How to Implement Procedures
The best way to implement policies and procedures is to ensure
they are well-written, useful, and simplify things for the reader.
Use this checklist to ensure that your SOPs get implemented
Understand the Reader's Needs
Put yourself in the reader's shoes. All they see is another email
telling them they have to do something. Or worse. Do something
different. This makes people resist even BEFORE they've opened the
email. So, step back and see how you can make the reader WANT to
read your policy or procedure. How? Highlight the benefit.
Ask for Feedback
Don't just ask it, mean it. Ask the frontline staff who will use
the document, does it work for them. In large organizations, these
folks are often the last to see the new policy or procedure. Yet,
they are expected to use it. Something doesn't add up here. Ask them
what they think, take their comments onboard and make the changes.
Then send a nice email thanking them for making the effort to get
back to you.
If you can¡ walk over and thank them in person.
Once you get folks onside, it's much easier to implement, change
and enforce a policy. Their on your side. They want to help. But
you've got to keep them in the loop.
Have you ever avoided doing something not because you didn't want
to do it but because you didn't know how to? We're all like that.
Sometimes people want to help but don't know how. You need to give
them direction. There are different ways to do this.
- Hold workshops for their team leads and show them how the new
- Arrange 1-1 sessions with the frontline staff so they all feel
comfortable with the documents.
- Highlight any special responsibilities that they need to be
aware of. Be kind. Don't strike fear into their soul. Help them to
do their job that little bit better.
- Email people after a week or two and see if they've seen
anything that you need to change in the procedures. Again, it's
not that they are lazy but most staff don't feel it's their place
to approach you. So, you need to make the first move.
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