Maybe we’ve heard about SOP which stands for Standard Operating Procedure in a company. Standard Operating Procedure is important in a company to complete a job in accordance with the rules.
SOPs are important rules or procedures in a structured organization. But what is a Standard Operating Procedure? and how it works, in this article I will write a lot about this.
Work from home CFD, forex trading online with TenkoFX
TenkoFX broker regulated by IFSC Belize
- 1 What does standard operating procedure mean?
- 2 How do standard operating procedures work?
- 2.1 Production and Operations
- 2.2 Finance and Administration
- 2.3 Marketing, Sales and Customer Service
- 2.4 HRD ( Human Resources Development)
- 2.5 Law
- 2.6 What does the standard operating procedure consist of?
- 3 Are standard operating procedures mandatory?
- 4 Why standard operating procedures are important?
- 5 Standard operating procedure at workplace
- 6 Standard operating procedure examples
- 7 Difference between standard operating procedure and protocol
- 8 Final Thought
What does standard operating procedure mean?
Citing to Wikipedia, Standard Operating Procedures are standardized workflows, which become binding and directive guidelines. The things that are written become standard rules in completing a job that must be fulfilled by stakeholders.
In more detail, Standard Operating Procedure is a document related to procedures that will be carried out chronologically to complete a job in order to get effective and efficient work results.
A company organization must own SOP as a guide for carrying out the duties and functions of each section.
With this SOP, it can facilitate and order the work to be carried out. The important role of this Standard Operating Procedure makes business people need to know about the objectives and functions of the SOP itself.
Standard Operating procedure goal
Basically, the goal of creating a Standard Operating Procedure or SOP is to explain details or fixed standards regarding repetitive work activities carried out in an organization or company.
In general, the objectives of this SOP are as follows:
Giving specific guideline
Provide general and specific guidelines, instructions to an institution, agency, or company in carrying out the main tasks and functions of each field. SOPs can help related parties to find out their duties and be more focused on carrying out the tasks set out in the SOP.
Creating strong determination and high morale
With the SOP, it will have an impact on the parties concerned so that they have a high desire to complete existing tasks so that they can produce good performance results as well.
Minimizes the occurrence of bad risks such as failure and bankruptcy
When an agency or company has good guidelines or directions, it will produce good performance results. So that the occurrence of bad risks to a company or agency can be minimized.
Standard Operating Procedure function
Besides having the objectives mentioned above, SOPs also has several functions that can be taken:
Mistakes may occur, but SOPs can minimize the occurrence of mistakes in doing business because all activities are clearly regulated in accordance with existing procedures or rules.
As a work benchmarking tool
With the SOP, this can be a benchmark for all business actors in assessing the performance that has been done. This is related to whether it is in accordance with the existing rules or not.
If it is not appropriate, then it would be better if the stakeholders immediately evaluate and improve their performance so that the functions and objectives of this SOP can be properly felt by the company.
How do standard operating procedures work?
The way the SOP works is to provide standard rules for each company institution that must be obeyed in carrying out its functions.
SOPs in each division vary according to the function of the division. For example in a company that has several divisions that take care of different parts, such as:
Production and Operations
In this division, SOP usually regulates production steps, maintenance of production equipment, inspection procedures to training for new employees.
Finance and Administration
This division usually includes the following: acceptance accounts – receipts and the collection process. It could also be a payment account – maximizing cash flow while trying to pay all bills on time.
Marketing, Sales and Customer Service
Regulating all relating to Approval of external communications such as press releases, social media, advertisements, and so on,.Preparation of sales strategies, delivery services, including overcoming consumer responses, guarantees, and rules regarding refunds and solutions to consumer complaints. How to respond to consumer comments and suggestions.
HRD ( Human Resources Development)
Regulates: job description for each employee position, employee orientation, and training, employee discipline, use of the internet, and social media for the benefit of the company.
Manage privacy – it is important to make privacy rules. That way, employees will know the procedures regarding what information can be collected and what is the reason, how this information will be processed, and how long is the appropriate time to store the information in a file.
Procedures related to privacy can ensure that employees only ask for the info they need to complete the job.
What does the standard operating procedure consist of?Given that each division of a company requires a different SOP, before writing an SOP there are several important things as steps for planning and application of the SOP.
Create a list that requires an SOP
You can consult with the manager and discuss with their team what SOPs might be needed. Choose a procedure that is really important or crucial for the company to standardize.
Create a good and easy to understand format SOP
Plan a good SOP format, whether the process will be easier to understand. If it is explained in the form of narrative text, diagrams, or pictures.
It is also necessary to define the process for checking SOPs, to whom they are sent for preliminary inspection after they have been written, who has final approval authority, and who publishes them.
In addition, it is necessary to pay attention to how the SOP can be accessed by every employee.
Collect information on SOP content
You can interview experts in their respective departments. Also, ask if the department has previously had operational documentation. This information will serve as the basis for new SOP content.
Write, Check and Publish
If you have completed all the steps, then the next step is to write the SOP. After the SOP is written, do a review with experts, as well as with employees, then publish it and socialize it to employees.
Make sure the SOP works maximally
An important step in implementing SOPs in the workplace is to ensure that SOPs are carried out properly by employees.
You can request operational audit reports from each division or manager concerned. After that, the company can verify and cross-check whether each SOP has been properly implemented.
