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How to Get Management Support For Your SOP Project

Yesterday we looked at what needs to be in place before you start writing your procedures. This involves getting the funding, creating a project plan, needs assessment and/or scope of work depending on how complexity of the assignment.

Once you have the budget, the next stage is to get support from Management and to find someone at an executive level who will Champion the project.

Why You Need Management Support

Before you start the SOP development process, you need to ensure that you have some level of support from the Management team. Unless there is a commitment from the management layer, your team will have a hard time of it especially when they need to make demands on other co-workers' time.

What you're looking for is:

  • Budget and financial support to get the necessary human resources (e.g. technical writers) and technical resources (new licenses for MS Visio or other diagramming software)
  • Commitment from the board that this activity will be championed and the necessary support will be provided to drive the project.
  • Communications from the Management team to inform, update, cajole and direct its staff. Unless other departments highlight the importance of this activity, your team can be seen as an interruption into other's schedule. To avoid this, work with the Management team and show there how this project benefits their Department. Also, you may need to ¡®script' some guidelines for these Departments to get the ball rolling.

While many colleagues may be willing to help, they may struggle to explain your goals to their colleagues and team members. For example, what your long-term goals are and how these relates to the company's success.

Otherwise, you're just writing a bunch of documents, right?

How to get Management support?

There are several ways to do this.

  • Emotional triggers - find ways to demonstrate that the SOPs work will improve the company, not from a financial perspective, but ways that will boost morale, increase employee satisfaction or provide some benefit to customers. Once you have found ways to hit the hot buttons, then getting the funding may not be so hard. The Heath Brothers book Switch gives some good examples of how to do this.
  • Demonstrate the benefits - after you've warmed them up and generated interest in the project, show them how and where the company will benefit with charts, diagrams and other materials that will appeal to the more logical part of their brains. Process flow diagrams are an excellent way to visualize how a business scenario works.

It's all about winning hearts and minds!

Table of Contents

  1. Before you Start Writing Your Standard Operating Procedures
  2. How To Find Procedure Writers
  3. How to Get a Budget
  4. How To Cost The SOP Project
  5. How to Get Management Support For Your SOP Project
  6. How to Find An Executive Champion
  7. How To Setup the Procedure Writing Team
  8. How To Define Roles in the Procedure Writing Team
  9. How to Create SOP Writing Guidelines
  10. How to Organize the Information Gathering Phase
  11. How to Test the Current As Is Business Process
  12. How to Examine Alternatives To The Current As Is Process
  13. How to Write Standard Operating Procedures
  14. How to Write Your First Procedure
  15. How to Number Each Step in the Procedure
  16. How To Capture Exceptions in Procedures
  17. How to Use If Then Tables For Complex Procedures
  18. How to Test Standard Operating Procedures
  19. How to Get SMEs to Test Procedures
  20. How & When to Sign Off the Procedure
  21. How to Publish the Standard Operating Procedures
  22. How to Control Documents
  23. How to Use Track Changes
  24. How to Use Naming Conventions
  25. How to Convert SOPs to PDF
  26. How to Upload SOPs to the Document Management System
  27. How to Create a SOP Document Archive
  28. How to Backup SOPs Archives & Store Offsite
  29. How to Implement Procedures
  30. How to Schedule Assessments
Standard Operating Procedure Template - Download Now Standard Operating Procedures (SOP) Template
Standard Operating Procedures (SOP) Template Standard Operating Procedures (SOP) Template

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.

Buy this template

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 Download Word template
SOP Single Template 1 pages Download Word template
SOP Guidebook 11 pages Download Word template
Sample - RFP Pre-Issuance Procedure 7 pages Download Word template
SOP Log Book 7 pages Download Word template
SOP Document Control 3 pages Excel templates
  • 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

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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

Need to know more?

Drop me a line at ivan at klariti dot com and I'll get back to you asap.



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