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Broad outline for SOP development is:
1. decide the font type, size and layout of the page forehand.
2. develop standard operating manual for the department recording different process standards.
3. involve department managers to list down the steps in various process flows.
3. relate steps of process flow with the department standards.
4. specify all necessary information in the process flow while designing SOP's - charts, pictures (if necessary), timings, specific role of individuals for various tasks etc.
5. make a final copy and consult the department managers for verification of the processes.
6. present it to the corporate operations manager and after approval implement and train memebers.
Thank you.
Division
Organization Chart
Policies
Procedures
This is my advise on writing SOP:
1. Define the purpose - background informtion, why do you need it, what kind of control you are hoping to achieve
2. Use the Turtle Diagram.
3, Write what you do and compare it to reference - Validation Data, ISO Stanadard, Customer Requirements ....etc. For example: Nothing is worse than writing "Acceptable difference is5%" without having a clue why is it5% not10% or1%
4. be specific - for example: do not state "around20 degree" but from "18 -22 degree". do not state "The equipment shall be calibrated periodically " but "Engineer shall perform equipment calibration at Januray"
Be specific - use balance with resolution of0.01 g or better. use reference material with purity more98%. report3 signficant figures
5. define the scope clearly - For example Test Matrix, Project...etc
6. get people envolved.
7. train on proof reading
8. keep it simple, use diagram and flowcharts.
9. Define the competency of staff performing tasks. for example staff will be considered competent after succeeding in Profficincy Testing or EQC
10. focus on the form - make it clear. people will usually follow the form without reading the SOP
Seven Steps to SOP Development and Implementation The function of a standard operating procedure is to transform a business goal into operational reality, but this cannot happen without a clear plan of action. In a previous paper (Standard Operating Procedures: Tools for Making Constant Improvements) we discussed how a dairy manager and an advisor such as a veterinarian, nutrition consultant, banker, or extension agent can work together as a leadership team for SOP development. The leadership team, and others when appropriate, can follow these seven steps toward the development of a well-designed and strongly supported SOP.1. Plan for Results The first step is to link the SOP with the business goal or goals that it will help achieve. In this way the SOP will be shaped from the beginning with steps that lead to accomplishment of the goal. For example, a goal for a milking procedure might look like this: Only clean and properly prepped teats will be milked. This will help us to achieve a somatic cell count (SCC) of less than200,000. Goals do not work without measurement and feedback on performance. Thus, every standard operating procedure should have a way to measure performance. In the example above, SCC can be measured and this information can be made available to everyone who carries out or influences the milking procedure. We will discuss monitoring performance and feedback in greater depth later.2. First Draft The leader should next select a format for the procedure. Formats were described in detail in an earlier paper entitled, “Designing Standard Operating Procedures To Help Workers Do Their Jobs.” Write down the steps in the procedure to the best of your knowledge as they should be performed at present. Don't try to be perfect with the first draft, because it is very likely that you will need to make revisions. Writing a first draft in advance provides a starting point for the review and discussion that will follow.3. Internal Review Provide each employee who performs the procedure with a copy of the draft SOP. Ask them to review and suggest changes that are easier to understand, more accurate, or will improve performance. Assure employees that their input is important and will be considered. People are much more likely to accept and use the SOP if they feel a sense of ownership in it. Workers will feel ownership and commitment to an SOP if they believe that management used, or at least fairly evaluated, their ideas during development. The chance of success is reduced when workers feel that management is imposing SOPs without regard to employee input. Another excellent reason to involve employees is that they are likely to have good ideas.4. External Review Dairy managers increasingly rely on the advice of trusted advisers outside their own organization. The SOP writing process is an excellent way to tap the expertise of your technical advisers such as the veterinarian, nutritionist, or extension agent. They can give you advice that draws on their scientific knowledge and broad experience with other dairy businesses. Provide your advisors with a copy of the SOP draft. Ask them to suggest any changes that will make it clearer and more effective. Dairy managers often see dramatic performance improvements after their technical advisers help them with SOPs. In many cases, the procedure writing process takes communication with advisers much more productive than ever before. Revise the procedure as necessary to incorporate input from your technical advisers.5. Testing For procedures to be effective, they must perform in the workplace. There is only one way to be absolutely certain that a procedure is well written and performs as expected. Have a person (preferably someone unfamiliar with the work) test the procedure by performing each step exactly as it is described. Any steps that cause confusion or hesitation for the test worker should be revised.6. Post Make a final draft of the procedure and post it in the appropriate locations. The workplace is one essential location. A master SOP file should be kept in a central location so workers can review little-used SOPs when necessary. Another possibility is to include SOPs with employee handbook materials. In each case, it is essential to keep SOPs up to date. Preferably, the workplace copy of the procedure should be printed in text large enough for workers to review while completing their work. Many copy centers have the ability to make enlargements. In addition, it may be helpful to laminate the workplace copy so that it will hold up under difficult conditions.7. Train The last step in the SOP writing process is often the most neglected. Train or retrain everyone as necessary to follow the procedure exactly. Even with very detailed steps, it is necessary to train all workers. Otherwise, individuals will interpret the meaning of procedures in different ways, leading to inconsistency in work routines and performance. Development Team Meetings It is often valuable to call a meeting where everyone involved with a particular production process can work together to develop the SOP. A well-managed development team can be more creative than simply gathering ideas from each individual. The creativeness of teams emerges from the interaction of people. Ideas tend to bounce back and forth and generate new and better ideas. Because of this, critical processes such as milking and feeding should be addressed with a team approach. Team meetings may replace step three “Internal Review,” and step four “External Review,” in the process described above. Development team meetings must be properly planned and managed or they can quickly become a huge waste of time.
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