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.
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Your Challenge
- 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.
Our Advice
Critical Insight
- 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.
Contributors
- 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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See how all the steps you need to take come together, with tools and advice to help with each task on your list.
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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.
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Prioritize, optimize, and document critical SOPs
Use flowcharts and checklists that are easy to absorb and maintain.
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Create Visual SOP Documents that Drive Process Optimization, Not Just Peace of Mind – Phase 1: Prioritize, Optimize, and Document Critical SOPs
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Establish a sustainable documentation process
Create a sustainable documentation process by creating guidelines for naming and documenting SOPs.
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Identify a content management solution
Understand the options for content management solutions.
Guided Implementation
This guided implementation is an eight call advisory process.
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Call #1: Identify undocumented critical SOPs.
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Call #2: Understand the benefits of a visual approach.
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Call #3: Work through a tabletop exercise to document two visual SOP documents.
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Call #1: Establish documentation information guidelines.
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Call #2: Identify opportunities to create a culture that fosters SOP creation.
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Call #3: Address outstanding undocumented SOPs by working through process issues together.
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Call #1: Review the current approach to content management, and discuss possible alternatives.
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Call #2: Evaluate options for a content management strategy, in the context of the environment.
Guided Implementation #1 - Prioritize, optimize, and document critical SOPs
Guided Implementation #2 - Establish a sustainable documentation process
Guided Implementation #3 - Identify a content management solution
Onsite Workshop
Module 1: Prioritize, Optimize, and Document Critical SOPs
The Purpose
- Identify undocumented critical processes, and review the SOP mapping process.
Key Benefits Achieved
- Create usable SOP documentation and identify opportunities to improve those processes.
| Activities: | Outputs: | |
|---|---|---|
| 1.1 | Prioritize undocumented SOPs and review methodology. |
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| 1.2 | Review the visual approach to SOP planning. |
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| 1.3 | Conduct a tabletop planning exercise. |
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| 1.4 | Conduct a gap analysis to identify solutions to issues discovered during SOP mapping. |
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Module 2: Establish a Sustainable SOP Documentation Process
The Purpose
- 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.
| Activities: | Outputs: | |
|---|---|---|
| 2.1 | Prioritize projects to address process gaps. |
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| 2.2 | Define the process for documenting and maintaining SOPs. |
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Module 3: Decide on an Appropriate Content Management Solution for Your SOPs
The Purpose
- 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.
| Activities: | Outputs: | |
|---|---|---|
| 3.1 | Run an SOP working session with SMEs. |
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| 3.2 | Review options for a content management strategy. |
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Book Your Workshop
Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.
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Search Code: 58755
Published: June 18, 2013
Last Revised: May 3, 2016
