SOP’s – Standard Operating Procedures – Operations Manual
System100™ has a detailed Operations Manual with many Standard Operating Procedures, to be used as templates and a guide for building any Company Operation Manual. Therefore, enabling System100™ clients to build a custom operations manual loaded with all the necessary SOP’s procedures, polices, etc. for ANY type or size company.
As a result of having access to these templates via our document cloud we call the “Brain Trust”, building an operations manual for a company is done in a fraction of the time it would normally take. So, there is no need to start from scratch, a company can hit the ground running in a matter of days using their new operations manual.
System100™ also has an auto document management system in place that is organizing your documents into folders, departments, users, etc. during the initial building process.System100™ also enables you to print hard copies of manual for your peace of mind if your desire.
Do you know the number one reason most businesses are so disorganized?
It’s due to the fact that, the owner has never taken the time to “download” by writing down how their business operates from the time they open their door for business in the morning until they turn the key and lock the door in the afternoon.
There’s a whole lot of stuff going on between those two turn-key events. In most businesses, most of that “stuff” the processes that run the businesses is just floating around in the owner’s head. Therefore, the owner is constantly interrupted by employees trying to get at that information. If the owner leaves the premises for any reason, all hell can break out. Sounds familiar?
That “stuff”, is what we call, “The System”.
What is a System?
Webster’s Dictionary Defines Systems:
1. A group or arrangement of parts, facts, phenomena, etc., that relates to or interacts with each other in such a way as to form a whole;
2. An orderly method, plan or procedure.
The “system”, as defined for the purpose of building an Operations Manual for a business, is a network of interacting written procedures, policies, control checklists, etc. The Operations Manual should be made accessible to every member of your organization, to give clear understanding to all and empowering them to do their job without constant supervision.
Why do we need systems and what are the benefits?
• To organize a business for maximum efficiency
• Avoid constant interruptions from people seeking repeated information
• Business will run smoothly, whether you are there on not
• Reduce errors and waste
• Reduce stress
• Fewer and more productive meetings
• Fewer and more effective managers
• More effective employees
• More peaceful work environment
• Improves employee cooperation
• Quickly reveals employee work habits
• More profit with fewer mistakes
• Time and money saved by good housekeeping-(5’s)
• Employees take pride in clean and organized work areas
• Less customer turnover
• Less employee turnover
• Better service and more respect from vendors
• Attracts quality employees who attract other quality employees
• Market value of your company is substantially increased
• Production through-put is shortened with less exertion
• Satisfied customers give free word-of-mouth promotions
• More time to serve customers and address their problems
• More time and resources to give back to your community
• Once implemented, the business is easier to manage
• Owners and managers have more time for their personal life
The Building Blocks of an Operations Manual -“The System”
Things to consider as you download your business processes out of your head into a Written Operations Manual
Context and Understanding
The words you use must plainly describe the actions and activity to be performed so any member of your organization can easily understand.
Before a new system is implemented, everyone that this system/document will affect should participate in sharing their ideas or any concerns, as it will impact their job.
These same people should also be involved in the testing, revising and updating of the system.
Terminology should be consistent, whenever possible.
When dealing with hundreds of terms it can become very confusing. Also, it’s helpful to standardize your fonts to only one or two. Be consistent.
There must be no gaps/holes in information, logic, or design.
There needs to be a way to follow up on systems to ensure that a system is being used—and used consistently.
You need to reference documents to other frequently-used documents. This will ensure they will not be lost, discarded or forgotten. Out of sight, out of mind is true!
If the head of the company is delegating the task of building, implementing and updating the system, they should at least give the final approval and needs to know exactly how all new systems and updates are designed to work. It starts at the top!
Organizing the Operations Manual
Compiling and organizing of documents into an Operations Manual is called document management. Again, no need to start from the bottom, become a client of System100 and hit the ground running in a matter of days or months! It’s up to you! We can help!