An Insight into Standard Operating Procedures (SOPs)
Standard operating procedures (SOPs) are the set of instructions for any operation within an organization. These instructions are used to map out all steps and activities of a process or procedure. In the ERP world SOP is commonly used with the similar term "best practice approach."
The idea behind are the people who have been working with a set of guidelines determined to provide the best way possible to get the job done. You must fill out a customer receipt to complete the sales order.
Every company is different and some of the broader processes can serve as a model for other organizations with similar functions that you want to perform.
- There are many benefits to having SOPs in place within an organization. In the first place, in documenting any function within an organization, you commit collective or even individual knowledge into something tangible.
- Written procedures and practices then become part of the corporate knowledge base and are no longer limited to one particular individual or group.
- Routine training of new employees can be based on the SOPs, and tasks across the company can be standardized.
- In an environment where regulatory compliance is a requirement and spot checking are in place (pharmaceuticals, medical devices, chemical plants, etc.), SOPs are a must.
- According to some literature, one of the most frequently reported problems identified in regulatory inspection is a lack of written SOPs and/or the failure to follow them.
- In a manufacturing environment, SOPs are also imperative to insure uniform results, effective quality control and ultimate traceability.
- SOPs are not static documents, however, they need to be reviewed regularly and updated to assure that they keep going up with any new working procedure, development and/or regulatory requirement that are put in place. Changes to the SOPs should be documented.
On a corporate level, SOPs are all about improving your business - be it striving towards continuity or putting into action best practices for the long run. In the process of documenting and putting SOPs in place, companies may even discover better ways to complete tasks.
Standard Operating Procedures are proven to work. They can help you streamline processes, enhance performance, improve customer service and ultimately, boost business. Investment of time in creating and maintaining SOPs will be well spent. The people that are involved in the work itself or their direct supervisors should be consulted when preparing SOPs.
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