SOPs – Improving Facilities Operations

Standard Operating Procedure

Preventative Maintenance Procedure

Facilities Operating Procedure

cGxP – current Good Manufacturing Practices

Guidelines / Handbook

Is it really that necessary?

Is it really that necessary?

Reduction in rework Used to train, hold accountable, remind team of

steps Used by planner for parts, tools, inventory Safety, required for compliance Consistency, regardless of employee, staff Eliminate outside contractors possibly Customer (user, member, congregant)

Satisfaction Lower long term cost / expense

Why have Procedures

Let’s discuss today how SOP’s should be:

Simple Organized Prioritized Accessible

Show some Examples Opportunities for Procedure Improvement

Discussion / Questions

SOPs

Simple

Clear Repeatable Facility / Campus specific Owner’s manual simplified Check list, check boxes, maps, color coded Wording / Language related to Reader / User Volunteers able to complete after reading Makes training easier

Simple

Simple

Simple

Simple

Organized

Inventory Begin folders / binders / naming system Calendar system Code system Consistent across campus Directly related or same as PM / attached to

PM

Organized

Organized

Organized

Prioritized

List and Audit Impact to people Impact to operations Impact to facility What have people missed in past or made

mistakes at Lessons learned / incident reports Overall cost (for not having a procedure)

Prioritized

Prioritized

Accessible

Easy to get to Overcomes Language barrier – Understanding difference Laminated posted clipboard not removable Pictures – posted on wall Maps included - visual On-line… connected with PM - attachments Like SDS – in custodial closet where chemicals exist Location relevant… to tools, cart, building, classroom,

equip

Accessible

Accessible

Accessible

Accessible

Facilities Specific: PM’s / Operational Procedures / Checklist Fly system Baptismal Trailer Use checklist Coffee Station Time sheet Sewage Pumping station Quarterly vs Semi-Annual HVAC cleaning and filter

change. Carpet Cleaning procedure and checklist Fire Alarm Testing

Examples

Campus Wide: Employee Handbook Benevolence Policy Vehicle Policy Vacation / Time off Request Policy Wedding Policy Facility Use Policy Kitchen Policy Security Policy Childcare Guidelines New Ministry Start-up Request

Examples

Example – Fly System

WC Stage Manual Rigging SystemDo Not Operate: Trained Authorized personnel only 1. Inspect area around winch

(winch mount, bolts, clew, wire rope clamps for signs of damage or loose connections)

2. Raise (clockwise) bar slightly to take load on to the winch and remove load from safety cables (Using 5/8” drive handle or strong electric drill with 5/8” socket drive)

3. Disconnect safety cables from Clew4. Lower bar (counterclockwise) checking

all areas clear – Ensure everyone stands clearBar height above floor should be no lower than 5’

Example - Baptismal

Example – Trailer Towing

Example - Coffee

Classroom

Laundry / Kitchen

Example - GFCI

Example – Complex… Sewage

List – Prioritize Numbering / Code System Template Approval or review step Training and communication / marketing Publishing Standardize / Institutionalize / New Normal Enforce / Audit / Review Improve / Report

Getting Started

Template Name / Title Tools / equipment / Safety Time Location Steps Map / drawing / picture Sign Offs

Getting Started

Standardizing In-Box or folder holders or posted calendar, e-

mail notifications of assignments Sign off Steps / checkboxes and supervisor

review Labor hours reported on as confirmation “Resolve” or “Execute” work in database with

login Training and practice with application Show benefits to team, have parts on hand

previously ordered per calendar, ease of use

Getting Started

What areas are the most critical / important What areas are the most urgent What events / incidents in past point to a

need for a procedure

What SOP can you create or improve on your campus starting today?

Questions