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SOP Example: How to write a Standard Operating Procedure - FASTER!
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- Опубліковано 6 сер 2024
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Searching for SOP examples? Finding a ton of information, all pointing to the end claim that "this is going to take hours to complete"? We’re here to tell you, SOPs shouldn’t take hours upon hours to create -- if you’re doing them the right way. 😏
In this video, you'll learn a simple 3-step Standard Operating Procedure guideline that can help you create SOPs faster, more efficiently, and with minimal effort.
Here's what we'll cover:
00:00 - Introduction
01:33 - Building your SOP Template (More details on that Template here: • 6 Ways to Create SOPs ... )
03:11 - Define your starting and stopping point
03:48 - Outlining the major steps of each sub-process - individually and in smaller chunks
04:52 - Adding the details of the process for clarity (and delegating who does what!)
06:07 - Filling in the blanks
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#processdriven #sop #businessmanagement
Thanks Layla… I was smiling the whole video because my team and I started doing just that for couple of months now… the fist SOP was about how we develop SOPs (sounds crazy but it was helpful)… two things to highlight though;
1) Any team member can suggest an SOP, they can start drafting the SOP while they are working on the task - the output was faster SOP drafting but the IMPACT - everybody started thinking more systematically about their tasks and if they need an SOP for the task or not… moreover, they have ownership… naturally respecting the SOP they developed.
2) during the bimonthly team meeting the whole team goes through the drafted SOPs to either Approve, request Editing, or put the SOP under testing… Going through the drafts together is a very nice exercise to have team members share the challenges, time management, and practice critical thinking… also to make sure that the new SOP does not interfere with other SOPs.
We are aiming to have most of the required SOPs done by the end of the year then we will evaluate the whole thing as a system… however, what I am trying to say - SOP development could be an entry point to build the whole system and the capacity of the team…
This is fantastic!! 🤩 What a great way to incorporate this!
We actually did the same thing. A shared business philosophy saves us a ton of explaining!
I love your approach! This is exactly what I was looking for. Thank you 🙏🏻
Thanks, Cameron! That means a lot! 😄
Love this! Helpful as I'm getting ready to create and update some SOPs for a client process.
I’m so glad this helped you, Barb! ☺️
Brilliant advice. This might be the single most helpful and useful business video I've ever seen. Massive thank you!
Thank you so much! I'm so glad this was helpful!
This was amazing. Your breakdown was organized and precise. Thank you so much!!
I'm so glad this was helpful!
No word can express my gratitude for your help
Aww 🥰 happy to help!
You have just lift a boulder of anxiety from me. Just thinking of writing one SOP makes me want to un alive myself
Hey! I'm so glad I could help!
Great Video Layla love the passion and effort you put in - enjoyed seeing how you do inputs and outputs and the toggles :)
Ah I’m so happy to help, Stephen! ☺️
Yes! I love the toggles!
this really helped me understand the role and scope of an SOP itself within resources in a company. Thanks!
I'm so glad that this is helpful!
Very helpful, thanks alot Layla. Wish all the best to you !
Layla, thank you so much. This is so useful!
Hey! Just getting caught up on comments🙈
I'm so happy this was helpful!
Wow this was amazing! Thank you! I'm subscribing and watching mooore! :D
Hey! I'm so glad this was helpful!
Really helpful, thank you!
The shared information was very valuable. Thank you so much
So happy this was helpful to you!
This is very, very helpful.
Thank you! This was very helpful!
I'm so glad!
Super helpful Layla, thank you
Glad to help, Corey!
Love your videos. Thanks!
You are so welcome! Thanks for watching!
Saving this gold! Ty!
As someone who generally needs a nap after hearing the word, “process” - this was a double-shot of espresso. Thank you, Layla!
Haha so happy to help (and wake you up)!
Well done!
I totally agree. In data center facility operations, SOPs should be the building blocks of EOPs and MOPs.
Great video, Layla! Thank you!
Thanks for watching!
Thank you for these ideas 💡
Happy to help! 😊
Excellent video. Helped me a lot.
Glad it helped!
Thank you! I've skimmed through 10,000 examples and your brief example is gold!
I'm so glad this was helpful to you! 😄
Thanks for the Info.
You got it!
Thanks. I enjoyed this.
Glad to hear it, Larry! 😄
Legendary! Thank you!
I'm so glad this was helpful!
Love your video 💪 We are growing and expanding and this helped.
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I'm so glad this helped! I love this!
This is good. Thank you
Thank you! I appreciate your support. 😊
Very useful, thank you
Hey Dre! I'm so glad this was helpful :)
Great explanation of the SOP. I especially like how you mention you want to do written work unless it's easier to take screenshots or a video. I've create a few SOPs in Notion and it's good to see how others create their SOP's. I either like to write or create videos in Loon and embed them into notion.
I haven't tried ClickUP yet and so far I've used Notion and it's been the best system for creating SOP's for me now. How did you end up picking ClickUp as a platform to build out your SOP's?
