[vc_row type=”in_container” scene_position=”center” text_color=”dark” text_align=”left” overlay_strength=”0.3″][vc_column column_padding=”no-extra-padding” column_padding_position=”all” background_color_opacity=”1″ background_hover_color_opacity=”1″ width=”1/2″][vc_column_text]If you ask me whether a Standard Operating Procedure (SOP) is important, my answer would be a resounding yes!
Why so? Having an SOP not only helps me complete daily tasks effectively, it also helps create value in my work, improve my work flow, and allow me to reflect.
I have also asked the same question to many of my friends in managerial positions. They are big supporters of SOP as well, yet few of them actually practice it consistently in their company.
Today, I want to discuss the benefits of SOP, and why people do not use it.
There is a common misconception about SOP, that it creates rigidity and kills innovation. If you thought this way as well, here is a brief introduction of what the SOP really is.
SOP is basically a fixed framework in which work is done. A good SOP does not only instruct us on how to do a job, it also helps us understand why we need to do it. Once you understand the purpose of every step at work, you are much better prepared to adapt to circumstance.
SOP does not create rigidity—only when you are familiar with your work, then can you leave room for yourself to reflect and scrutinise your own efforts, and improve constantly.
Many people underestimate the importance of SOP, thinking that they are able to memorise every step of their task by sheer brain power. Unfortunately research has shown that most people lose about 42% of what they learn in 20 minutes. An hour later, they would have lost 56% of it and in six days, they would have lost 76% of their memory. This clearly shows that your memory can betray you!
If you are working solely by memory, then you would often need time to recall details, or worse—you might even forget important parts of your task. This is both a waste of time and effort.
According to research, the average worker spends 75% of their time handling mundane tasks, and only 25% is invested into work that adds value. If mundane tasks constantly take up your time, you would not have the resources to invest in other areas.
SOPs are able to help you complete those mundane, everyday tasks with higher efficiency, so that you can spend more time doing really impactful work.
Before I learned about the SOP, I have also been relying on my own memory to execute many common tasks. Fortunately, I attended conferences and seminars, and learnt about the power of having an SOP. I tried it, and was amazed. Now, I am much more effective, and I can have a lot more time dedicated to creating value at work.
A good SOP should be written clearly, so that anyone can understand it easily. Next, let’s look at the 5W2H, and then we will consider the three steps of status quo, the remake, and the solution.
1. 5W2H: What is the work, Why should we do it, Who is doing it, When should it be done, Where should it be done, How should it be done, How much resources should be allocated to it.

2. Then, let’s consider the five levels to a project:
a) What are the purpose and limitations of the project

b) The priority

c) The concept

d) The procedure

e) Material resources

3. Lastly, decide the following:

a) The Status Quo—what are the cost, workload and manpower that could be trimmed

b) The Remake—can we simplify the working process? can we streamline the working platform to improve efficiency?

c) The Solution—Once you have answered the above, you now have a solution to execute

A good SOP helps managers organise their task, and facilitates personal growth. of course, these systems have to revolve around people. As a manager, you need to convince your fellow workers or subsidiaries that the SOP is indeed valuable. Otherwise, they would only feel annoyed and uninspired.[/vc_column_text][/vc_column][vc_column column_padding=”no-extra-padding” column_padding_position=”all” background_color_opacity=”1″ background_hover_color_opacity=”1″ width=”1/2″][vc_column_text]若你问我SOP重要吗?我的答案决定是肯定的!

若你问我SOP为何重要?我会告诉你,SOP帮我高效完成日常工作之外,还帮我创造更高的工作价值,改善自己的工作流程,达到自我反思与检讨!

我曾经问过许多主管阶级的朋友:“SOP重不重要?”得到的答案绝对是肯定的,我再接着问:“你们的公司的SOP做得怎样?”得到的回答通常都是:“有做,没在用。”

这就是我今天要跟大家讨论的一重点:既然知道SOP重要,为何不持续运用?

因为有些人认为依赖SOP容易使人陷入僵化或不知变通的窘境,若你有这样的想法,那你就误解了SOP的精神了。我认为你必须先搞清楚什么是SOP。

SOP(标准作业流程,SOP,Standard Operating Procedure)主要是写明工作程序,为每日的工作制定流程。但你别以为SOP功能只是制定工作流程,恰当的使用SOP不仅让我们知道怎样做事,更让我们清楚的知道“为何要这样做”,因为当你知道每个工作步骤背后的原因后,一旦面对突发状况,你才懂得如何随机应变。

而SOP也不是一套僵化的程序,就因为你熟悉你的工作,你才能为你的工作留下能检讨的空间,时刻更近。

也有一些人会认为不需要SOP,因为这些工作每日都重复,只要考回忆就能完成工作。但研究却显示,人类丧失记忆的速度在时间发生20分钟后为42%,1小时后约为56%,6天后则会失去76%的相关记忆。这个数据已经很明确的告诉你:靠你的记忆是行不通的!

若你每次都要靠回忆来工作,那么就要常常花时间去回想相关细节,严重的话,你也很有可能会忘记细节或搞错,这么一来事情自然就做不好,还要浪费更多的时间去整理,这样的做事方式不是很拖拖拉拉吗?

而上班族日常职务繁杂,根据调查,上班族必须处理的琐事据占了工作的75%,剩下的25%你才能做真正能带来附加价值的工作,若持续性的让琐事占用你的时间,那你做的肯定都是没有附加价值的事情。

所以SOP完全就是能让你加快例行公事的速度,然后抽出更多时间去做更有价值的事之救星!

从前我也不明白SOP的用处,我相信自己脑袋多于这些所谓的流程,后来参与职业讲座后,主讲者重点介绍SOP的优点后,我也尝试为自己的工作制定SOP,结果这一试让我大为惊艳,我发现我除了能快速完成例行公事之余,还能投入75%的时间去完成25%的高附加价值的事!

成功的SOP首先要清楚明了,让写的任何看得人都一目了然,再来要考虑5W2H,接下来在考量3栏,也就是现状、再造以及定案。

1. 5W2H:工作内容是什么(What)、为什么要做(Why)、谁来做(Who)、什么时间做(When)、在什么地点(Where )、用什么程序方法(How)、要使用多少资源(How much),来掌握工作的5个层次,分别是:

II.工作的目的和限制在哪里;2.优先性;3.工作概念;4.工作程序;5.物质资源。最后就可制订以下3个栏目:

III. a)现状:主要考量在于有哪些工作、作业步骤可以被删除、人力是否能减少,或是成本能否降低等。

b)再造:提出有意做改变的部分,例流程是否能再简略以符合经济效益?是否能更进一步考量将工作进行平行整合,再做简化,以提高工作效率和精简成本?

C)当你回答了以上的问题后,那么就会有定案,也就是开始行动去执行你所指定的SOP.

良好的SOP方便主管规划组织职务,更适用于制定个人成长计划。当然,任何制度都是人创造的,所以任何管理制度都应该以人性化为基准,若身为主管的你,若今日制定了SOP,你要确保的是你的同仁明白SOP的意义何在,制度才会被执行。否则员工只会觉得很麻烦,心生不满,到最后可能连人才也留不住。

资料参考:

http://www.cheers.com.tw/article/article.action?id=5075680&page=2

http://dgnet.com.tw/articleview.php?article_id=3002&issue_id=622

http://www.managertoday.com.tw/articles/view/51531

http://www.managertoday.com.tw/books/view/51586[/vc_column_text][/vc_column][/vc_row]

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