How to Examine Alternatives To The Current As Is Process
The next step is to look at alternative ways of performing this
process and contingencies that need to be considered when developing
the new process.
At this point, you should understand how the current process
works. What you want to do is see:
- Where it can be improved.
- How the process can be streamlined so there are fewer
activities, transactions, manual interactions required.
- Who needs to be involved in the revised process.
- What technologies are required to perform these tasks.
- What parallel processes must be performed for the primary
process to work correctly.
- What sub-processes need to be developed to support the new
There are several ways to approach this. One is to look at the
actors in the process, (for example, the Cashier) and see how his
role could be streamlined.
- What activities can be removed?
- What activities could be collapsed into a single activity?
- What tasks could be automated?
- What activities could be changed so there are fewer activities
- What security measures need to be considered, for example,
sharing information between department and/or with partners.
Here's an example from the real world.
When I apply to have my credit card limit increased, the process
works as follows:
- Ivan contacts his Local Branch.
- Local branch tells me to call another number. They can't
forward me for technical reasons.
- Ivan called the Credit Card office.
- Credit Card Dept ask me to fax in the paperwork, e.g. utility
bill. They do not accept documents over the web. Oddly enough, you
can apply for a credit card and even a mortgage over the webˇ.
- Credit Card Dept faxes this to Relationship Manager at Local
Branch for verification purposes.
- Local Branch forgets to process my applicationˇ Relationship
Manager may have moved to different office.
- Credit Card Dept don't follow up.
- Ivan calls Credit Card Dept to remind them to chase up Local
- Ivan needs to send over the documents again.
- Does Ivan do this? You know the answer, I'm sure.
OK, clearly this process could be improved if I could give the
documents to my Local Branch instead and if there was a reminder
for the Credit Card Dept to follow-up if they did not hear back from
the Local Branch. Otherwise, applications disappear into black hole.
FYI ¨C actually, I did. While re-sending the documents was an
inconvenience, I wanted to finish this task and move on to the next
thingˇ which you can read about tomorrow.
Table of Contents
Before you Start Writing Your Standard Operating Procedures
How To Find Procedure Writers
How to Get a Budget
How To Cost The SOP Project
How to Get Management Support For Your SOP Project
How to Find An Executive Champion
How To Setup the Procedure Writing Team
How To Define Roles in the Procedure Writing Team
How to Create SOP Writing Guidelines
How to Organize the Information Gathering Phase
How to Test the Current As Is Business Process
How to Examine Alternatives To The Current As Is Process
How to Write Standard Operating Procedures
How to Write Your First Procedure
How to Number Each Step in the Procedure
How To Capture Exceptions in
How to Use If Then Tables For Complex Procedures
How to Test Standard Operating Procedures
How to Get SMEs to Test Procedures
How & When to Sign Off the Procedure
How to Publish the Standard Operating Procedures
How to Control Documents
How to Use Track Changes
How to Use Naming Conventions
How to Convert SOPs to PDF
How to Upload SOPs to the Document Management System
How to Create a SOP Document Archive
How to Backup SOPs Archives & Store Offsite
How to Implement Procedures
How to Schedule Assessments
- 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.
- 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.
- 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
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:
- RFP Pre-Issuance Procedure
- Standard Operating Procedures (SOP) Manual
- this is used for writing and maintaining multiple SOPs, for example, all SOPs for the HR
- 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
- Writing Standard Operating Procedures
- Level of Detail
- Writing Style and Language
- Writing Conventions
- Numerical Information
- Component Information
- Procedure Titles
- Step Numbering
- Procedure Organization
- Revision Status
- Precautions and Limitations
- 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
for $9.99 - Buy