write SOPs
sops: The intention of our SOPs can be stated as, a set ofwritten detailed instructions, or step–by–step instructions,on how to complete a single business process.
Standard Operating Procedures
♣
Why Write SOPs
Two Specific Reasons We Wrote Our SOPs. . .û We designed our SOPs to help streamline individual training
while maximize daily operational efficiency and increaseproductivity;
û Furthermore, each SOPs is specific to our organization andeach SOP will serve as a historical and factual record of whenour standards were established.
Where To Find Our SOPs
I All our SOPs are store in SigerTronic Systemssharepoint directory.https://sigertronicsystems.sharepoint.comThen sub directory | SOPs | published_sops
I All employees need access to our SOP library.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:
I Our digital library is not user friendly;I It could be confusing for novice computer users;I Our current design does not scale well andI It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:I Our digital library is not user friendly;
I It could be confusing for novice computer users;I Our current design does not scale well andI It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:I Our digital library is not user friendly;I It could be confusing for novice computer users;
I Our current design does not scale well andI It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:I Our digital library is not user friendly;I It could be confusing for novice computer users;I Our current design does not scale well and
I It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:I Our digital library is not user friendly;I It could be confusing for novice computer users;I Our current design does not scale well andI It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Future Work & Development of Our Digital Library. . .
Our current standard operating procedures digital library hasseveral particular design flaws:I Our digital library is not user friendly;I It could be confusing for novice computer users;I Our current design does not scale well andI It lacks professionalism.
I took the initiative to design a relevant solution for our particularneeds. My solution directly address the design flaws present in ourcurrent digital library design.
Any Questions. . .Thank You for Your Attention.
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