Create Visual SOP Documents that Drive Process Optimization, Not Just Peace of Mind
Go beyond satisfying auditors to drive process improvement, consistent IT operations, and effective knowledge transfer.
- Writing SOPs is the last thing most people want to do, so the work gets pushed down the priority list and the documents become dated.
- Most organizations know it is good practice to have SOPs as it improves consistency, facilitates process improvement, and contributes to efficient operations.
- Though the benefits are understood, many organizations don't have SOPs and those that do don't maintain them.
- Create visual documents, not dense SOP manuals.
- Start with high-impact SOPs, and identify the most critical undocumented SOPs and address them first.
- Integrate SOP creation into project requirements and create SOP approval steps to ensure documentation is reviewed and completed in a timely fashion.
Impact and Result
- Create visual documents that can be scanned. Flowcharts, checklists, and diagrams are quicker to create, take less time to update, and are ultimately more usable than a dense manual.
- Use simple but effective document management practices.
- Make SOPs part of your project deliverables rather than an afterthought. That includes checking documentation status as part of your change management process.
- Gary R. Patterson, Vice President – Technology, Quorum Resources, Inc.
- Thomas P. Uyehara, IT Director, IndependenceFirst
- Hoc Le, Technical Lead for Transportation Applications Group, Georgia-Pacific
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Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should create visual SOPs, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.
Prioritize, optimize, and document critical SOPs
Use flowcharts and checklists that are easy to absorb and maintain.
- Create Visual SOP Documents that Drive Process Optimization, Not Just Peace of Mind – Phase 1: Prioritize, Optimize, and Document Critical SOPs
- Standard Operating Procedures Workbook
- Standard Operating Procedures Project Roadmap Tool
- System Recovery Procedures Template
- Application Development Process – AppDev Example
- Network Backup for Atlanta Data Center – Backups Example
- DRP Incident Response Plan Flowchart Template
- Employee Termination Process Checklist – IT Security Example
- Sales Process for New Clients – Sales Example
- Incident and Service Management Procedures – Service Desk Example
Establish a sustainable documentation process
Create a sustainable documentation process by creating guidelines for naming and documenting SOPs.
Identify a content management solution
Understand the options for content management solutions.
Module 1: Prioritize, Optimize, and Document Critical SOPs
- Identify undocumented critical processes, and review the SOP mapping process.
Key Benefits Achieved
- Create usable SOP documentation and identify opportunities to improve those processes.
|1.1||Prioritize undocumented SOPs and review methodology.||
|1.2||Review the visual approach to SOP planning.||
|1.3||Conduct a tabletop planning exercise.||
|1.4||Conduct a gap analysis to identify solutions to issues discovered during SOP mapping.||
Module 2: Establish a Sustainable SOP Documentation Process
- Review your documentation process and other SOPs to identify potential improvements.
Key Benefits Achieved
- Optimize your SOP documentation and maintenance processes.
- Assign action items to SMEs to improve the documentation process.
|2.1||Prioritize projects to address process gaps.||
|2.2||Define the process for documenting and maintaining SOPs.||
Module 3: Decide on an Appropriate Content Management Solution for Your SOPs
- Review content management solutions.
- Plan and run an SOP working session.
Key Benefits Achieved
- Choose a content management solution that meets your needs.
- Put a dent in your documentation backlog.
|3.1||Run an SOP working session with SMEs.||
|3.2||Review options for a content management strategy.||
Search Code: 58755
Published: June 18, 2013
Last Revised: May 3, 2016