By Canadian Management Centre
 
Benefits of Process Improvement Projects
One common way project managers create improved outcomes for their project is by implementing a process improvement project. A process improvement project is a set of activities that are undertaken to change the way in which a business process or processes are accomplished, with the objective of improving the process(es) in terms of speed, costs, quality or other key factors identified by the business. The totality of work that occurs in the process is examined from beginning to end so that useful recommendations can be made to make the process function more smoothly.
The stages in the process improvement project are:

• Planning (identify project scope and project team members)
• Define as - is processes (collect data, determine the current, as - is state of a process)
• Define to - be processes (analyze current process, recommend the desired, to - be process)
• Implement recommendations (prepare new process Standard Operating Procedures, or SOPs, implement improved processes)
• Measure improved processes

According to a new AMA seminar, AMA Process Management: Process Mapping and Work Simplification, one of the key ways to ensure that a process is documented and well understood by all impacted parties is through the development of improved Standard Operating Procedures (SOPs). Here are key points from the course.

What are Standard Operating Procedures?
A Standard Operating Procedure (SOP) is a written document that describes the steps that must be executed to achieve a predefined objective. The SOP describes what must be done.

SOPs identify correct procedures to follow for the efficient operation of a process. Ideally, they refer to preceding and following process to ensure smooth flow among related processes.

SOPs Can Help to:

• Ensure consistency across the organization
• Provide the relevant operational, safety, health and quality information to do the job
• Ensure compliance with governmental regulations or requirements
• Ensure compliance with quality standards monitored by standards governing bodies
• Minimize defects in processes
• Aid in training individuals in job responsibilities
• Assist in audit processes

Requirements of an SOP:
Because the potential impact of an SOP is significant, can have quality ramifications and can affect the way in which readers fulfill their responsibilities, SOPs should be:

• Clear and concise - Get directly to the point and avoid wordy sentences. SOPs should be communicated in the fewest possible words or phrases, while still conveying the steps that must be taken to execute the procedure.
• Complete - Contain all the necessary information to perform the procedure.
• Non-biased - Objective not subjective; containing facts, not opinions.
• Logical - Show a logical thought process and sequentially list all steps necessary to complete the procedure.

Most SOPs Include the Following Elements:

• SOP name and number
• Company
• Revision number
• Issue date
• Effective date
• Purpose statement
• Scope statement
• Responsibility
• Prerequisite skills or knowledge
• Safety issues or other precautions
• Procedure steps
• Supporting documentation
• Definitions
• Acceptance information
• Process map

Steps for Preparing SOPs:

• Identify the target audience for the SOP
• Identify the objectives of the procedure
• Create an outline
• Write the initial draft
• Revise the draft
• Pilot or test the procedure
• Write the final draft
• Approve the final draft
• Distribute the final draft