Standard operating procedures (SOPs) are documented instructions that standardize common processes. They provide clear guidelines to carry out activities, define responsibilities, and ensure quality and consistency. Developing effective SOPs involves identifying all organizational processes, mapping their interactions, outlining objectives and responsibilities, and documenting step-by-step procedures to minimize mistakes. Process maps visually illustrate the relationships between all main and supporting business processes. SOPs should be reviewed periodically and revised as needed to maintain effectiveness.

1. STANDARD
OPERATING
PROCEDURES
BY STEPHEN KIRITU
MWANGI
CO-OPERATIVE OFFICER
Adapted from:RWANDA COOPERATIVE AGENCY
TRAINING PROGRAMME ON MANAGEMENT OF CO-
OPERTIVES

2. In military terminology it is used to describe a procedure or set of
procedures to perform a given operation or evolution or in
reaction to a given event. In General, SOP is a set of instructions
having the force of a directive, covering those features of
operations that lend themselves to a definite or standardized
procedure without loss of effectiveness. Procedure is a specified
way to carry out an activity or a process.
What is Standard Operating
Procedure (SOP)?

3. It gives clarity of responsibilities for each function in the
organization.
It provides the guidelines to perform activities or processes.
It is a communication kit within operations of the organization.
It forms training modules for new employees.
It provides tools to improve the Customer satisfaction.
Corrective action and Continuous Improvement
Describes the Management System with Consistency
It offers Quality Assurance of products / services
It is a Preliminary requirement for Quality Management System
Why do we need SOP?

4. Mapping the core and supporting processes.
State the objectives of each process.
Develop procedure for each process or activity.
Documentation of processes.
Control and maintain the documents
Steps in developing SOP.

5. -Identify the processes within the organization
-Identify the interaction of processes within the organization
-What References, Government policies and rules are related to
the process?
-What is the objective of each process?
-Who’s Involved and Why are they involved?
-What possibilities can bring any mistake during the process?
-How can the mistakes occur?
-How to control the process to minimize the mistake.
Mapping the business process

6. Develop and approve the Procedures
Documenting the Procedures
Implemented, Maintained and improved the Procedures
Controlled
Control of Documents
Approval of Documents
Main List of Controlled Documents
Distribution List of Controlled Document
System of Documentation

7. A process map is a diagram showing all
processes (main and supporting
processes) as well as their
interrelationships to illustrate how an
organization conducts its business.
Process Map

8. All processes can be identified. It helps to
understand the relationship between
standard requirements and all processes in
an organization easily.
Benefits of a Process Map

9. 1. Identify all processes in the organization.
2. Define the input and from which process the input comes from.
3. Define the scope of works (from the beginning until the end)
4. Define the standard requirements related to the process
5. Define the output of the process and where it goes.
6. Describe the process (activity) and its relationship with other
process chronologically (sequentially), and identification of the
critical points.
7. Illustrate sequence of activities, who’s doing what in that
sequence, when it is conducted, how it is communicated with
other involved parties.
Formulation of a SOP

10. a) There is a definite cross check in a procedure.
b) For non technical operations, a procedure should not be to detail in
order not to deter conditional consideration.
c) It should be as simple, as easy, as cheap as possible to create a
maximal efficiency.
d) If it is possible some procedures can be merged just to a single
procedure.
e) It should avoid overlapping, conflict and duplication.
f) It might need a number of documents to support a single
procedure.
g) It has to be reviewed periodically and be revised if necessary.
Basic Standards of Procedures

11. THE END