© Crown copyright Met Office Standard Operating Procedures in service to Disaster and Media Communities Sarah Davies 29 th November 2012

© Crown copyright Met Office What is a Standard Operating Procedure (SOP)? A standard operating procedure is: a prescribed procedure to be followed routinely written procedure prescribed for repetitive use as a practice, in accordance with agreed upon specifications aimed at obtaining a desired outcome (

© Crown copyright Met Office SOPs A routine that is followed every time a known situation occurs. Often resulting from frequent attempts to provide the end solution. If SOPs are written down and documented simply, anyone can follow the instructions to make sure the procedure is completed in the same way and to the same standard as the previous time the procedure was carried out.

© Crown copyright Met Office Why are SOPs important? Best practice SOPs are what you believe to be the most efficient, most effective way to complete that operation. SOPs help a business have predictable end results, something that can be repeated again and again. SOPS help a business to maintain the quality and consistency of its service

© Crown copyright Met Office Establishing SOP within Met Office How do we find the answers to these questions? Talk to our colleagues Experience Then what? Agree what the SOPs will be Then what? Test the SOPs – Improve them if necessary Make sure everyone knows what the SOPs are, where they and kept and how to follow them

© Crown copyright Met Office A simple example Weather warning has been issued: 1)Send the weather warning by to the customer distribution list. Include information about where the distribution list is held 2)Contact observation sites to inform of warning. 3)Contact the Fire and Rescue Service by telephone to confirm receipt of the warning. 4)Archive the warning in weather warnings folder. 5)Notify forecaster that warning has been sent and customers have been contacted. 6)Prepare media script for the local radio. 7)Send the media script to the radio station. 8)Contact the radio station to confirm receipt and discuss broadcast times.

© Crown copyright Met Office Flood Forecasting Centre SOP for issuing the Flood Guidance Statement

© Crown copyright Met Office

Summary SOPs are a way of formalising a routine. They often result from several attempts to carry out the same task, which results in identifying the most efficient way to carry out the task. SOPs can be used internally for NMHS to organise their own work procedures SOPs can be used between organisations NMHS can use SOPs to ensure consistent service and delivery of products to customers Customers can use SOPs to provide feedback and services to NMHS E.g. by making sure they contact the NMHS to say they have received a warning.

© Crown copyright Met Office Questions

© Crown copyright Met Office Discussion Your experiences in implementing SOP’s since the last workshop Work with your own NMHS colleagues Part A What internal SOP’s have you implemented since the last workshop? How did you go about writing them down? How successful have they been/have they helped? Part B Have you been successful in implementing any SOP’s with other organisations? Be ready to feed back in 15 minutes