What is SOP (Standard Operating Procedure)?

Did you know that McDonald's prepares the Big Mac in a standardized way in more than 34,000 restaurants worldwide? It is hard to believe that the hamburger is ready in just a minute and a half! But how to make it possible? The answer is simple, using the Standard Operating Procedure.

Have you ever wondered if each McDonald's franchise prepared this hamburger differently? There would be no way to guarantee the quality, efficiency and safety of the whole process, would it?

These are just some of the benefits of SOP. Keep reading this guide to understand what this concept is, what SOPs are most used, the advantages and disadvantages of each one, and how to set up your company's Standard Operating Procedure! Let's go?

What is a SOP?

The SOP (Standard Operating Procedure) is a document that we can summarize by a group of instructions and descriptions of activities that document a routine, a step by step or day-to-day activity, relevant to a company.

This document can be used to assist in the execution of daily tasks, maintenance, calibration and use of equipment, analysis, security procedures and many other applications.

It is also important to remember that each SOP is specific to a task, area of ​​activity and company in question, therefore, each application requires the development of its own SOP.

The description of activities must be done in detail in the SOP, otherwise the tool will become limited. It is also worth remembering that, as important as defining and describing correctly, is to follow what was defined at the time of execution.

A SOP can cover flowcharts, checklists and instructions and must be reviewed periodically to suit the agile reality of a company and the market.

Some important points about a SOP are:

• SOP's are specific to each organization or area from which they describe the activities
• If it is not written correctly, its use becomes limited
• Even the best-written document fails if not followed
• They may contain: instructions, flowcharts, photos, possible corrective actions
• They should be reviewed periodically.

What are the benefits of SOP?

SOP is responsible for facilitating monitoring and standardizing certain processes. Then you can ask yourself: what is the relevance of this within a company? Thinking about the Big Mac example will help you understand.

Imagine that a chef at McDonald's first headquarters in San Bernardino, 1940, tests a recipe from his grandmother and decides to insert it on the menu under the name Big Mac.

However, if this chef did not create a SOP, defining each ingredient and way of making this sandwich, after so many years, in every place in the world the Big Mac would have a flavor and, without defined safety and sanitation procedures.

How would it be possible to maintain quality if there was no standard to be followed? Besides the advantage of maintaining quality, we can highlight the following benefits:

• Reduce variation and increase quality by consistent implementation of the process, even with personnel changes
• Demonstrates compliance with organizational and governmental requirements
• Facilitates personnel training process
• Decreases chance of communication failure
• Decreases number of accidents.

These 5 points make it clear that having a SOP in your company is crucial!

Do you see how the use of SOP can be beneficial for an organization?

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Thinking about you and your career, we, at Think Lean Six Sigma, created a FREE Yellow Belt training in Lean Six Sigma.In this training, we will introduce you to the DMAIC method and all its 5 steps, namely: "Define, Measure, Analyze, Improve and Control.

With this course, you will be able to develop small improvement projects within your area of expertise and work with Green Belts and Black Belts in support of the Lean Six Sigma program.

Have you ever thought about being the agent of change within your organization? Click on the image below for more information and become a Yellow Belt, for FREE!

How to make a SOP?

I will show you step by step how to elaborate the standard operating procedure of your company. But before you start, it's worth pointing out some tips that can be very useful when you implement SOP in your company:

• SOP must be written in a language appropriate to who will use it
• Its format should follow a step-by-step style and easy to read
• The information must be clear and unambiguous
• Preferably use active voice and verbs in the present
• The term "you" should not be used explicitly
• If possible, use a flow chart to illustrate the process described.

You already know what a SOP is, you've already seen its benefits and tips on how to do it, so it's time to action! Let's start?

1 - SOP type definition

There is no single SOP model, right? Generally speaking, in more generic models, a SOP can be divided in two types:

It is also possible to merge the two types if need be. It is worth mentioning that very specific situations may require very specific SOP's!

I will show you quickly and accurately an example of each type quoted, and punctuate its advantages and disadvantages.

1.1 Checklist

It is a very simple model, where you establish a list of activities that must be done, and as soon as someone performs the task, a check must be given.

Advantages:

• Easy to follow
• Easy and quick to assemble
• Difficult to misinterpret.

Disadvantages:

• Does not allow addition of many details
• It does not allow to deal well with decision points.

1.2 - Flowchart

In this model the whole process is represented by symbols that indicate what activities should be carried out from the decisions made. So that you can better understand the flowchart I'll introduce you to some symbols used and their meanings.

With the knowledge of the above symbols and their meanings, it is easy to understand the following example.

Advantages:

• Easy to follow
• Logical sequence of construction
• Easy to view decision points.

Disadvantages:

• It requires more time and skill to make them
• It does not allow much detail.

2 - Preparation of the document

At this stage it is important to organize a meeting with everyone involved in the activity to be documented

Ideally, the SOP should be written by the one who carries out the activity, with supervision of the managers / directors responsible for the process.

The SOP can also be written as a team in cases where the process is multidisciplinary, being fundamental in this case the participation of all members of the group.

Another important point during document preparation is that information must be clear enough to any person with basic knowledge of the process to carry it out without supervision. After all, this is objective in standardizing a process.

If any training is required for the creation of the Standard Operating Procedure, it must be specified in the document.

3 - Review and approval

It is very important that the document is reviewed by people with appropriate training in the process. This makes it more likely that the results expected from the SOPs will be met.

It is also interesting that the SOP is tested by people different from the author, ensuring that the understanding of the whole process is clear to everyone who will use this document.

The completed document must be approved by the responsible area of ??the company, and the signature on the document will mean that it has been reviewed and approved.

4 - Document Traceability and Filing

To finish properly step-by-step, the organization must keep a list of all SOPs, indicating date, author, title, status, department and other information deemed relevant.

The area responsible for SOPs should designate a person to organize such documents, because if necessary, each of them is easy to find.

It should likewise be defined where and how outdated versions should be archived.

If the digital medium is to be used, the user must only have access to the "read-only" version, protecting against unauthorized changes to the document.

Do you want to learn more?

Lean Six Sigma is a methodology that seeks to increase the profitability of companies through the improvement of their processes.

Thinking about you and your career, we, at Think Lean Six Sigma, created a FREE Yellow Belt training in Lean Six Sigma.In this training, we will introduce you to the DMAIC method and all its 5 steps, namely: "Define, Measure, Analyze, Improve and Control.

With this course, you will be able to develop small improvement projects within your area of expertise and work with Green Belts and Black Belts in support of the Lean Six Sigma program.

Have you ever thought about being the agent of change within your organization? Click on the image below for more information and become a Yellow Belt, for FREE!