Hey Quang! Just getting caught up on comments🙈
Great question!
The idea was to keep our work centralized and easily access SOPs when doing tasks that relate to them.
Since we use ClickUp for ProcessDriven, the solution was to create our SOPs inside the same tool we used and connect them together.
Consider watching this video for a closer look at how it all ties together.
ua-cam.com/video/yQjROs5D5dE/v-deo.html
You have the PEFECT voice for video!!!
Hey Dogger! Thank you so much!
great video, thanks!
Glad you liked it!
You're doing great!
Thank you so much!
Great stuff!
So happy this was helpful to you. ☺️
Much appreciated.
Glad it helped!
I love your smile more than your explanation & knowledge... Oh! Wait, I love both EQUALLY :-P
Happy to help!
Great video, but what software are you using in the screenshares?
You are a saint for this video
Hey Beezy! I'm so happy it was helpful!
Thank you ❤
You're welcome 😊
Thx for the excellent video. Why you don‘t use sub-tasks for the steps of the sop? Wouldn‘t it be beneficial being able to tick them or change their status to „in progress“ or „done“?
You certainly could do that! For this example, I’m treating my SOP more as a reference page. My steps and interactive elements would be in a separate task!
@@LaylaPomper Thank you for clarification and taking the time to respond. Appreciated.
Excellent
Thank you so much 😀
dude your voice is amazing, you sound like Diane from Bojack Horesman :)) , ALSO i love your contents girl. Keep up the good work
😂 it so funny how often I’m told that! Promise, I’m not Diane in my free time!
Sooooo helpful
I'm so glad!
Hi Layla, thanks for sharing! I watched your SOP templates video but didn't see how to actually customize the task view where you can create the 'procedures' 'process' and 'faq' sections...could you provide some guidance here? Thanks in advance!
Hey Claudia! Here's our Ultimate SOP Guide that may help: processdriven.co/documentation/how-to-write-sops-that-your-team-will-actually-use-the-ultimate-step-by-step-guide/
Can you link processes (probably since they are tasks, total beginner here)? Flow diagram useful? Links in steps to external resources? Is there a change log at all (who changed it, when?) - really like this for practical use!
Hey Shelli! Just getting caught up on comments🙈
Great question!
Yes! You can link your processes to SOPs and tasks using the Relationships ClickApp. If you need to add a chart you could insert a link in the SOP or upload an attachment to the task. If you would like to have a "change log" to document who makes updates, to the tasks you could ask team members to leave a comment whenever they update the SOP.
Alternatively, you could show the "Last Updated" field in the List view to watch for any recent activity.
Showing the Task Description Activity is being worked on currently based on this feature request: clickup.canny.io/feature-requests/p/task-description-show-changes-to-the-description-in-activity
Hi Layla. I'm a huge fan. Just wondering why you chose to write the SOP in the task as opposed to in a ClickUp Doc? Also, once you have created the SOP task, is your thought process to save that as a template so that it is added to the workflow each time it turns up?
Great question Ashley! The main reason is that I want to be able to Relate SOPs to other tasks *and* report on them. Docs don't really work for either of those situations.
However, for the longer explanation, check out: ua-cam.com/video/iwl_iq_45qE/v-deo.html :)
Hi. The video was super good. Can I know which app you used to write the SOP?
We are using ClickUp in this video. ☺️
You're the G.O.A.T
Thank you so much!
Layla, loved your Video, very simple and to the point, But I have a question? do you have a template that we can purchase and simply edit and populate with our companies data?
Glad you enjoyed the video! We do have templates, but they are only available to our members inside our signature program, ProcessDriven Foundations™️ processdriven.co/services/membership/waitlist/
Hi Layla, thanks so much for this video, I have a question, am planning to create SOPs for my entire org but only on IT side, like how to use CRM, LMS, ChatBot, OneDrive, even ClickUp etc.. (Different kinds of SaaS) we have almost 40 SaaS solution and I want to document the process to do anything in those systems, but my question came here, I am saying to my self that am about to go to do tutorials, not SOPs, the example that you showed us here 6:23 is like a more into a lessen or tutorials or explanation rather than a SOPs, so please tell me am I right ?, thanks.
Great question!
You are correct. The format shown on our screen at 6:23 is our SOP template.
However, this does not mean it all has to be written. Your idea of creating video tutorials is an excellent solution considering your use case and the amount of SaaS solutions you are using.
Creating tutorial videos can be time-saving for you and could provide a higher level of explanation for your team.
Hi Layla! It is helpful to use ClickUp for this; I have been using the docs feature. I was wondering if you ever ran into the issue of needing to print your SOP's, and if so how you might go about that? I didn't seem to find a "print" option on the docs.
Hey Michael! Just getting caught up on comments🙈
Great question!
We recommend keeping SOPs inside of tasks.
Docs have not always been the most reliable feature in ClickUp, and there's a video where we go into details about it.
ua-cam.com/video/iwl_iq_45qE/v-deo.html
However, if you want to export your docs to keep them safe, you do have that option.
