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Getting Started with SOPs
Getting Started with SOPs
Standard Operating Procedures
Introduction to Standard Operating Procedures (SOPs)
SOPs are used to document procedures used in a Team or across the business in a repeatable format.
SOPs should be written in a style and format that allows for the person following the procedure to deliver the same outcome to the same quality as the person documenting it.
Benefits of SOPs
Improves onboarding
New starters have a list of procedures to follow. This gives them a learning activity to step through, while also providing the teacher a guide to help lead the learning process.
Improves quality and consistency
If all team members follow and contribute to the process; they share ideas and improvements; resulting in an overall improved process raising the quality and outcomes for the team.
Allows for scalability
Having SOPs allows for larger teams (with reduced training effort) and introduction of other offices; providing consistency nationally.
Highlights gaps and areas for improvement
By documenting processes; gaps for processes and responsibilities are easier to identify. Additionally, this can lead to improvements in cross-team (cross functional) processes by increasing visibility across the organisation.
Ethos SOP Project
Ethos is at the start of documenting processes in a consistent manner across teams. There may be existing processes, but this project will push the quality and coverage of processes to a higher level.
The project will initially start with a target team and smaller number of processes. Once the SOP process is vetted; other teams will adopt a schedule to document their own processes.
How is the project managed?
From a management point of view; the project is managed out of Monday.com. This covers the high-level tasks and links for the project up to the point that the SOP process is Business as Usual.
Chat to Andrew Badge if you have questions.
Scribe and SharePoint
Ethos is using Scribe (scribehow.com) to help author the SOPs. Selected Team member will be tasked in documented their process. The process will then be approved by the manager or Team leader and published into SharePoint as a final document.
If there are further changes to a process; the steps are repeated:
- Team member updates the process
- Manager or Lead approves
- Process is published to SharePoint
Scribe:
https://scribehow.com/workspace#dashboard
SharePoint: Processes and Guides https://ethosbuilding.sharepoint.com/sites/Knowledgebase/Processes%20and%20Guides
What about an existing documented process?
Its suggested the process should be re-documented using Scribe if there is benefit.
Having all processes in Scribe has the benefits:
- Processes are in the one place to find
- Existing processes are easier to update and improve
Using Scribe
Signing up and Licensing
Not everyone in the business needs to use Scribe. Only designated team members need to use Scribe.
If your manager or Team leader needs you to use Scribe; sign up to Scribe at https://scribehow.com. Ethos has Pro Team licenses that will need to be assigned.
Setting up Scribe in Google Chrome or Microsoft Edge
Commonly you’ll be documenting processes in your browser. This requires the Scribe Chrome extension installed.
Don’t worry; once logged in Scribe will pester you about installing it.
In the Chrome store click Add to Chome
When promoted click Add extension
And don’t forget to Pin the extension to your browser
Don’t use Chrome or Edge?
Either use Chrome or Edge to record SOPs only. Or you can use the Desktop Scribe App. Chat IT if you need this installed.
How to create SOPs
How to capture a Scribe using the extension
Scribe Help Centre
https://support.scribehow.com/
Approval Process
Good practice: Send your new SOP to another team member. Get them to follow your process and highlight any steps missing or steps they didn’t understand.
Once you think the SOP is ready to be published; send it to your Manager or Team leader for review prior to publishing.
How to publish SOPs to SharePoint
See How to Export and upload an SOP to SharePoint.pdf
Important Notes
Be descriptive
The goal of creating a SOP is ever other staff member will perform the task to the same quality as you do. Include the details or notes that would help all staff members (new and experienced).
Capture every step so the next person can follow it exactly the same way.
- Record each click or menu selection made.
- Record every piece of text entered, including commands, names, and data inputs.
Don’t assume they should know how to do this
When creating steps don’t include detailed steps as a single line “e.g. create a workorder” without detailing the steps involved.
Without the details:
- New staff members will be lost and need manual help
- Other staff members may perform different steps leading to inconsistencies
What if my steps are better than the existing SOP?
Chat to your Manager or Team leader; and update the documented process if yours is better.
Don’t include sensitive information or passwords
If you’re documenting a process that includes a login, password or other sensitive information; ensure its not visible or recorded in the SOP.
e.g. Its assumed each individual has their own Prime login. You should not document your own personal Prime login.