SOP

SOP
•Standard operating procedures.

•How things are going to be
done.
•What to do?
•Who will do?
•Best way to do?.
SOP
•When you add a new employee to
your company or a new member to
your team, you can't expect them
to know everything from day one.
•And although you should certainly
take the time to train them, time is
always in short supply for training.
SOP
•That is why companies of all sizes
develop standard operating
procedures, or SOPs.
•These crucial process documents contain
necessary instructions on how to complete
critical processes or tasks in a company.
•Writing standard operating procedures
ensure that a company can keep running
smoothly as employees come and go.
SOP
•An SOP, or Standard Operating
Procedure, is merely a
documentation of how a process
works.
•SOPs work best as a step-by-step
list of procedures that anyone can
follow with a bit of training.
SOP
•Companies develop SOPs for a
variety of reasons.
•One of these is that SOPs help
reduce the training time for new
team members.
•Hand them a well-built SOP, and
they'll have a considerable head
start on completing the task at hand.
SOP
•the first point of introduction for new team
members.
• ensures continuity
•If someone who was crucial to the
team's success because of his
knowledge and experience leaves the
company,
•the process breaks down and can't be
completed.
SOP
•The master, officers, & crew of a
ship changes frequently
•But the ship does not stop running.
•New persons joining use the
procedures laid down and adapt
quickly & keep the ship running.
•Legal protection
SOP
•if you don't have a process documented,
•you don't have a process.
•You've got some steps that you
sometimes perform haphazardly.
•Standard operating procedures are just
that –
•standardized.
•They can be handed off to others without
the process breaking down.
SOP
•Enclosed space entry procedures.
•Hot work procedures.
•Procedure for overhauling main
engine.
•Tank cleaning procedure.
•Ship to ship transfer procedures
•Dry docking procedures
SOP
•Writing a SOP: (16 steps)
•1. How to present the SOP:
•Simple and easy
•Format
•Use ISO standards
•Template
SOP
•2. Gather relevant stakeholders:
•Use people who will be
responsible for the task
•Who has done these tasks before.
•More expertise & scrutiny
•Feels ownership
SOP
•3. what is the purpose?
•What do you want to achieve?
•New procedure?
•Improve already implemented
procedure?
•What was lacking in old procedure
SOP
•4. structure of the SOP?
•Where does this procedure
come in?
•The process before & after this.
•How often?
•Align with other
documentation
SOP
•5. scope of the procedure?
•Prevents wandering off to other
procedures
•WHY?
•What initiates this?
•What finishes this?
SOP
•6. use a consistent style:
•Familiar style
•Simple style
•Scannable,
•Printable
•Use action verbs
•Be concise
SOP
•7. use correct notation:
•For analysis later
•Data collection
•Standard format
SOP
•8. work out necessary steps:
•The main part
•Step by step
•Practical
•Sub tasks if required
•Easy to follow
SOP
•9. assess potential problems:
•What can go wrong
•Where can it go wrong
•Any changes required
SOP
•10. determine metrics against
which the SOP can be judged:
•Data analysis metrics
•Measurable
SOP
•11. test the process:
•Moment of truth
•Dry run
•Persons who have nothing to
do with it.
SOP
•12. send for acceptance to
superiors:
•Quality system requirements
•Checked by, Verified by, Approved
by, Version no
•Experience and expenditure.
•Legally acceptable.
SOP
•13. method of optimizing the
process:
•Next review date
•Validation
SOP
•14. run a risk assessment:
•Security of the document
•Interrelation with other processes
•Interrelation with other
departments
•Safety & environment protection
priority over speed
SOP
•15. create a flow diagram:
•Useful
•Easy to understand
•Easy tofollow
SOP
•16. finalize & implement:
•Congrats!
•End of the making process
•Put into use
•Followed by
SOP
•Storage:
•Where under whom
•Who has access
•Who has authority to change
•obsolete documents control
SOP
•Review & revision:
•While in use take feedback
•Need improvement make changes
•Other changes that will affect this
•Make change

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