Standard Operating Procedures (SOPs) are step-by-step instructions for processes. SOPs provide clear instructions that describe how to perform a task or activity that can be followed by anyone.

Basically, SOPs transfer knowledge from the person who knows how to do a task to anyone who needs to learn how to do that task. SOPs are the best way to capture essential institutional knowledge and they are essential for cross training.

One of the most valuable aspects of SOPs is that they are written by the experts – the people who are currently performing the task, and know how to do it really well. The company asks the existing personnel, the experts, to pass along the tricks of the trade and the best practices to complete the tasks that are integral to the success of your organization. AI can help in this area as well.

The institution of this very simple practice will impact the whole organization almost immediately:

  • SOPs provide clear instructions that describe how to perform a task in a way that can be followed by anyone. Every department should have SOPs and they should be easily accessible.
  • SOPs transfer knowledge, improving productivity for years to come.
  • SOPs improve efficiency and productivity because they are built by expert employees who are already doing the work.
  • They produce consistency in cross training, reducing wait times and downtime.
  • They save time and mistakes by decreasing the frustration of trial and error.
  • They simplify new hire training, increase performance, standardize best practices and enable delegation.
  • Existing SOPs can be easily updated as procedures change or specific software becomes outdated.

Who is responsible for writing SOPs?

Ideally, everyone who does a task that would require instructions for someone else to do in their absence should have an SOP written for those tasks.

You can start implementing SOPs department by department. Organizations should start with any “at risk” positions so that a library of knowledge can be built quickly, but frankly, the more instructions and knowledge your employees can share, the more efficient your organization will become.

Company documents, including SOPs, can be stored and cataloged in Smartsheet.

You may wish to implement a mini training session to kick off this project. Teach your employees why standard operating procedures are important, demonstrate the template in real time, show them how to write on … and start with admin, so that, once mastered, they can help other departments as necessary.