Sops template

See Smartsheet in action. Watch a free demo. Standard operating procedure software provides centralized, often cloud-based, support for SOPs. Functions include purpose-built templates for documents, document and change control, review scheduling, tracking for revision approvals, task tracking, training and logging of training sessions, acting as a central repository for documents, and more. Many regulations and governance frameworks call for standard operating procedures to be defined, enacted, and periodically reviewed.

In these instances, SOPs prove that your organization follows guidelines in day-to-day activities and provide a structure for capturing the details of tasks and activities. Use SOPs to show compliance with some of the following standards and regulations:. A template should guide you as to what content to include. Here are the main characteristics of an SOP:. An SOP generally includes two parts: identifying information document control information and content, which includes the procedures and supporting information.

Identifying Information Document Control Information or Metadata : Document control information, such as the logo, the title of the SOP, and so on, is often rendered in a table on the front page or at the top of the document.

However, if you have a simple one- or two-page SOP, you can also list this information along the left margin. Here are some examples of metadata:. SOP Content: Although your organization may need more or less of each type of element, an SOP usually contains the following sections:. Creating an SOP may seem daunting.

But, if you follow a few simple steps, you can quickly get your document on track. To learn more about writing an SOP, read this article. A template saves users time by eliminating the need to format the document with fonts, styles, and colors.

More importantly, it reminds users of the types of information they must include to create an effective document. If you are creating a new SOP template or customizing one for your organization, follow these steps:. No matter your line of business, help desk SOPs guide your customer service staff to process online and telephonic customer problems and questions, providing consistency and structure to staff responses. Complete this help desk SOP template to describe such things as information to collect during first contact with a customer, prioritization of issues based on a predefined priority matrix, troubleshooting steps for known issues, and customer follow-up processes.

Standard operating procedures are crucial to maintaining consistency and quality of service in a hotel. An SOP can form the basis of a checklist for daily tasks and provides training material for new employees and refresher material for existing employees. A hotel usually has multiple short SOPs covering everything from the check-in process to bill disputes to evening bed turndown.

This Word template helps you describe how bell desk staff should greet new guests on arrival, move luggage, gather luggage, assist guests on checkout, and organize and store guest items in long-term storage.

Standard operating procedures are crucial to the efficiency and safety of any laboratory. Although not every process or chemical is governed by law, SOPs help employees, students, and others in a lab work safely with chemicals and processes that can cause injury or workspace damage. Laboratory SOPs in particular should be collaborative efforts that leverage the expertise of people who work daily in your facility. Also, augment your own processes by using data sheets and manufacturer documentation to understand and describe substances and equipment.

Would you prefer instructions with detailed visuals explaining each step, or would you prefer them text-only? The same thing applies to standard operating procedures. Standard operating procedure documents ensure consistently high-quality work performance and results across an organization. They are used both for new hires and for training existing team members on new equipment, procedures or tasks.

Training and staff development are the primary reasons to use standard operating procedures in business. Effective SOPs become a go-to resource for team members to reinforce their training, and they ensure all necessary steps to complete a task are done every single time. Using Venngage for Training and Development can inject life into otherwise boring corporate communications like SOP documents and forms. Keep your team engaged by creating polished SOP documents for new hires and existing employees.

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SOPs can help streamline business processes, improve employee safety, maximize efficiencies, and minimize waste. They are vital to avoiding unplanned shutdowns caused by inexperienced employees. Without appropriate procedures in place, companies risk employees performing tasks their own way, potentially compromising safety.

According to the American Management Association, 30 to 50 percent of employees avoid taking responsibility in the workplace. Digitized SOPs provide workers with how to complete procedures in real-time. Additionally, the International Labour Organization reports that 2. Most of these injuries can be avoided by incorporating safety procedures into existing workflows.

Standard operating procedures enable organizations to run like well-oiled machines while keeping workers safe! Written SOPs vary from single documents to multiple forms that include a combination of explanatory tools.

Regardless of the format, SOPs should include the previously mentioned five elements: purpose, procedures, scope, responsibilities, and accountability measures. Operational managers should choose formats that most clearly explain the process at hand. Below are common SOP formats:. SOP checklists are a simple method of writing standard operating procedures. You can use a word-processing program to create a header, insert checklist items, print documents, and distribute them to employees. You can find SOP templates online.

However, the best ones often require payment to download. Alternatively, managers can use a CMMS, like MaintainX, to create, assign, and monitor digital checklists that employees can fill out via mobile devices. The advantages of using digital checklists include increased accountability, enhanced organization, and digital audit trails. Step-by-step SOPs include numbered or bulleted lists that outline the steps necessary to complete processes.

They are checklists without the built-in accountability of a checkbox. This SOP format is best suited for straightforward tasks that require little to no explanation.

Examples include setup and cleanup instructions, digital login sequences, and instructions for proper equipment use. Hierarchical-steps SOPs are suitable for procedures with multiple steps, often involving complex decision-making. While a step-by-step SOP will bullet point steps 1, 2, and 3, a hierarchical SOP will include steps 1a, 1b, and so on. For example, say Step 1 instructs an employee to log in to their account. Step 1a may direct them to input their username, and step 1b may tell them to input their password.

As such, hierarchical SOPs also can be formatted as checklists. Flowchart SOPs are best suited for unpredictable results. If a process includes several possible outcomes, use a flowchart format to map and plan your procedures.

As illustrated below, the outcome of each step impacts the direction employees should take next. The right SOP format ensures team members—both new and old— always know the right path to take to achieve consistent outcomes. This particular procedure outlines necessary preventive maintenance steps for a factory floor piece of equipment:.

Managers must carefully think through each step included within an SOP—no matter how seemingly small. Work Instructions should convey clearly what actions must be taken to avoid mistakes, inefficiencies, and downtime. The organization should first collect information on the procedure, process, and activity.

For example, an organization can develop a cleaning SOP to ensure that its premises are always spotlessly clean. Organizations that have developed SOPs in the past can rely on previous templates rather than create new ones. Those developing entirely new SOPs or new business processes can choose any of the formats discussed above. This depends on their business needs and processes. The employees perform the tasks. According to Balance , employee involvement is the key to change management.

The use and applicability of the SOP should be clearly defined. Outline the business processes that will use the SOP. At this stage, the organization should identify the SOP audience.

Write the SOP specifically for this target audience.