Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
Introduction to ..
Art of SOP Writing
And it’s relevance to
Performance Management System
09th March 2015
Facilitator:- Ra...
Agenda
1. What is a Standard Operating Procedure (SOP) ?
2. Benefit of writing SOP to a department
3. SOP writing itself h...
1. What is a Standard Operating Procedure (SOP)?
Standard operating procedure (SOP) is the
documented process that a compa...
2. Benefit of writing SOPs to a department
The existence of documented standard operating procedures can
increase the valu...
3. SOP writing itself has a SOP- 10 x thumb rules
of writing SOP
Day - 1
1. Develop vision for the department which aligns...
Effective leaders create a compelling vision
and translate it into reality.
• Values define our behaviors – what are your ...
4. What is Vision?
A vision is a picture of future success.
A vision forms when we think far
enough ahead to realize there...
A Vision….
 engages the heart and
the spirit.
 leads toward a
worthwhile goal.
 gives meaning to an
effort.
 is simple...
5. What is Mission
A mission communicates an organization’s
long-term objectives
Further; mission reflects core values of
...
Mission Statement - Examples
• “To establish Starbucks
as the premier purveyor
of the finest coffee in the
world while mai...
6. What are Values?
“Acting in accordance with
our beliefs and values is one
of the greatest challenges
each of us faces e...
Personal Values
- Communication
- Being organized
- Living healthy life
- Caring for others
- Honesty
- Loyalty
- Integrit...
Connection between
Values, Mission, and Vision
• Vision – A picture of success ,
purpose of existence
• Mission – reflects...
Vision: why we exist
(WHAT)
Mission: how we do it
(HOW)
Values: What do we have
to do it
(HAVE)
Well known
example of Vision,
Mission.
People: Be a great place to work
where people are inspired to be the
best they can be.
Portfolio: Bring to the world a
por...
Our Winning Culture
Our Winning Culture defines the attitudes and behaviors that will be required
of us to make our 2020 V...
3. SOP writing itself has a SOP- 10 x thumb rules
of writing SOP
Day - 1
1. Develop vision for the department which aligns...
What is a
performance
management system
(PMS)?
4. What is performance management
system (PMS)?
Performance management system is a tool crated
to plan, monitor, improve a...
Model of the Performance Management System
Organizational Vision and
Mission
Business Strategy
Business goals & measures :...
Hoshin Kanri Model – as the goal cascading down tool
The “hoshin kanri”
model very effectively
defines who needs to
do wha...
Japanese:
方針管理 (hōshin kanri);
composed of
方針
(hōshin)="plan"/"policy“
管理
(kanri)="management".
Hoshin Kanri Planning Mean...
Hoshin Kanri goal planning process using PDCA
Vision/ Mission/ Corporate Objectives
Sector Objectives Sector Goals
Departm...
Goals should not be conflicting each other
what
we
need
is…
what
we
need
is…
Profile
Our Vision
“To be the inspired focus business management solution
provider for local and global manufacturing and service
...
Our Mission
Provide guidance ,directions and expert knowledge to
solve management issues, in order to create value,
maximi...
Our Approach?
“Focus Business Solutions” uses it’s professional skills to provide
objective advice, expertise and speciali...
Typical work activities of “Focus Business Solutions”
Day-to-day activities of FBS are often complex and varied. Projects
...
Typical tasks of “Focus Business Solutions”
• carrying out research and data collection to understand the organization cul...
Present Contact:-
Ranjith Raddalgoda
+8801730304934/ +94773243649
Bangladesh / Sri Lanka
Email:- ranjithraddalgoda@yahoo.c...
Writing sop and its relvacne to perfromace mangement system   15th march 2015
Upcoming SlideShare
Loading in …5
×

Writing sop and its relvacne to perfromace mangement system 15th march 2015

609 views

Published on

This PPT explains how to write Standard Operating Procedure for any department or process in business process context which aligns with organizational Vision and Mission. Further it explains that perfect SOP will create the flatworm to introduce good performance management system to an organization.
Further this guide lines gives an insight of PDCA application over SOP by initiating KPIs (Results) and KOIs (Drivers) to an organization in terms of converting People driven organization to a world class Process Driven Organization.