Update SOP Periodically
SOPs must be flexible and adapt to developments. If the SOP is out of date, no longer in accordance with the current conditions, it is necessary to update the SOP by using the 5 easy steps to make the SOP above.
Are standard operating procedures mandatory?
Actually, in a company, making a Standard Operating Procedure is not mandatory, but considering its function, with the existence of an SOP, the company will be able to work much more efficiently and support the overall performance of the company.
Each company can have different policies regarding this matter according to the situation and conditions of each company.
One of the considerations for preparing SOPs is usually the character of the company, the effectiveness and efficiency of the work culture, and the standard of business ethics (code of conduct) that the company wants to create.
SOP is using principles of transparency, accountability, responsibility, independence, and fairness. Companies also often follow the standards of Good Corporate Governance (GCG), the International Organization for Standardization (ISO), and the National Standardization Agency for the company in making SOPs for their companies.
This serves to carry out the development, guidance, implementation, and enforcement of the principles of GCG in the company’s SOP.
Compliance also serves to ensure that internal controls and compliance procedures covering all company activities run well so that they can support the company’s growth, protect the company’s reputation, and minimize the risk of loss and fraud in an effective and efficient work environment.
Why standard operating procedures are important?
The importance of SOPs in the company is for efficiency and to organize all employees so that they can work as they should.
The importance of SOPs can be divided into two, standard functions and standard benefits.
The function of the Standard Operating Procedure is:
- As a legal basis and guideline.
- Facilitate the work.
- Make discipline at all levels of the company.
- Detect the obstacles that are being or will be experienced by employees.
The benefits of Standard Operating Procedures are:
- Train employee independence.
- Avoid overlapping tasks.
- Creating standardization to finish the job.
- Improve company performance.
- Correcting procedural errors.
Standard operating procedure at workplace
The standard operating procedure at the workplace of each company can be different. This also depends on environmental conditions and company policies in establishing SOPs.
For employees, complying with SOP rules is an obligation. Which should be fulfilling to support their performance in the company.
If there is a deviation, the manager or expert staff can audit the implementation of SOPs in the workplace.
If an employee violates the SOP, he gets punishment to train him to be more disciplined.
However, SOPs in the workplace must also be easily known by all employees, so that there are no misunderstandings between employees and managers.
Standard operating procedure examples
Here are some examples of SOPs in companies with different objectives.
First example: SOP Sofi Market Place
- Bringing together the seller and the buyer so that they can transact safely and comfortably.
- Providing a “joint account” facility for all buyers to gain trust.
- Providing facilities to sellers in the form of optimizing their shops so that potential buyers can see them.
- Provide accounting application facilities to sellers to facilitate the sales process.
- Provide employment opportunities for all people who do not have a job.
Standard operating procedure for employee
- At 7:30 am all workers have to come to the office. The workers have to do voluntary work first to clean the Shofi Market Place office.
- 8:00 am, all workers carry out their respective work activities.
- 11:30 am all workers are allowed to rest, for Muslims who are obliged to pray in congregation at the nearest mosque.
- 12:10 pm (after Dhuhr prayer) all workers are given a break for lunch.
- 12:30 pm, all workers must be ready in their respective positions to return to work.
- 14:40 pm, (before Asr) all-male workers who are Muslim are must pray in congregation at the mosque (with officials of the Shofi Market Place), and for women, it is allowed in the mosque that has been provided by the office.
- 15:00 pm, (after Asr prayer) all workers return to their respective jobs.
- 17:00 pm, all workers are getting ready to go home, preceded by light mutual assistance cleaning for the office.
- 17:30 pm, all workers allows going home with a bonus from the office. Technical support, sales, and billing support still have to work, but you can go online at home to serve customers.
Example 2: SOP Rampage corporation
- Provide website creation services.
- Providing services in the form of website optimization in a professional and trusted manner.
- Provide employment opportunities for youth who have not worked (can be a sales manager, technical support, or billing service).
- Provides website-based application development services.
- Provide a great and creative solution for your start-up.
Employee Standard Operating Procedure
- At 7:00 am in the morning all workers must arrive at the office. Starting to clean up their respective workplaces and no one should be unemployed.
- 7:30 am, the company opens, all workers do their respective jobs.
- 11:30 am, all workers allow to rest until the end of the Dhuhr prayer.
- 12:00 pm, all workers must in their petition to continue their work.
- 3:00 pm, all workers who are Muslims pray Asr in the congregation in the upper room.
- 4:30 pm, the company is closed. The workers are back to re-clean the workplace.
- 5:00 pm, afternoon all workers may leave the workplace.
Difference between standard operating procedure and protocol
In summary, the difference between a protocol and an SOP is that a protocol is a rule by a regulatory or an external agency. While an SOP is a method used to achieve or comply with protocol rules. Instead, SOP rules must be followed to achieve goals.
Standard Operating Procedure orientation to the task or work to be done. Procedures provide step-by-step instructions on how to perform a task or job.
Protocols are rules with the aim of achieving something to solve a problem. Protocols are usually by the government for official events.
Various kinds of goals can use the Standard Operating Procedure to reach the goal.SOP is very important to make work in quality.
In the health sector, there is also a Standard operating procedure that must be carried out step by step.
Read more article