In this presentation, you will find a detailed orientation on "How to write SOP Effectively". Specifically, the emphasis is on how to make an SOP detailed yet simple so that it can be implemented with ease by the end-user.

1. How to write an
Effective SOP

2. Exercise:
• Your team is expected to make 500 gms bhajiya.
• Your are requested to guide them to complete this task?

3. Out Objective:
• Result (What to achieve how much)
• Quality (What to achieve of what quality)
• Procedure (How to achieve)
So it’s What Vs How
“Quality is everyone’s responsibility”
- W. Edwards Deming

4. What is an SOP
• Formal document that describes how an individual or an
organization perform a task in ideal way and document it.
• SOP provides step by step set of instructions to the person
performing a task
• Standard operating procedures are written, step-by-step
instructions that describe how to perform a routine activity.
• Employees should complete them in the exact same way
every time so that the business can remain consistent.
• Standard operating procedures help maintain safety and
efficiency.
• It should specific enough to provide clarity
and practical enough to implement.

5. Importance of SOP:
SOP are important to have consistent quality output in any
process by design (not by chance).
• Consistency
• Accuracy
• Precision
• Right Result
• First time
• Every time
Some Real Life Examples to share

6. SOP helps in:
• Optimize the efforts
• Saving time in routine activity by standardizing process
• Provide consistency in output
• Improve Communication
• Define the accountability
• Increase the safety at work

7. Structure of SOP
• Header:
• Title of SOP
• Department Name
• Process / SOP no.
• Effective Date
• Revision Date
• Version no.
• Page no. of Page

8. Structure of SOP
• Main Content of SOP:
• Purpose of the process
• Scope / Applicability
• Prerequisites
• Procedure
• Process Chart
• Out put / Other process triggered
• Responsibility & Accountabilities
• Documentation / Record keeping

9. Structure of SOP
• Footer:
• Name & Signatures:
• Prepared by (Author)
• Reviewed by
• Approved by
• Controlled copy

10. SOP document terminologies:
• Master Copy: Original Signed copy
• Controlled copy: Used at actual working place
• Uncontrolled copy: For information purpose only
• Obsolete copy: For obsolete activity
• Superseded copy: Previous Copy replaced with new one
• Approved copy: For the dossier & regulatory submission

11. SOP by whom?
• Should be written by individuals knowledgeable with the
activity and subject matter expert.
• By an individual who performs the tasks routinely
• Think about methodology, required tools, technologies etc.
• Inputs should be taken from:
• Team members who perform the task.
• Safety policy of the organization
• Compliance provisions of various controlling and regulatory
authority e.g. RERA, Taxation, GST, NBC, GDCR etc.
• Engineering standards, Manual of equipment manufacturer

12. Define Process Effectively
As is
Process
To be
Process
SOP

13. SOP Review & Approval
• Below are the factors for review and approval of SOP:
• Adherence to standards
• Readability, Comprehensibility, general Understand ability
• Degree of completeness
• Appropriate level of details
• Simplicity of process
• No redundancy in process / content

14. Exercise:
• On this Monday you wanted to reach to Ahmedabad by
3 pm by your car.
Explain the entire process one should follow?

15. Implementing SOP:
• Train and Retrain the user is the most Important Step in
implementing SOP.
• While Training the users the HOD should:
• Share the reason Why SOP must be Followed.
• Explain the SOP and demonstrate it step by step

16. Thank you!
- Irfan Shersia
Irfan.hrd@gmail.com
“Quality is not act, It’s Habit”