SOP Full Form Name
Full
Form of SOP :
Standard
Operating Procedure
SOP
Full Form is Standard Operating Procedure.
SOP is a standard process documented for a company or organization to ensure
consistency of products and services. When a company is small, all major
decisions are dependent on the owner or CEO of the company. When the company
expands over a certain size, documented SOPs and additional management are
needed to ensure consistency of product and service deliveries.
Some
of the main SOPs needed for every business include; strategic management;
payroll and HR management; operations; finance and administration; budgeting
and forecasting; marketing and sales; and IT. In essence, SOPs take care of
almost every aspect of a business management.
SOP
Full Form – Additional Information
For
any establishment to run smoothly there needs to be standardization of the
functions and each member/ employee of the organization should be well versed
with these set procedures. In order to maintain uniformity in the work process,
the owner or the higher authorities lay down certain rules for safety and
productivity which are known as Standard Operating Procedures or SOP.
WHAT
ARE STANDARD OPERATING PROCEDURES (OR) SOP?
Standard
Operating Procedures are sequentially compiled instructions by the management
for the employees to enable smooth functioning of routine processes. Every industry
has some set of regulations to follow and through SOP these are effectively
conveyed to the employees and the main aim of SOP is to have efficient
performance, superior output and standardized performance without any scope for
failure or inadequate communication.
SOP
is a reference guide for the employees to understand the various activities,
business practices, and routine tasks. This enables them to follow the
instructions seamlessly without having a need to approach the supervisors for
guidance. Thus, the Standard Operating Procedures manual saves time as well as
effort.
Standard
Operating Procedures are vital in critical fields like Government
organizations, Clinical Research, Emergency Response, Pharmaceuticals and Power
Generation units. These are some fields where there is no scope for error and
thus, it is imperative that the instructions are documented well for everyone’s
reference and they are easy to follow.
In
order to achieve the best results at the workplace, guidelines should be
published in a language and manner that any person can comprehend without a
problem. Sometimes there are revisions made in the processes. These needed to
be incorporated immediately in the manual to prevent mistakes in working.
WHAT
IS THE IMPORTANCE OF SOP?
Standard
Operating Procedures are documented to make the work process simpler for the
employees. They are essential for health and safety reasons too as any wrong
step in working, especially production units, can prove hazardous for the
worker. If you consider a production and manufacturing unit, then a
step-by-step guide to how to handle the equipment / machinery and how to start
the production will enable the employee to understand the sequence that is
needed to be followed in order to give a good output. While manufacturing an
item, there are certain sequences on different machines to be followed before
the end product is ready. This is also true for the material selection to
obtain the product.
In
the SOP if all the steps, from material procurement to the various processes on
different machines are mentioned in an orderly manner, then there will be no
error on the part of the operator and he will be able to do full justice to the
job. In the case of any research organization, like Clinical Research, if the
steps of different investigations and observations are mentioned then the
analyst can follow them effortlessly and come to proper clinical analysis. For
a uniform and consistent output, flawless communication and guidelines are very
important. They are both, time and effort saving and ensure good results.
HOW
TO WRITE A GOOD SOP?
Standard
Operations Procedures are written in order to guide an employee through the
various steps of the routine activities. This is done with a view of saving
time, effort and obtaining the uniform output. However, in order to achieve
this objective, it is essential that the SOP documentation is done by a
knowledgeable person in the field.
Since
this is a step-by-step “do it yourself” type of guide, the person who is
responsible for creating the SOP should try to talk to the persons who are
involved in the particular activity and try to understand the procedure and
sequence that are followed. Once the writer gets a thorough knowledge about the
process himself, it becomes easier to write it in a simplified manner and in
flawless sequences. This then enables the other employees to understand and
exercise accordingly.
SOPs
are usually used for training purposes too. Thus, if well scripted Standard
Operation Procedures are available in front then the trainees know exactly what
the supervisor is trying to explain and it becomes easier for them to practice
it in future.
A
good SOP is not only written in consultation with the persons working on the
task but also with the inputs from the quality assurance team. Since the
objective of the Standard Operation Procedures is to establish standardization
and get uniform yield, it is essential to follow the technical steps as well as
understand the requirements of the quality of product to be delivered.
GUIDELINES
TO WRITING STANDARD OPERATION PROCEDURES
- Study the process well and
understand the finer nuances involved.
- Ensure that the SOP is process
driven and not person driven. That is, it is related to the processes to
be explained and not a person’s point of view on work methods.
- After understanding the
processes and drafting SOP forward it to a person involved in the activity
to get proper edits.
- Before the SOP is finally
documented and circulated, Quality Assurance Team should have a last look
to ascertain that quality, health, and safety norms are included in an
organized manner.
- Remember, SOP is a
“step-by-step” guide for the employee to follow. So keep it short and
precise. In the tension of workload, a person does not have time to read
big explanations.
- Matters can be further
simplified by compiling the SOP in the table of contents, distinct
identity and page wise form. This saves time and effort of hunting through
the entire book to find the concerned procedure.
- Include different methodologies
applied to complete the task, the equipment used and their sources, health
and safety precautions, troubleshooting and remedies, etc.
- It is not common for all to
know the abbreviations and short terms used in a particular workplace or
process. Thus, make a proper list of the terms and abbreviations and
explain them for better understanding.
SOP
HELPS IN BOOSTING BUSINESS
Standard
Operation Procedures are necessary to educate the employees on the work
policies and guide to how to achieve a particular task repeatedly in a uniform
manner without committing a mistake, thus giving standardized product
throughout. A well scripted and easy to follow SOP ensures that the employees
follow the steps to the last word and there is no scope for miscommunication.
Simple
steps, easy language, and concise matter enable the employees to comprehend the
instructions effortlessly and deliver a flawless product. SOP is made with all
the industrial rules and regulations in mind. This helps the employees,
especially new trainees to accustom themselves with the industry and its
working. The simplified document relieves the stress of the supervisors as they
need not attend to trainees’ queries at all times.
Comprehensible
instructions facilitate quicker actions and better productivity. Sequenced
tasks ensure no clashes at the workplace and smoother operations. There is a
boost in production and business without compromising on quality. In short,
Standard Operation Procedures are documents that help in making the work
process simpler and beneficial.