Developing Standard Operating Procedure (SOP) Presentation-5

Defining SOP SOPs detail the regularly recurring work processes that are to be conducted or followed within an organization. They document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirements and to support data quality.

Why SOP People need consistency to achieve top performance. Doing jobs the same way every time rather than wondering, “How does the boss want it done today?” improves productivity. SOPs will reduce system variation, which is the enemy of efficiency and quality control. Well-written SOPs facilitate training. Having complete step-by-step instructions helps trainers ensure that nothing is missed and provides a reference resource for trainees. People tend to be supportive of the things they help create. Involving employees in developing SOP ensures their involvement in implementation.

Why SOP SOPs can help in conducting performance evaluations. Employees can coach and support each other if there is documentation available on exactly how various tasks must be done and everyone knows what their co-workers are supposed to be doing. This can also help generate a more cooperative team approach to getting all the daily tasks done correctly, everyday. Having SOPs can encourage regular evaluation of work activity and continuous improvement in how things are done.

Steps for preparing a good SOP Using the following steps will aid in your organizing efforts: Identify the key areas of concern for your operation where SOPs might be useful. For example, Assessment of crop damage, carcass disposal, providing safe drinking water, quality monitoring of drinking water, regulating the use of chemical fertilisers and pesticides, monitoring of soil health etc. Identify all the processes, functions or operations that occur within each of these areas.

Steps for preparing a good SOP Group together and combine or subdivide further (whichever makes sense for your operation) all the important processes, functions or operations within each area. Identify the functionaries who handle those processes. List out the problems/dilemmas they often have to face in carrying out those processes. List out the resources that are required to carry each of the processes. List out the help and support to be enlisted from higher level functionaries.

Steps for preparing a good SOP List out the help and support (convergence) required from other departments and agencies. Clearly mention the role civil society groups can play. Describe the nature of partnership needed with the community at large for certain processes. Figure out the expectations from the individual households and modus operandi to engage them. Priorities the actions for each individual process in the order they should be taken by each of the persons involved in that process.

Steps for preparing a good SOP Indicate time sequences and timeframes for individual action points. In some situations, more than one action may have to be taken simultaneously by different persons or agencies. To illustrate such complexities, flow chart should be used in the SOP. Annotated pictures also make the SOPs intelligible for grass-root level functionaries. For example, a photo illustrating how a work site/relief centre/food or fodder distribution centre/medical camp/field hospital should be set up or arranged will save a lot of complex written instructions. Mention references to other associated SOPs.

Writing style for SOP SOPs should be written in a concise, step-by-step, easy-to-read format. The information presented should be unambiguous and not overly complicated. The active voice and present verb tense should be used. The document should not be wordy, redundant, or overly lengthy. Keep it simple and short. Sentences should be short and crisp and arranged as far as possible with bullet points or short paragraphs. If SOP becomes too large, break it into sub-SOPs. Identify the best individuals to lead the development effort for each SOP. Get everyone on board. Train the functionaries and control procedural drift. Have a system of regular revision and updation of SOP.

Structure of SOP Title Purpose Scope Task description. Personnel Roles. Materials, equipments, resources required. Role of persons outside the department, including functionaries of other departments, civil society groups, community and households. Action points with time sequencing and timeframe for completion and personnel involved. Reference to associated SOPs. Quality check and oversight mechanism.

Let’s identify anyone of the critical processes of our department and try to write a SOP.