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Before you Start Writing Your Standard Operating Procedures

Yesterday we looked at the lifecycle of writing Standard Operating Procedures. We outlined ten different stages in the writing process. What We will discuss today is what needs to be done before you start the actual writing. This includes the prep work necessary before the writing team is assembled and also other issues such as getting budgets, equipment and other resources.

The process of developing Standard Operating Procedures (SOPs) involves ten key stages. The approach we have used here is to assume that you are starting from scratch and want to develop your SOPs in a structured manner, so that you can share your style guide, templates, and naming conventions across the writing or those who will also be involved in the writing process.

What's the first step?

The first thing to do is decide who will write the actual SOPs (Standard Operating Procedures).

I know this sounds obvious but in many companies there are no dedicated Procedure Writers and the task is often ¡®shared' with other team members. Some of these will be willing to help, others will resist or may not have the time to assist you.

Document Control

Process Improvement - writing SOPs provides opportunities to refine current processes. Feedback received during this activity helps identify limitation of the current processes and potential problems that may arise.

Document Control

Regulatory requirements - SOPs help address legislative and regulatory requirements. Developing and maintaining SOPs is an effective way to address safe work practice regulations.

Staff Performance - SOPs clearly describe what staff are expected to perform in the workplace. SOPs remove ambiguity and provide an objective mechanism for evaluating their performance.

Standardization - SOPs identify roles and responsibilities. SOPs clarify decision-making requirements and chain of commands.

Clarifications Spreadsheet

Training material - SOPs can be used in training programs, workshops and exercises. SOPs improve the understanding of work requirements and identify potential problems.

Download the SOP Template Pack

The templates included in this pack are in Microsoft Word and Microsoft Excel format. You can download all templates online for only $9.99.

More details about the SOP template pack are here.

The template pack includes the following documents:

SOP Template (Detailed)	7 pages
SOP Single Template	1 pages
SOP Guidebook	11 pages
Sample - RFP Pre-Issuance Procedure	7 pages
SOP Log Book	7 pages
SOP Document Control	3 pages

Standard Operating Procedures (SOP) Manual - this is used for writing and maintaining multiple SOPs, for example, all SOPs for the HR Department.

Standard Operating Procedures template - this is used for writing and maintaining standalone SOPs.

Standard Operating Procedures Guidebook - this describes how to write SOPs. The guidebook includes the following sections:
- Planning
- Requirements
- Writing Standard Operating Procedures
- Level of Detail
- Consistency
- Writing Style and Language
- Writing Conventions
- Numerical Information
- Component Information
- Procedure Titles
- Headings
- Step Numbering
- Procedure Organization
- Revision Status
- Precautions and Limitations
- Prerequisites
- Terms, Definitions, Acronyms, and Abbreviations
- Writing Action Steps
- Writing Conditional Action Steps

Standard Operating Procedures Log Book - this is used for controlling new SOPs, numbering SOPs, and ensuring that all SOPs are authorized before creation.

Excel spreadsheets - these 3 Excel files will help you manage document control, clarifications that arise during the analysis phase and monitoring roles and responsibilities.

Sample template - this sample template documents the pre-issuance procedure when developing Request for Proposals.

Document Control

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Supports Windows 98, 2000, 2003, 2007, 2010, XP, Vista & Apple Mac.

* Note: All prices are in US$ and for a single user license.

FAQs

Q: What file formats are the templates?

A: Microsoft Word and Excel. The files work in Word 97-2010. They also work on Apple Macintosh.

Q: How soon can I download them?

A: You can download the files instantly.

After you pay online, you are automatically sent to a page where you can download the templates online.

Q: What is the End User License Agreement?

A: You can read the License Agreement here