SOP Management:
2023 Ultimate Guide

We all have mundane and repetitive tasks on our plates. But you probably don’t realize just how much time you’re wasting on this work. In a recent study, it was revealed that over 60% of the average working day is lost on repetitive tasks.

That’s why SOPs and SOP management are so crucial.

Standard Operating Procedures (SOPs) ensure that less time is wasted and organizations become more efficient and effective as they scale.

But creating and managing SOPs can be challenging. With different team members creating different SOPs with different templates stored in multiple places, trying to implement SOPs can actually lead to more problems.

That’s where dedicated SOP management software like Extelli comes in, offering a single solution that calms the chaos.

What is SOP Management?

SOP management involves the systematic creation, organization, and maintenance of Standard Operating Procedures within an organization. Businesses use it to establish clear guidelines, streamline processes, and ensure consistent and accurate task performance.

SOP management looks different for every company and across every industry.

For example, a real estate team may want to create an SOP for managing the agent and buyer relationship effectively. In this case, by establishing a clear set of guidelines, every new agent who joins the team will know exactly how to operate. On the other hand, a sales team might focus on creating an SOP for sending cold emails. Although the processes may differ, the core principle remains the same: SOPs help everyone stay on the same page.

The right SOPs detail every essential action and process, resulting in fewer mistakes. However, managing the consistently added new SOPs in an organization’s workflow can be a challenge, requiring a sense-making and easily accessible approach.

SOP Management Software

In the past, many relied on fragmented approaches like spreadsheets or documents to manage SOPs. However, these methods often lead to inefficiencies, forgotten SOPs, and a lack of standardization, hampering productivity and growth. By utilizing SOP management software, organizations can overcome these challenges and reap a number of  benefits:

1. Speed: Save time by creating, updating, and distributing SOP documents efficiently. Extelli and similar platforms reduce the time and effort required to create well-structured SOPs.
2. Streamline Collaboration: Collaborate effectively on SOP development with a centralized platform. SOP management software enables real-time collaboration, feedback sharing, and change tracking among multiple stakeholders.
3. Ensure Standardization: Achieve consistency by implementing a knowledge management system. SOP management software ensures that all employees have access to the latest versions, minimizing confusion and errors.
4. Effortless Updates and Version Control: Simplify the process of updating SOPs with software like Extelli. Easily revise and track changes, ensuring everyone has the most up-to-date information while reducing the risk of outdated or conflicting SOPs.
5. Dynamic and Optimized SOP Management: Prevent SOPs from becoming stagnant or forgotten. SOP management software offers proactive notification systems to alert SOP owners for updates, reviews, or re-certification.

Introducing Extelli – The Ultimate SOP Builder

Extelli is a powerful SOP management software designed to simplify and expedite the process of creating and managing SOPs. With Extelli, businesses can streamline their operations by easily creating, organizing, and updating SOPs in a centralized platform. It provides a user-friendly interface that allows users to quickly build comprehensive SOPs tailored to their specific needs.

Efficiency in Action: An Example Guide

Take a sneak peek into the power of Extelli with a guide created using our software. This SOP guide demonstrates how to add an Asana task to multiple projects. In this example, Extelli automatically captures each click turning it into a step-by-step guide with screenshots.

👉 Click here to access the final version of this SOP guide.

What to Include in an SOP Document

A well-crafted SOP document serves as a comprehensive guide for performing specific tasks or processes within an organization. To ensure clarity and consistency, make sure to include the following elements:

1. Purpose: Clearly state the purpose of the SOP document, explaining why it is important and how it contributes to the overall goals of the organization.
2. Scope: Define the boundaries and limitations of the SOP, specifying which departments, roles, or processes it applies to. This helps avoid confusion and ensures the SOP’s relevance.
3. Objectives: Outline the specific objectives that the SOP aims to achieve. These objectives should be measurable and align with the desired outcomes of the process or task.
4. Roles and Responsibilities: Clearly define the roles and responsibilities of individuals involved in the process. This section helps to assign accountability and ensure that everyone understands their specific duties.
5. Procedures: This is the core of your document. Make sure to describe the step-by-step procedures that need to be followed to accomplish the task or process. Break down complex tasks into clear and concise instructions, making it easy for employees to understand and follow. Don’t forget: what’s obvious to you may not be obvious to everyone else.
6. Safety and Compliance: Incorporate any safety guidelines, regulations, or compliance requirements that are relevant to the task or process. Ensure that employees are aware of safety protocols and adhere to legal and regulatory standards.
7. Documentation and Forms: Specify any documentation or forms that need to be completed as part of the process. Provide links to necessary forms or embed templates to facilitate efficient completion and record-keeping.
8. Training and Resources: Identify any training or resources required to perform the task or process effectively. Include references to training materials, manuals, or other resources that support employees in understanding and executing the SOP.
9. Quality Control: Define measures for quality control and quality assurance within the process. Specify checkpoints, inspections, or metrics to ensure that the output meets the desired standards.
10. Revision and Review: Establish a process for reviewing and updating the SOP document periodically. This ensures that the SOP remains up-to-date with changing requirements and best practices.

By including these key elements in your SOP document, you can create a comprehensive and effective resource that guides employees in performing tasks or processes consistently and efficiently.

Free Standard Operating Procedure Template

Crafting effective SOPs can be challenging due to the absence of rigid guidelines. Different organizations require adaptable approaches, and SOPs can quickly become outdated if not regularly maintained. To help you get started and simplify the SOP creation process, we’ve created a sample SOP template.

Closing Thoughts

Efficient SOP management is essential for achieving operational excellence. By utilizing software such as Extelli as your central repository, you can streamline processes, enhance productivity, and ensure consistent execution even with distributed teams. Take advantage of the provided sample PDFs and unlock the full potential of your organization with Extelli’s comprehensive and user-friendly platform.