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How To Setup the Procedure Writing Team

Yesterday we showed how to get support from the Management team for the Procedure Writing project. We looked at how you need to sell the importance of the quality procedures to the Executive team and how they in turn can pass this message down the line.

Now that we have that in place we can look at the Procedure Writing team. This involves gathering the best writers (or hiring freelance contractors) and then showing them how to write the procedures based on your style guides and SOP templates.

How To Create a Writing Framework

While this seems obvious, not all writer and process designers will have the same understanding that you have.

Also, as different writers will have different tasks, it makes sense to discuss what each writer is expected to do, what to share, and how to report their weekly progress.

Assume nothing. Communication everywhere.

How to Organize the Procedure Writing Team

The Procedure Writing Team may include some or all of the following:

Full-time Procedure writers, possible yourself, whose primary role is to gather data and write up the procedures.
Part-time writers, such as Technical Writers in other department, who will assist you when/where needed.
Subject Matter Experts who will provide the knowledge you need to write the procedures. For example, in a bank you may have specialists with in-depth knowledge of how the credit card process works. These will be the people to interview when gathering data on how the current process works and also how to improve the process.
Contractors who will be hired for specific pieces of work. This includes Technical Writers, Editors, Graphic Designers, Process Designers, Information Mappers, and others in the publishing field.
Consultants who will also be brought in for special projects, for example those with Compliance or Sarbanes Oxley knowledge.

Those are some of the roles that will be involved in the overall Procedure Writing lifecycle. In some cases, the same person may wear two ¡®hats' or more.

For example, I often wear the hat of the Project Manager, Writer and Business Analyst. Remember, the management don't care what job title you give yourself as long as the procedures get written on time.

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.

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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