SOP Full Form

SOP full form is Standard Operating Procedure. It contains a specific set of directions to complete tasks according to industry regulations. It is a  set of written instructions that describes the step-by-step process that must be followed to correctly perform a routine activity. SOP's are essential documents and not just a set of simple procedures. To ensure that the organisation remains consistent and in compliance with industry regulations and business standards, SOPs should be followed exactly the same way every time. 

Any document that contains the “how-to” remark falls under this category. The policies, processes, and standards required for the organization's success are provided by standard operating procedures. They can help a company by reducing errors, increasing efficiencies and profitability, creating a safe work environment, and developing guidelines for resolving problems and overcoming obstacles. 

An effective standard operating procedure explains the steps required to complete a task in detail. Suppose you want to return back a purchased item and contact the store. The store will take back the items according to the rules and procedures codified in the SOP. 

Once written, the SOP should be reviewed and updated every six to twelve months to ensure it remains relevant to the organization's standards and requirements; any changes should be documented.

Why do you Require SOPs?

Some companies don't find it necessary to have an SOP. However, this document is important, just like the operations procedures codified by doctors before surgery. Here are a few reasons for SOP requirement:

1. SOP’s are consistent and provide a unified platform regardless of the place of work.

2. These codes also improve communication and make the job of HR easier. A set of rules helps to understand the rules in a simpler format.

3. It is important to judge employee performance if you have an SOP in place. It also helps to stop workplace discrimination.

4. Tasks are completed in a faster time with an SOP in place. It saves time and the cost of the company.

5. SOP also create a better facilitative work environment and provides the employees with a safer environment.

How to Write an SOP?

You might be wondering how to create your SOP. Browse through the guide and formulate your checklist:

1st Step: Ask your managers to formulate a list of tasks performed by your employees. 

2nd Step: This step is extremely crucial as you need to plan the entire process. You can design a workflow diagram by creating a template. You also need to plan whether the SOP will be available online/offline.

3rd Step: It is time to take employees to feedback regarding the template designs. Moreover, your employees need to understand the process before implementing it regularly. 

4th Step: After getting the feedback to add the notes to your templates. Obtain inputs from the managers and review the process thoroughly. This stage also determines who will be responsible for implementing your SOP.

5th Step: Write down your SOP and update it whenever you wish. Standard Operating Procedure (SOP abbreviation) is a time-consuming process, but once implemented, it will help you tackle several issues. 

6th Step: This stage involves immersing your team to follow the SOP. It's not a good practice to force your team to nosedive in the SOP. You can also tweak your SOP during this stage to suit your employees. This way, your new standard procedure will become acceptable to your employees. 

There should be the following key questions that should be addressed in the standard operating procedure:

• Who plays which roles?

• What does each role entail?

• What is the purpose or result of each person's role?

• Has everything that needs to happen been explained in detail?

Advantages of SOP

The use of a standard operating procedure has two major advantages: consistency and a reduction in the number of errors made.

An SOP can also assist an organisation in evaluating employee performance, saving time and money, and creating a safer workplace. Furthermore, SOPs can help to improve communication throughout an organisation. If a task changes, the SOP is updated and redistributed to everyone who uses it, allowing the organisation to communicate the change to everyone who is affected in an efficient manner. 

A manufacturing environment is one example of how an SOP might be used. SOPs are used to detail the production line procedures used to train employees and manufacture products. An SOP could also be used in finance or administration to document the processes required to properly bill customers and collect payments. 

The third application of a standard operating procedure can be found in customer service, sales, and marketing. SOPs are used to explain the service delivery process and instruct management on how to handle customer complaints and comments and prepare sales quotes. This can be well used to collect, track and store key performance indicator (KPI) reports, as well as to create a consistent new client onboarding experience. 

Finally, SOPs are frequently used in the hiring and training of employees. In this case, an SOP can ensure that each individual's orientation and training is consistent with the experience of their peers. An SOP guides managers through routine processes such as discipline and corrective actions, as well as performance appraisals.

SOP’s ensure that your team follows the best practices and talent is utilized to the fullest extent.An SOP needs to be clear-cut, precise, and emanate from a central base. Once implemented across the board, you will witness visible results in a couple of weeks and witness your sales skyrocket.