SOPs - Improving Facilities Operations
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This document discusses standard operating procedures (SOPs) for facilities maintenance and operations. It argues that SOPs are necessary for reducing rework, training employees, ensuring safety and regulatory compliance, maintaining consistency, and satisfying customers. The document then provides guidelines for developing effective SOPs, stating they should be simple, organized, prioritized, and accessible. It gives examples of SOPs for specific facility equipment and processes. Finally, it outlines steps for getting started, such as creating templates, numbering systems, training programs, and instituting review processes to standardize and improve SOPs over time.
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SOPs - Improving Facilities Operations
- 1. SOPs – Improving Facilities Operations Standard Operating Procedure Preventative Maintenance Procedure Facilities Operating Procedure cGxP – current Good Manufacturing Practices Guidelines / Handbook
- 2. Is it really that necessary?
- 3. Is it really that necessary?
- 4. Reduction in rework Used to train, hold accountable, remind team of steps Used by planner for parts, tools, inventory Safety, required for compliance Consistency, regardless of employee, staff Eliminate outside contractors possibly Customer (user, member, congregant) Satisfaction Lower long term cost / expense Why have Procedures
- 5. Let’s discuss today how SOP’s should be: Simple Organized Prioritized Accessible Show some Examples Opportunities for Procedure Improvement Discussion / Questions SOPs
- 6. Simple
- 7. Clear Repeatable Facility / Campus specific Owner’s manual simplified Check list, check boxes, maps, color coded Wording / Language related to Reader / User Volunteers able to complete after reading Makes training easier Simple
- 8. Simple
- 9. Simple
- 10. Simple
- 11. Organized
- 12. Inventory Begin folders / binders / naming system Calendar system Code system Consistent across campus Directly related or same as PM / attached to PM Organized
- 13. Organized
- 14. Organized
- 15. Prioritized
- 16. List and Audit Impact to people Impact to operations Impact to facility What have people missed in past or made mistakes at Lessons learned / incident reports Overall cost (for not having a procedure) Prioritized
- 17. Prioritized
- 18. Accessible
- 19. Easy to get to Overcomes Language barrier – Understanding difference Laminated posted clipboard not removable Pictures – posted on wall Maps included - visual On-line… connected with PM - attachments Like SDS – in custodial closet where chemicals exist Location relevant… to tools, cart, building, classroom, equip Accessible
- 20. Accessible
- 21. Accessible
- 22. Accessible
- 23. Facilities Specific: PM’s / Operational Procedures / Checklist Fly system Baptismal Trailer Use checklist Coffee Station Time sheet Sewage Pumping station Quarterly vs Semi-Annual HVAC cleaning and filter change. Carpet Cleaning procedure and checklist Fire Alarm Testing Examples
- 24. Campus Wide: Employee Handbook Benevolence Policy Vehicle Policy Vacation / Time off Request Policy Wedding Policy Facility Use Policy Kitchen Policy Security Policy Childcare Guidelines New Ministry Start-up Request Examples
- 25. Example – Fly System WC Stage Manual Rigging System Do Not Operate: Trained Authorized personnel only 1. Inspect area around winch (winch mount, bolts, clew, wire rope clamps for signs of damage or loose connections) 2. Raise (clockwise) bar slightly to take load on to the winch and remove load from safety cables (Using 5/8” drive handle or strong electric drill with 5/8” socket drive) 3. Disconnect safety cables from Clew 4. Lower bar (counterclockwise) checking all areas clear – Ensure everyone stands clear Bar height above floor should be no lower than 5’
- 27. Example – Trailer Towing
- 28. Example - Coffee
- 29. Classroom
- 31. Example - GFCI
- 32. Example – Complex… Sewage
- 33. List – Prioritize Numbering / Code System Template Approval or review step Training and communication / marketing Publishing Standardize / Institutionalize / New Normal Enforce / Audit / Review Improve / Report Getting Started
- 34. Template Name / Title Tools / equipment / Safety Time Location Steps Map / drawing / picture Sign Offs Getting Started
- 36. Standardizing In-Box or folder holders or posted calendar, e-mail notifications of assignments Sign off Steps / checkboxes and supervisor review Labor hours reported on as confirmation “Resolve” or “Execute” work in database with login Training and practice with application Show benefits to team, have parts on hand previously ordered per calendar, ease of use Getting Started
- 37. What areas are the most critical / important What areas are the most urgent What events / incidents in past point to a need for a procedure What SOP can you create or improve on your campus starting today? Questions
Editor's Notes
- SOP’s as many call them might be called other things as it relates to Facilities Management. represent many other
- Picture of how not to do it or the impact of it not being done Miscommunication example, or not following the posted procedure Chocking wheels before disconnecting the trailer from vehicle The reason from the truck driver’s perspective – he has brakes in lock mode on trailer why does he need chocks for instance. Then the loader what is his perspective on the procedure
- Would you want to sit in a chair not put together correctly Do you trust that others followed the plan, guidelines, procedure? Screws left over cause concern? Or you are selling these and start getting customer complaints? Liability?
- If you ask someone to perform a task there will be a miss-communication, misunderstanding, assumption, Example: custodian who drags bag down hallway leaking the whole way to back door. Procedures steps have reasons that will not be remembered especially when stressed, hurried, inexperienced For instance - Testing a circuit dead before connecting test leads. Procedures can prevent ambiguity, provide consistency to all employees, provide protection from legal ramifications Allow the procedure, prepared in advance, be the leverage for successful outcomes You may think of more reasons?
