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SOP on SOPs
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**STANDARD OPERATING PROCEDURE (SOP): HOW TO CREATE SOPs**
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### **1. DEFINE THE BUSINESS GOAL**
- **Objective**: Clarify why the SOP is needed and how it contributes to performance or profit goals
- **Action**: State exactly how the SOP will improve outcomes (e.g., reduce onboarding time, increase quality)
- **Key Question**: “What does the organization gain by having this procedure clearly documented?”
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### **2. IDENTIFY THE PROCESS SCOPE & STAKEHOLDERS**
- **Process Scope**: Identify the specific task(s), the boundaries, and related processes or systems
- **Stakeholders**: Note who performs the steps, who reviews or approves, who benefits from the final output
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### **3. GATHER ALL RELEVANT KNOWLEDGE**
- **Collect Details**: Gather existing documentation, tribal/“word-of-mouth” knowledge, policies, regulations, and best practices
- **Map “Big Picture”**: Show how this SOP connects to higher-level processes, organizational goals, and any relevant policies or standards
- **Consider Additional Aids**:
- FAQs
- Terminology Dictionary (to define acronyms, internal jargon)
- “Contact Our Expert” link or procedure
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### **4. CHOOSE THE RIGHT TOOL & FORMAT**
- **Software**: Use specialized knowledge-transfer tools or structured templates, not just generic text editors
- Automate version control, standard formatting, and approvals
- Enable easy updates, multiple media (video, images, text)
- **Format**: Present information in clear, scannable chunks (e.g., short paragraphs, bullet points, visuals)
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### **5. PLAN THE CONTENT USING THE ‘5 KEY THINGS’ CHECKLIST**
1. **Business Goal**
- Why is this task important to the company/department?
2. **Expected Result**
- How does success look when the task is done correctly?
3. **Actions to Perform (Step-by-Step)**
- Clear, numbered instructions; define “who,” “when,” “how”
4. **Dangers/Cautions**
- Risks, safety concerns, mistakes, and how to mitigate/correct them
5. **Common Mistakes & How to Correct Them**
- Call out frequent errors and best practices for prevention or resolution
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### **6. DRAFT THE SOP**
- **Structure**:
1. **Title & Reference Information**
- SOP name, date, version status
2. **Purpose & Scope**
- Clear statement of why this SOP exists
3. **Roles & Responsibilities**
- Identify responsible person(s) or team(s)
4. **Detailed Steps**
- Numbered tasks with clear substeps
- Indicate who does what and any prerequisites
5. **Expected Outcome**
- What result indicates correct completion?
6. **Problems & Solutions**
- Potential hazards, common mistakes, troubleshooting tips
7. **Flowchart (If Helpful)**
- Visual overview of the process flow
8. **Relevant Policies & Regulations**
- References to internal standards and any governing regulations
9. **Definitions**
- Key terms, acronyms
10. **Version History & Approvals**
- Track updates, approvals, and effective dates
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### **7. ENSURE QUALITY & READABILITY**
- **Use Plain Language**: Keep instructions concise, direct, and simple
- **Incorporate Visuals**: Diagrams, flowcharts, short videos to aid comprehension
- **Make It Engaging**: Use consistent formatting; avoid large text blocks; break up content so it’s easy to scan
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### **8. REVIEW & APPROVAL**
- **Collaborate**: Send drafts to SMEs (subject matter experts) and stakeholders for feedback
- **Version Control**: Track all changes; maintain an audit trail
- **Sign-Off**: Obtain necessary approvals before official release
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### **9. PUBLISH & COMMUNICATE**
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