Since we now know what standard operating procedures are, it’s time to discuss the perks of using one. We already mentioned good workflow management thanks to the clear-cut instructions for team members it provides. 

However, it’s not the only reason why you can achieve quality results. Here’s a breakdown of other significant perks when using a SOP template.

Every organization has its own unique SOP format, but they all share the same purpose. It’s a reliable source of best practices that employees should always follow. It eliminates any unnecessary steps from their workflow and ensures that every task is completed in the same manner.

If you work for one company for several years, you do most things automatically out of habit. The problem arises when you have to teach a new employee his responsibilities. However, everyone may have their own methods because there isn’t one unified workflow. It’s extremely confusing and only escalates the problem because our freshman doesn’t know who to listen to.

With SOPs, this isn't the case. They are extremely helpful when onboarding new team members and instantly show that everything is unified and well-organized. They instantly feel more productive and comfortable knowing that everything is transparent.

A good SOP ensures everything is clear, cohesive, and easy to follow. You don’t have to worry about who’s on the task today because digestible instructions in the document clearly show how he’s handling the task. You’re keeping the team’s long-term goals at the front of each project, and you can instantly make changes when possible.

SOP templates define the steps for each task so they can be done equally every single time. It’s not only useful for experienced employees but also for freshmen. Regardless of experience, routine tasks are done the same way each time, so showing everything in SOP is much easier. 

It’s easy to forget some small details when explaining something, especially when you’ve done that for years. Using SOP as a guide creates a standardized training process, and you’re more convenient that everything will run smoothly.

Without a doubt, the most important benefit. The delivery of high-quality products and services must be consistent. Following SOPs helps improve the company’s standards which results in customer satisfaction. Consider it as one of the ways to ensure smooth business processes.

For example, when running a hotel, you have to take care of housekeeping, bed making, dining, performing pest control treatments, etc. With SOP, you’ll have everything in one file, providing superb customer care with consistently high standards.

SOPS are extremely versatile and can be used in almost any business type. They are suitable for most businesses, and depending on your needs, SOP can take many forms. Here are some of them.

Knowing the different types of SOPs is one thing, but using them in practice is another. You must specify which SOP type is best suited for your business and have a workflow plan. Easier said than done, and that’s why we provide you with essential tips when creating a good SOP plan.  

State a Clear Purpose

Maybe a simple checklist will be enough? Or your business requires a specific task order? What is your workflow? Why write an SOP for this process? State a clear objective of what has to be done and why it’s important. Make your staff understand why they are following the relevant SOP procedures instead of performing a process for the sake of the process. Here’s an example overview of an SOP written for employees.

Office housekeeping:

The reason for creating this SOP is to ensure our work is consistent and our workstations are free of debris and clutter. This will help our team improve productivity and maintain a safe work environment.

Involve Employees

They’re the ones who will use the SOP, so ask for feedback and use their input! They’ll be more eager to follow it if they see your trust, and the outcome will be much more positive.

Define the Scope

Include every task your team has to cover during the routine work. It should include the relevant duties and responsibilities and who is assigned to each. Specify if it has to be completed in order or not. We will once again refer to our office housekeeping example to help you understand our point.

Example:

We created this standard operating procedure to guide facility management staff with housekeeping duties:

• Window cleaning.
• Carpet care.
• Dusting.
• Waste disposal.

This document doesn’t cover equipment damage and repair work. If that’s the case, refer to the office incident report SOP.

List the Procedures

List all the steps and processes required to complete a certain task. Keep them in order based on your needs and ensure they’re easy to read. Be as concise and direct as possible, and don’t include anything irrelevant. You can even add some pictures for a better presentation.

General FAQ

Include some general questions to ensure an organized execution of tasks and activities. Here are some questions following our housekeeping example:

• Is the room free from clutter or other unnecessary items?
• Is the place cleaned frequently?
• Are floors vacuumed regularly?
• Are windows spot cleaned with appropriate glass cleaners?
• Are necessary protective gear such as gloves and goggles sued when cleaning?

With the theory out of the way, it’s time to include some examples. Developing SOPs from scratch can be harsh, but it doesn’t have to be. The best solution is to use an SOP template as a base and modify it to your needs. You’ll complete it faster and get a fresh perspective on the process. Also, they are completely free!

There are tons of different templates to choose from, so it might get confusing. Here are our favorite templates for most use cases you can use with Microsoft Word. We've got you covered if you don’t have a word-processing program. At RoyalCDKeys, you can find Microsoft Office 2021 Professional Plus Key Retail Global for less than $9 for a full package. Is everything ready? Then let’s get started and use one of the provided SOP examples!

Most successful companies have routine practices to maintain consistency and provide high-quality services at all times. Everyone in a company is responsible for that, so managers ensure it stays that way. That’s why effective leadership teams go a step further. They manage workflows by providing clear instructions, so no one’s ever confused about how to handle specific tasks. 

They implement standard operating procedures to automate everything and make it easier for everyone. With our selected templates, you’ll be able to work with your employees on the same page. Not to mention that any inconvenience can be undertaken in a timely manner. TLDR: no more paperwork being filed away and forgotten.

1. What is a Standard Operating Procedure?

It’s a document with step-by-step instructions to help workers complete their tasks.

2. What is the purpose of an SOP?

SOP helps to unify workflow within the company so everyone is undertaking tasks the same way, every time.

3. Why do I need SOPs?

SOPs reduce miscommunication between employees and helps to achieve consistent quality and performance.

4. What information should be included in an SOP?

A good SOP should consist of procedures for carrying out different tasks, legal information, health and safety measures, sales policies, dates, and signatures of people who created and approved the document.