Published in: Business
  • Be the first to comment

Writing sop and its relvacne to perfromace mangement system 15th march 2015

  1. 1. Introduction to .. Art of SOP Writing And it’s relevance to Performance Management System 09th March 2015 Facilitator:- Ranjith Raddalgoda (MBA-SriJ-- Sri Lanka)
  2. 2. Agenda 1. What is a Standard Operating Procedure (SOP) ? 2. Benefit of writing SOP to a department 3. SOP writing itself has a SOP- 10x thumb rules of writing SOP 4. What is performance management system?
  3. 3. 1. What is a Standard Operating Procedure (SOP)? Standard operating procedure (SOP) is the documented process that a company has in place to ensure services and/or products are delivered consistently every time. Key Points: 1. It’s a documented process 2. It ensure Service/ Product delivered constantly to a standard
  4. 4. 2. Benefit of writing SOPs to a department The existence of documented standard operating procedures can increase the value of a company. It shows a buyer that the company is "process driven", rather than “people driven". When a company has well documented SOPs, it will help to increase productivity and there by profitability of an organization. 1. Clear on how department link with organization mission and vision 2. To understand the process flow with a clear guideline 3. Can define departmental Key Operation Indicators (KOIs) scientifically 4. Easy to define SMARTs individual Goals and Tasks 5. Cycle time definition, management and improvement 6. Create scientific way to define CI (Continuous Improvement) projects 7. Crete meaningful information background for departmental progress meetings 8. Create a firm platform to conduct process audits 9. Easy to train new recruits 10. Departmental processes can aligned with other departmental processes
  5. 5. 3. SOP writing itself has a SOP- 10 x thumb rules of writing SOP Day - 1 1. Develop vision for the department which aligns with organizational mission and with organizational vision. (What?) 2. Develop departmental mission. (How?) Day- 2 3. Creating a tree diagram and breakdown main processes to sub processes 4. Define scope for segregated each processes (define play ground and players– internal external customers and suppliers) Day- 3 5. Prepare process mapping guide line 6. Draw the process flow Day- 4 7. Explain process steps explicitly in Standard SOP format Day- 5 8. Define (PLT) Process Lead Times and (DCT) Dynamic Cycle Times each process step 9. Define process measurements for each process (KOIs and KPIs) Day --6 10. PDCA- Weekly progress monitoring on KOIs and KPIs and CTs and defining Continuous Improvement projects
  6. 6. Effective leaders create a compelling vision and translate it into reality. • Values define our behaviors – what are your values? • Mission is our passion of achieving vision– what is your mission? • Vision reflects what are we as a team - what is your vision? Your Mission is your key to achieve your Vision a Reality
  7. 7. 4. What is Vision? A vision is a picture of future success. A vision forms when we think far enough ahead to realize there will be important challenges that we can prepare for now. Why company exist for? Your vision should be your dream! “Nothing happens unless first a dream.”
  8. 8. A Vision….  engages the heart and the spirit.  leads toward a worthwhile goal.  gives meaning to an effort.  is simple.  is attainable.  can change over time. Effective leaders have the capability to create a compelling vision, but they must also be able to translate that vision into reality.
  9. 9. 5. What is Mission A mission communicates an organization’s long-term objectives Further; mission reflects core values of an organization A Mission Statement …  Defines directions for change and growth  Aligns people with a purpose; it fosters commitment and unity  Acts as an evaluation tool to help measure activities and programs  Serves as a communication tool for an organization
  10. 10. Mission Statement - Examples • “To establish Starbucks as the premier purveyor of the finest coffee in the world while maintaining our uncompromising principles as we grow” – Starbucks Coffee • “To solve unsolved problems innovatively” – 3M • “To offer all the fine customers in our territories all of their household needs in a manner in which they continue to think of us fondly” – Wal-Mart
  11. 11. 6. What are Values? “Acting in accordance with our beliefs and values is one of the greatest challenges each of us faces every day. It’s true for individuals in all aspects of life … and equally true for organizations of every kind and size.”
  12. 12. Personal Values - Communication - Being organized - Living healthy life - Caring for others - Honesty - Loyalty - Integrity - Enthusiasm - Openness to others Personal Values can be visible through
  13. 13. Connection between Values, Mission, and Vision • Vision – A picture of success , purpose of existence • Mission – reflects values and the overall, long-term objective to achieve Vision • Values – Core beliefs or desires that guide or motivate our attitudes and actions.
  14. 14. Vision: why we exist (WHAT) Mission: how we do it (HOW) Values: What do we have to do it (HAVE)
  15. 15. Well known example of Vision, Mission.
  16. 16. People: Be a great place to work where people are inspired to be the best they can be. Portfolio: Bring to the world a portfolio of quality beverage brands that anticipate and satisfy people's desires and needs. Partners: Nurture a winning network of customers and suppliers, together we create mutual, enduring value. Planet: Be a responsible citizen that makes a difference by helping build and support sustainable communities. Profit: Maximize long-term return to shareowners while being mindful of our overall responsibilities. Productivity: Be a highly effective, lean and fast-moving organization.
  17. 17. Our Winning Culture Our Winning Culture defines the attitudes and behaviors that will be required of us to make our 2020 Vision a reality. Focus on the Market Focus on needs of our consumers, customers and franchise partners Get out into the market and listen, observe and learn Possess a world view Focus on execution in the marketplace every day Be insatiably curious Work Smart Act with urgency Remain responsive to change Have the courage to change course when needed Remain constructively discontent Work efficiently Act Like Owners Be accountable for our actions and inactions Steward system assets and focus on building value Reward our people for taking risks and finding better ways to solve problems Learn from our outcomes -- what worked and what didn’t Be the Brand Inspire creativity, passion, optimism and fun
