How To Setup the Procedure Writing Team
Yesterday we showed how to get support from the Management team
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
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
- 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
- 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
- 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 ˇ®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
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