Fhyzics Business Consultants' Knowledge Base

Fhyzics' Standard Operating Procedure (SOP) Framework

Fhyzics' six-stage SOP framework consists of (1) Conduct Enterprise Analysis (2) Establish Policies (3) Develop SOP (4) Implement SOP (5) Audit User Adoption and (6) Improve Continuously.

Standard Operating Procedures (SOP) are great tools to streamline business processes which forms the foundation of process improvement. Though most of the organisations know the benefits of SOPs, but lack a clear framework to develop them. This article presents Fhyzics' six-stage framework to design, implement and adopt SOPs in a systematic manner within your organisation. This framework is developed and practiced by Fhyzics Business Consultants to support its clients'.

Advantum-standard-operating-procedure

(1) Conduct Enterprise Analysis

The purpose of enterprise analysis is to study an organisation in terms of structure, policies, processes, operations and products. One or two consultants will carryout the enterprise analysis ranging from one to few days depending upon the size and complexity of the organisation. The outcome of enterprise analysis is the list of challenges faced by the organisation and the list of processes that need to be developed.

Benefits of Standard Operating Procedures (SOP)

(2) Establish Policies

Each organisation has a finite number of business processes and each process need to have a policy. Policies are the high level documents provides a framework for the organisation on how to operate. Hence policies are normally released by the management and have the approval from the Board of Directors. Policies tell us what we need to do? and why we need to do?

Process Classification Schema

Each Process Will Have A Policy And Each Policy Will Have A SOP

(3) Develop SOPs

SOPs establish how to carryout a business process. Each policy will have its mapping SOP. In summary, each process will have a policy and each policy will have a SOP. The key elements of our SOPs are Overview, Terminologies, Activities, Current State Process Map, RACI Matrix, SIPOC Table, Forms, Checklists, Annexure etc. The ultimate purpose of SOP is anyone who is performing a given process should have a clear understanding of what he need to do, when, where and how.

(4) Implement SOP

Once the SOP is developed, it is necessary to establish the Train-The-Trainers (TTT), who will be trained by the consultants. Subsequently, TTTs will train the various teams across the organisation.

(5) Audit User Adoption

Once the employees are trained it is necessary to ensure that they should not slip back to the old habits, which may lead to the dilution of the SOP and defeats the very purpose of SOP. Hence periodic audits need to be conducted to reconcile between the documented version and the actual practice. Any significant deviation shall be addressed with additional training needs.

(6) Improve Continuously

Processes, policies and SOPs are not static documents. They have to be constantly reviewed and improved to match with the internal and external business environments. The review and revision of SOPs shall be done at least once in a year.

Author: Venkadesh Narayanan, Principal Consultant, Fhyzics | 28-August-2018