SOP development and knowledge transfer
Standard Operating Procedures (SOPs) are a means of transferring or sharing knowledge across an organization over time. SOPs are living instructions that document essential procedures step by step. They can be time-consuming to create initially, but their ROI over time makes the effort time well spent.
Quality SOPs enable knowledge transfer and sharing for a business’s employees. They provide a business with step-by-step documentation of procedures useful for re-training or re-skilling employees and offering growth opportunities. SOPs also keep critical procedures intact and can be used for employee training and reference resources.
This guide describes the importance of creating and maintaining quality SOPs as living documents to enable effective knowledge transfer across an organization.
Allari’s SOP development approach
SOPs take time and collaboration to create. SOPs require attention to detail and the exact steps documenting all key business processes. As you can see, time and resource constraints, and the complexity of writing down all business procedures, keeping them up to date. and reviewing them are not a simple task. However, a solid group of quality SOPs positively impacts an organization in the long run by reducing training costs and providing necessary compliance documentation.
At Allari, one of our services includes developing effective knowledge transfer through SOP development. An Allari expert works with you and your employees to proactively gather detailed procedure steps and document them into an easily readable and accurate SOP. Allari leverages your ability to collaborate effectively and technology to create reliable and accurate SOPs for all your business processes and procedures necessary for exceptional knowledge transfer.
Best practices for developing effective SOPs
The benefits of creating SOPs go beyond procedure documentation and knowledge transfer. Exceptional SOPs are useful for evaluating employee performance, conducting training, and reducing overall costs. They also reduce confusion on procedures through effective communication and becomes the source of truth and is kept updated continuously as procedures or compliance requirements change.
Best practices for developing quality SOPs include reviewing content with appropriate managers and employees. By reviewing content, team members collaborate and transfer knowledge about procedures. Asking for employee input encourages knowledge sharing and ensures an SOP that’s highly accurate and easy to read, follow, and understand.
Another good reason for review and input is defining the scope of an SOP. Many businesses have procedures that have dependencies on each other. By asking for input, employees can contribute to creating not only a correct set of procedures but one that is clearly understood. Clarity is essential to accurate knowledge transfer.
Once the SOP and the initial internal review is complete, it’s time to test it out. Testing is the most effective way to ensure an SOP is high quality. Let employees try out the SOP and return with any point of confusion or where text may be misleading. Next, train employees on the SOP procedures. Training provides an additional opportunity for review and feedback.
Tips for implementing SOPs
Implementing SOPs successfully means knowledge transfer through training and user reviews. Allowing employees and other users to review and train on the SOP, strengthens communication and collaboration. At the same time, employees feel engaged and involved in creating effective and valid SOPs.
If creating SOPs was not enough work, then there’s training employees on the SOPs. Training is the perfect time to gather final feedback from employees performing the work. Employees that use the SOPs have tacit knowledge that may be undocumented but is key to successful procedure operations. Sometimes tacit knowledge is not shared, it’s simply known and passed down through in-person training or when an employee is training a replacement.
Training employees on the SOP opens the opportunity to share tacit knowledge for more thorough and accurate documentation. Of course, receiving employee feedback means the SOPs must be updated to accommodate feedback and other changes.
Leveraging technology for knowledge transfer
Technology improves the flow and speed of SOP development, review, and even employee training. By leveraging technology, businesses reduce the time and strain on resources to develop, write, edit, and finalize SOPs. You can automate many steps using business data to create the base document. Technology aids in developing a thorough and detailed set of SOPs based on actual employee and business information.
Many software tools also allow SOPs to be shared electronically, tracking feedback, and reviewing information. Tools also create secure storage space and authentication protocols for access. Templates and guides for creating effective SOPs are also included.
The benefits of using SOP software include:
- Digitization of documents
- Control of compliance configurations
- Aiding collaboration amongst dispersed employees
- Reducing risk
- Providing analytics for metrics and tracking
Managing the entire SOP process from creation, review, and maintenance is simpler with SOP software tools.
Allari offers SOP development services that leverage technology tools to map business processes. Using our exceptional customer service and collaboration skills, we can help you create the SOP documentation you need to move business forward, comply with all regulatory compliance requirements, and effectively transfer knowledge.
Overcoming knowledge transfer obstacles
The biggest obstacle to effective knowledge transfer is the time it takes to create, review, and maintain accurate SOPs for every business procedure. SOPs are essential for knowledge transfer and help ensure quality procedures, compliance, and accountability. Besides time, creating SOPs is challenged with human errors, regulatory violations from inaccurate steps, employee dissatisfaction, and a reputation for poor quality work.
SOPs require planning, design, development, and writing. Then, there’s the review, training, and maintenance. You can’t live without the advantages of SOPs but consider leveraging technology or using an SOP service to help.
Technology increases adaptability across the business, including managing SOPs. The more agile, the better a business can respond to any market environment and remain profitable. High-quality SOPs aid in training, customer satisfaction, and improved work quality.
At Allari, we provide the business process automation and the SOP management expertise you need. We’ll tweak your tech and transform your company – for the better!
Our 60+ specialists are experts in J.D. Edwards and 80 other business technologies, and they know them inside and out. Our specialist’s knowledge and experience position Allari to help with your business needs, from day-to-day production issues to full-scale digital transformation projects and leveraging the power of business process automation.
Get in touch! Schedule a free consultation to discuss your customer experience needs or IT projects you want to accomplish.