From your Docs location, you can the Sharing column. This will open up a few options for you. The Export option can be found in this menu. ClickUp will allow you to export your Doc into a PDF, HTML, or Markdown format.
I do exist! That's why I'm here!
We see you!
Want to work with me to get your SOPs updated (or created for the first time)?
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Layla, thank you for the video. do you take clients for SOP writing or you just coaching ? I am hiring a pro to write SOP for a wellness spa and medical spa business. any expert here can give me an idea where to find the Talent who specialize this ? upwork ? or ? thank you
Hey Victoria! We don't offer 1:1 services, but we do have the ProcessDriven Membership that helps members systemize their business with ClickUp, including SOP writing!
If you want more details, check it out here: processdriven.co/services/membership
What program are you using in this video to write the process?
We used ClickUp during this video.
gr8 vid
Thank you! 😊
Thanks for sharing these tips, but in my opinion hiring someone professional for standard operating procedure writing services would be a better option. What do you say?
Hi Genelia! I think, ultimately, you need to do what you think will be best for your people. In our view, the challenge with hiring someone for your SOPs is that they're not in the day-to-day of your business. Having the person in charge of the process creating the SOP means that it includes the "on the ground" knowledge that an outsider wouldn't have. In our orbit, we've seen having team members involved also improves adoption rates when the team is involved in the creation.
@@LaylaPomper Yes, that makes sense! Thank you!
I want to create a space for SOP but not everyone in our organization will have access to Clickup. Is it best for me to create the SOP in google and add it to clickup or does Clickup allow me to create the doc and save it to the google drive that has shared access?
Hey Christin! Just getting caught up on comments🙈
Great question!
In this case, your solution using Google Docs is a great option.
If you'd like to create SOPs in ClickUp, you can use Docs to store SOPs. To share the Docs with people who do not have a ClickUp account, you'll want to make the Doc Publicly Shared. Then copy the link and share it with your team.
5:20 writing SOP day to day user, most knowledgeable
🤓
Where do you put "exceptions" to processes in the body of the SOP
Hey Dawna! We typically include them in the FAQ section at the bottom of the SOP. You can add a reminder at the top to go over the FAQs and Exceptions before proceeding :)
What’s the software you are using?
Throughout the video we are using ClickUp. 🙂
@@LaylaPomper thank you, Layla.
Your voice = ASMR (you’re welcome)😊
Hey John! Haha thank you!
can i use chatgpt to write my sop's ?!
You definitely can, but I'd recommend using it more as the skeleton.
l have applied to a UK university by writing a statement of purpose in my own hand. My higer secondary course is science, but i accidentally dropped it with business studies. Will this have any adverse effect on the rest of my admission processing? Please tell me a little about this. Please!
I'd suggest contacting the admissions office. Good luck!
interesting... and you dont create a template of this step by step workflow in checklist or subtask form?
Generally not! Doing so would require manual updates to existing tasks if you change the process. ☺️
What program is she using to write this?
Nevermind it's Click Up!
Exactly! 🤓
You are fucking awesome! Thank you🎉😊❤
So happy this was helpful to you! Thank you!
I’m writing ISO 9001, 14001 and 45001 procedures as we speak. Deep joy 😢
I am sorry for your suffering. 😭 Stay strong!
@@LaylaPomper thanks I appreciate it. Currently on 45001 lead auditors course.
Is it okay to ask for this template?
Hey Marian! This ClickUp template is available inside of the ProcessDriven Membership! Click here for details: processdriven.co/services/membership
Stop answering employee questions - refer them to the SOP. Instead of telling them what needs to happen and why it needs to happen. You need to refer them to the SOP. If you don't have it in SOP form, then you can't hold them accountable to your policy. If the SOP does not exist, ask the employee to create it.
When you have your SOP about “How to take orders from customers when the computer is down”, then you do not have to react to that situation and hurry up and instruct all the employees on what they should be doing, you just say, “go read the SOP”.
It's surprising if you train employees the right way the first time, they remember it and they stick to it. If your standards and expectations keep changing, your employees will just do what they think is best. SOPs provide both YOU and your staff the discipline to stay consistent with how things are done!
Hey Dave! Agreed!
Love this! I always like to learn ways to develop SOPs in the most painless manner possible. I just made a video on my simple SOP, check it out.
Oh, they exist. I work with a few.
😂😂😂
Take shortcuts get piss poor results. Learn how to have confidence in yourself, speak up and address the details.
Learn how to lead and delegate, you civilians are truly lost...You should never be alone when you work on a team.
What's wrong with managers? Set an outline on SOPs that need to be created.
Set a goal to finish
Assign SOP write ups managers
managers turn in said write up to review.
Once write up passes, publish it in their name. With planning? You need to work within reason. Set realistic goals, get real results.
Stop being afraid to speak up...
Thanks for sharing!
Well done!
Thank you!
Excellent
Happy to help!