- SOPs should be Simple, Organized, Prioritized and Assessable
- Picture of Simple – but effective Flush, hang mop, fire exit, door will alarm,
- User friendly, straightforward, easy to use, comprehensible Owner’s manual simplified – converted to local application – meat of info filtered and re-written Facility / campus specific – after install of components the procedures may change or can be simplified. Check list, check boxes, maps, color coded Wording related to reader - Volunteers able to step in Using the procedure and training on obtaining the procedure prior to performing task makes the next time annually easy.
- Floor drains as an example of simple steps, clear and easy to understand
- Picture of Simple – but effective Flush drains with map for locations Partial map location color coded for need and type of drain to fill
- Floor drains as an example of simple steps, clear and easy to understand
- Location of a tool cost our team more time and frustration, what if the tool was defibulator. Where is the safety section of the procedure – SDS have this standard. How do I find the info on custodial stuff in all these procedures?
- Begin folders / binders / naming system The amount of items on your campus and the need for improved procedures in so many areas can quickly be overwhelming Code system Consistent across campus such as a template Consistent in the completion and approval of final drafts Directly related or same as PM / attached to PM
- Groups or categories for finding PM / SOP
- Begin folders / binders / naming system – calendar / spreadsheet Show Code system A, SA, Qtrly, Bi-Monthly, Monthly, Bi-Weekly, Weekly, Daily Consistent format – using Word templates for instance, page number location, revision location at bottom, initials for who edited. Instruction sets - Directly related to Task or recurring task or same as PM / attached to PM
- What is most important, spend energy time on those procedures, sops, guidelines Safety, cost, time reduction, Importance vs Urgency – matrix how important or what is impact and how urgent or what is the schedule requirement
- List and Audit Impact to people Impact to operations Impact to facility What have people missed in past / make mistakes at Lessons learned Example – kitchen cleaning checklist, kitchen training checklist, Weekly, Bi-weekly, Monthly, Qtrly, Semi Annual, Annual – being able to remember or how often HVAC condensate trays clog or belts get loose.
- Example – kitchen cleaning checklist, kitchen training checklist, Weekly, Bi-weekly, Monthly, Qtrly, Semi Annual, Annual Effort spent providing procedures where there has been a problem in past – such as gas left on, dishwasher running all night, saftey for kids.
- Picture of not accessible Company policies, hidden on a server folder with no hyperlinks, compared to improved FMx calendar or printed, laminated in location Team members who work at times with office closed but procedures in bosses office. Or a pastor who wants to do the job and has keys but never trained – leads to more work and failure or worse
- Handy, available, reachable, open, nearby, Language barrier – Understanding difference Printed laminated posted clipboard not removable (example Van clipboard laminated) Pictures – posted on wall, Maps On-line, connected with PM - attachments Binders Like SDS – in custodial closet where chemicals exist. Location relevant to tools, cart, building
- Online – never lost, torn out or missing Every employee (custodial / maintenance tech) has login Every maintenance personnel has key to location of files
- Only accessible by those with keys, in sleeves with map attached Every employee (custodial / maintenance tech) has login Every maintenance personnel has key to location of files
- A policy on a network drive is not read by anyone, but posted such as State Labor laws At location of offense or need for improvement.
- Facilities Specific: PM’s / Operational Procedures / Checklist Fly system Baptismal Trailer Use checklist Coffee Station Time sheet Sewage Pumping station Quarterly vs Semi-Annual HVAC cleaning and filter change. Carpet Cleaning procedure and checklist Fire Alarm Testing
- Campus Wide: Employee Handbook Benevolence Policy Vehicle Policy Vacation / Time off Request Policy Wedding Policy Facility Use Policy Kitchen Policy Security Policy Childcare Guidelines New Ministry Start-up Request
- As soon as you open baptismal - Laminated posted clipboard that can be carried to breaker, simple checklist on one side, detail on other with highlighted areas
- In each van metal clipboard, laminated to clipboard and paper copies to check Door left down driving down highway Bent tonged post / stand Chains worn completely through Axle bent Tires rubbing on fender well Front roof damaged Overloaded and van missed turn on interstate in the mountains on a downhill due to weight and trailer brakes Stolen trailer due to improper locking
- On wall next to coffee system with picture – written with visual at location, accessible, simple, organized
- Posted in classroom for volunteers – examples of visual tools to communicate the SOP
- Posted procedures Every location that someone is standing doing the lesson learned from last time. Using the lessons learned to prioritize what to communicate.
- Preventative Maintenance Procedure for GFCI Simple, clear, routine,
- Example of a much more complex yet important procedure requiring detail because of training level of performer, low frequency of completion specific to our campus and location. Critical item
- What needs a procedure – importance / critical (lessons learned, hard spots in employee relationships, incident reports, ) What needs to be done first – priority / urgency What format do we use - template Where will it be stored, accessible How do we organize it for clarity and ease of use and consistency – GG (general guidelines), SG (Specific Guidelines), PMP (Preventative Maintenance Procedure), CMP (Custodial Maintenance Procedure), etc. .001 or 01-02 (GG01-02) Template / Calendar / code system for instance Hired an intern to inventory, audit, Hire a typist with some technical aptitude – hand wrote , gave list
- Template See handout -
- Example of an early hand written PM process put in binders and only reference on a wet erase calendar. Starting point before going to electronic PMs’
- All procedures look professional and have the same standard. A good template like the handout can have multiple areas to help remind you but can be left with an N/A in that section when not necessary. Put PM or reminder on calendar to review all Procedures for updates/ accuracy / is equipment still on campus / do we still do it that way?