If you want to delegate a task and make sure it's done correctly, you'll need to make a "Standard Operating Procedure" (SOP) to document your business processes.
In this blog post, we will discuss what standard operating procedures are and why they are important for businesses. We will also provide tips on how to write an effective SOP document. Let's get started!
What is a Standard Operating Procedure?
A Standard Operating Procedure (SOP) is a written document that outlines the steps necessary to complete a task. It is a step-by-step guide that provides clear instructions on how to perform a task, so that anyone who reads it will be able to understand and follow the steps.
Standard operating procedures are created to instruct workers on how to complete a task efficiently and uniformly. Since an SOP is designed to bring someone up to speed who has no familiarity with the task at hand, every step in the process should be detailed enough to train a newbie.
Why are Standard Operating Procedures Important?
There are many reasons why SOPs are important for businesses.
Reduce Friction during Onboarding
When a new employee joins your team, they will need to learn how to perform the tasks that are assigned to them. By having an SOP in place, you can provide them with clear and concise instructions on what needs to be done. Although it takes some time to put together at first, any worker filling that same role in the future will be able to hit the ground running.
Improve efficiency over time
By documenting the steps necessary to complete a task, you can identify any areas where the process can be improved. When every step is laid out clearly, it becomes easier to spot inefficiencies and make changes. Over time, these individual steps can be modified and improved to increase efficiency.
Ensure quality control
SOPs help to ensure that tasks are completed consistently and correctly every time. By having an SOP in place, you can be confident that every task is carried out in the same way, which can help to improve the quality of your product or service.
How to Get Started
Now that we've discussed the importance of SOPs, let's go over some tips on how to write an effective one. The best SOPs have written instructions AND videos to clearly describe the task at-hand.
Establish the purpose
Before you start writing, it's important to establish the purpose of the SOP.
What task are you trying to document? Who will be reading it? How do I craft this in a way to where someone with zero background on the task could follow the SOP and produce the required result?
Keep these questions in mind while writing your SOP for maximum effectiveness.
List the steps
Once you have a clear purpose established, it's time to start listing out the steps necessary to complete the task.
Start by writing down every step of the process. Next, write detailed instructions on how to perform that step. Be sure to include enough details so that someone with no prior experience could effectively perform the task!
Add screenshots and/or video
In addition to written instructions, it can be helpful to include screenshots and/or videos to further illustrate the steps. By including both written instructions and visual aids, you can be confident that your SOP will be clear and easy to follow.
There are many useful applications for taking screenshots or video. On Microsoft, you can press the Print Screen button or use the Snipping Tool to capture a screenshot. On Mac, you can use the built-in Grab application or "command + shift + #".
For video, we recommend using Loom - it's free to download and very intuitive!
Test the SOP
Once you have your SOP written and illustrated, it's time to put it to the test. The best way to do this is to find someone who is unfamiliar with the task and have them follow your instructions. If they are able to complete the task using your SOP with little or no questions asked, you're good to go!
Conclusion
SOPs are an important part of any business. By taking the time to write an effective SOP, you can improve efficiency and reduce friction during onboarding. Having an SOP in place is necessary to ensure that workers can be trained effectively and so tasks are completed consistently and correctly.
We hope this guide has been helpful in getting you started on writing your own SOP!
