Standard work process template

The SOP development, implementation, and revision procedure is similar to the plan-do-check-act PDCA quality management model: Research the steps in a procedure plan ; create the procedure do ; verify the procedure in a walk-through check ; and use the SOP to standardize daily activity and revise as needed act.

The procedures of an SOP also form the basis for training material for new employees. Moreover, they provide remedial or refresher training for existing employees. However, while SOPs pave a pathway to greater efficiencies in daily practices, creating them and maintaining them should never become an aim in itself. SOPs must serve the quality and efficiency, not the other way around. Smartsheet is a cloud-based platform that enables HR teams to manage everything from job applicant tracking to new hire onboarding and employee performance reviews.

See Smartsheet in action. Watch a free demo. Standard operating procedure software provides centralized, often cloud-based, support for SOPs. Functions include purpose-built templates for documents, document and change control, review scheduling, tracking for revision approvals, task tracking, training and logging of training sessions, acting as a central repository for documents, and more.

Many regulations and governance frameworks call for standard operating procedures to be defined, enacted, and periodically reviewed. In these instances, SOPs prove that your organization follows guidelines in day-to-day activities and provide a structure for capturing the details of tasks and activities. Use SOPs to show compliance with some of the following standards and regulations:.

A template should guide you as to what content to include. Here are the main characteristics of an SOP:. An SOP generally includes two parts: identifying information document control information and content, which includes the procedures and supporting information.

Identifying Information Document Control Information or Metadata : Document control information, such as the logo, the title of the SOP, and so on, is often rendered in a table on the front page or at the top of the document. However, if you have a simple one- or two-page SOP, you can also list this information along the left margin.

Here are some examples of metadata:. SOP Content: Although your organization may need more or less of each type of element, an SOP usually contains the following sections:. Creating an SOP may seem daunting. But, if you follow a few simple steps, you can quickly get your document on track.

To learn more about writing an SOP, read this article. A template saves users time by eliminating the need to format the document with fonts, styles, and colors. More importantly, it reminds users of the types of information they must include to create an effective document. If you are creating a new SOP template or customizing one for your organization, follow these steps:. No matter your line of business, help desk SOPs guide your customer service staff to process online and telephonic customer problems and questions, providing consistency and structure to staff responses.

Complete this help desk SOP template to describe such things as information to collect during first contact with a customer, prioritization of issues based on a predefined priority matrix, troubleshooting steps for known issues, and customer follow-up processes.

Standard operating procedures are crucial to maintaining consistency and quality of service in a hotel. An SOP can form the basis of a checklist for daily tasks and provides training material for new employees and refresher material for existing employees. Operation manual templates are helpful for establishing accountability in process documentation.

This equipment usage agreement could be modified to cover social media account passwords for marketing teams or banking information for accounting teams. Standard operating procedure documents can also speak to ensuring team members are well-trained, as this actionable weekly meeting agenda aims to do.

The structure helps ensure that each team member receives the same level of attention, which can level the workplace playing field. Meeting templates can also help managers provide useful feedback for team members as well as discussing their broader career goals with them. Employee engagement is among the biggest reasons to use Venngage for Business when creating your process documentation templates. This escalation matrix describes for customer service team members the steps they should take in the event of customer complaints.

Heading off minor problems before they become major ones keeps everyone happy and on task. Microsoft Word, one of the leading word-processing programs on earth, has in recent years added to its visual capabilities. Users can now insert diagrams and even smart charts that automatically shift their appearance when new content is added.

But even with those improvements, the reality is that Word is for writing, and process documentation is at its best when team members can visualize the steps they need to take. Google has also recently rolled out some design tools, which it calls Google Drawings. While they offer the benefit of other Google Drive tools like docs, sheets and others, like Word, the final product lacks the visual appeal available with Venngage.

Organizing your process documentation around engaging and easy-to-understand visuals like flowcharts, checklists and more can enhance information retention and help ensure all steps are followed. No design experience? No worries. Simply start signing up for a free Venngage account and see for yourself how easy it is to customize a process documentation template with Venngage editor.

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Help Center Get help and support. Plan Types. Log in Sign up for free. Log in Sign up. This template is geared toward writing comprehensive, logical instructions for a construction project or process. With space to document individual steps, projected and actual date of completion, master production schedule, and authorizations, this template tracks all of the details needed to complete a specific construction process.

This template is designed to document a basic work process with thorough instructions and detailed steps. Use this template to outline the instructions for a variety of work processes — it includes space to list the title of the job, the person s responsible for the job, the numbered steps and lists, and the expected results.

This basic, customizable template will help streamline communication across teams to ensure consistency and transparency. Excel Word PDF. This template provides instruction for work processes that involve strict safety policies and procedures. Use this template to document key components in safety work processes, like hazards, safety controls, requirements, and closing procedures. This step-by-step instructional guide will ensure that anyone who follows this template will meet all safety requirements.

This template is ideal for manufacturing projects, as it helps to lay out the framework and instructions for a process. With this template, you can provide detailed directions on each manufacturing procedure, like process number or ID, due date, scope, costs, master schedules, and projected completion dates.

This easy-to-edit template will help eliminate confusion by outlining individual manufacturing jobs and all of their accompanying details. Use this template to document every last detail of an assembly process, from step number and quality checks to estimated time for completion and additional notes.

Leverage this template to streamline each assembly work process, document any changes in the instructions, and track progress of multiple projects, as is typical in an assembly setting. This template is designed for engineering projects and the instructions specific to those processes.

Use this template to provide step-by-step instructions for individual engineering activities, with space to document project title and description, version number, project scope, project schedule, and date of completion. Manage all of your engineering projects with this instruction template, streamlining communication and ensuring that you follow all processes correctly. This is a visual version of a simple work instruction template, which offers both step-by-step instructions of a work process and crucial images that help explain each stage of a process.

Use this template for intricate, detailed processes that require more explanation than written instructions can provide. This template provides detailed instruction on how to carry out activities in the production process, including step-by-step instructions.

This template provides detailed instructions for completing projects that comply with the and related quality management standards. This template includes comprehensive details that outline and describe the instructions involved in a compliant process.

It also includes space to document process maps, descriptions, responsibilities, key objectives, and more. A work instruction, also known as a job instruction, an operations instruction, or a visual work instruction, is vital to your business process because it presents specific, sequential, and detailed information on how to perform a certain task.

It provides simple instructions not only on projects and processes, but also on a plethora of policies and procedures in such areas as security, human resources, and engineering systems. A work instruction reduces the potential for risk or errors when executing a process, therefore boosting business efficiency and increasing accuracy.

By breaking down the complex procedures and workflows of a process into detailed step-by-step instructions, the work instruction streamlines work processes, increases communication and decision making, and illuminates the job for anyone who follows the document.

Additionally, a work instruction provides many more benefits to your company when it is applied. A work instruction can help you do the following:. Describe how to perform specific tasks within a larger process, with more detail and greater clarity. Define all parts of a process or task, such as responsibilities, requirements, tools, and other important information. Track purchases and describe all of their key components, such as quantity, unit price, and shipping dates.

Writing a comprehensive, clear, and educational work instruction can be a daunting task because it requires thorough attention to detail and immense knowledge about the given task or process. To take the guesswork out of writing a work instruction, follow these easy-to-follow steps:. Write the intro.

Give context to the project, identify owners of the project, and clearly document the task or job at hand.