  18. 18. 3. SOP writing itself has a SOP- 10 x thumb rules of writing SOP Day - 1 1. Develop vision for the department which aligns with organizational mission and with organizational vision. (What?) 2. Develop departmental mission. (How?) Day- 2 3. Creating a tree diagram and breakdown main processes to sub processes 4. Define scope for segregated each processes (define play ground and players– internal external customers and suppliers) Day- 3 5. Prepare process mapping guide line 6. Draw the process flow Day- 4 7. Explain process steps explicitly in Standard SOP format Day- 5 8. Define (PLT) Process Lead Times and (DCT) Dynamic Cycle Times each process step 9. Define process measurements for each process (KOIs and KPIs) Day --6 10. PDCA- Weekly progress monitoring on KOIs and KPIs and CTs and defining Continuous Improvement projects
  19. 19. What is a performance management system (PMS)?
  20. 20. 4. What is performance management system (PMS)? Performance management system is a tool crated to plan, monitor, improve and reward performances. It serves four purposes in an organization. 1. it acts as a light house for the employee, with respect to set goals which each individual should perform in terms to achieve company mission and vision. 2. it acts as a performance assessment system to understand the capabilities and performances of each individual to the time period which goals were set. 3. it act as a feedback system to understand each individual’s strength areas and need to improve areas thereby to have a perfect people development process. 4. It create the base for unbiased reward & recognition process.
  21. 21. Model of the Performance Management System Organizational Vision and Mission Business Strategy Business goals & measures : KFI’s, KOIs Departmental/ Functional KFIs, KOIs Team KRAs Individual KRAs Objectives/ Activities Performance Measures,
  22. 22. Hoshin Kanri Model – as the goal cascading down tool The “hoshin kanri” model very effectively defines who needs to do what, by when and how will the objectives get achieved. The model is ideal for linking business objectives with individual objectives in a very effective manner. HOSHIN KANRI WHAT? WHO? WHEN? HOW?
  23. 23. Japanese: 方針管理 (hōshin kanri); composed of 方針 (hōshin)="plan"/"policy“ 管理 (kanri)="management". Hoshin Kanri Planning Meaning…. The image most often find in U.S. literature on Hoshin Planning (also commonly known as Hoshin Kanri, and Policy Deployment). Hoshin Kanry is that of a ship’s compass distributed to many ships, properly calibrated such that all ships through independent action arrive at the same destination, individually or as a group, as the requirements of the “voyage” may require. Hoshin Planning is more than a compass for steering the direction of your business processes. It is the strategic means of control that allows your organization to make quick turns, changes, and adjustments before you become trapped in a crisis. Success in a highly competitive world requires more than focus and direction. You must have innovation. Hoshin Planning is the means for keeping the actions and innovations of your people aligned with your organization’s strategic intent.
  24. 24. Hoshin Kanri goal planning process using PDCA Vision/ Mission/ Corporate Objectives Sector Objectives Sector Goals Departmental Objectives Departmental Goals Team Objectives Team Goals Specific Activity What to be done ? How to be done ? Weekly and monthly reviews to monitor progress and implement counter measures if required This symbol represents Deming’s Plan-Do- Check-Act Process
  25. 25. Goals should not be conflicting each other
  26. 26. what we need is… what we need is…
  27. 27. Profile
  28. 28. Our Vision “To be the inspired focus business management solution provider for local and global manufacturing and service organizations”
  29. 29. Our Mission Provide guidance ,directions and expert knowledge to solve management issues, in order to create value, maximize growth and improve the business performance of it’s clients..
  30. 30. Our Approach? “Focus Business Solutions” uses it’s professional skills to provide objective advice, expertise and specialist skills which the organization may be lacking. FBS primarily analyze concerns with the strategy, structure, culture and operations of an organization. FBS identifies options for the organization and suggest recommendations for change, as well as helping with additional resources to implement solutions. FBS operate across a wide variety of services such as business strategy, financial and management controls, human resources, information technology, manufacturing operations and supply-chain management. FBS offer end-to-end solutions to smaller or niche firms that required special expertise, skills and industry knowledge.
  31. 31. Typical work activities of “Focus Business Solutions” Day-to-day activities of FBS are often complex and varied. Projects can vary in length depending on the type of consultancy, organization, industry and the demands of the client. FBS can involve an individual or an extended team based in one location or across various sites including overseas.
  32. 32. Typical tasks of “Focus Business Solutions” • carrying out research and data collection to understand the organization culture • conducting scientific data analysis in order to identify real problematic areas of the client’s organization • interviewing client's and its employees, management teams and other stakeholders • running focus group discussions and facilitating workshops • identifying issues and forming hypotheses and solutions • presenting findings and recommendations to clients • implementing recommendations/solutions and ensure client receives the necessary assistance to carry it all out • managing short term and critical barrier removal programs at client requests • liaising with the client to keep them informed of progress and to make relevant
  33. 33. Present Contact:- Ranjith Raddalgoda +8801730304934/ +94773243649 Bangladesh / Sri Lanka Email:- ranjithraddalgoda@yahoo.com

×