An operating procedure is the fine-tuned formalization of a process, i.e. a sequence of tasks within a company. It ensures thateach task is carried out in the best possible way, and that roles and responsibilities are assigned. This tool is perfect for reducing errors in a wide range of activities, from manufacturing to human resources and sales.
As we’ll see in this article, an operating procedure can have different formats: document, digitized and automated.
What is an operating procedure?
Definition of an operating procedure
Companies, whether they realize it or not, are made up of processes that enable them to deliver their product or service to a customer. Everything is a process! From sales to delivery, via production, human resources or invoicing, numerous processes – in other words, sequences of tasks – are carried out within an organization.
Process steps can be :
- Single or multiple players
- Consecutive or simultaneous
- with or without business tools
Operating procedures formalize the sequence of tasks in the form of instructions. They describe in detail the actions to be carried out and the tools to be used. They ensure compliance with operational rules, enabling a certain level of quality, safety and performance to be achieved.
What’s in an operating manual?
The content of an operating procedure is relatively free. The most important thing is that it should be understood by teams and new arrivals, and therefore easily usable and operational.
At a minimum, it contains a visual description, or not, of the various tasks and stages. It can be accompanied by schematic diagrams, maps and visual diagrams in BPMN standard.
Make progress in process modeling with our article dedicated to
It may also contain RACI responsibility matrices, risk assessments, comments, a list of players and their roles… Information on workstation and equipment descriptions. In terms of form, it can also incorporate tutorial videos, background presentations…
Procedure in document, digitized or automated format
In document mode
That is, a paper, written pdf document on a computer or Drive or stored on dedicated software.
However, there’s a fine line between “having a pdf operating procedure that’s useful for your business” and “having one that’s unused, obsolete and lost in the depths of your storage space “. Tips on how to avoid this at the end of the article.
Digitized op. mode
A digitized operating procedure: Beyond the document, all the steps are supported by dedicated software that makes the process operational for employees!
This is achieved through a combination of input forms, validation circuits, notifications, reminders and measurement devices. In general, the creation of these tools is no-code.
Partial automation
In addition to digitalization, employees are freed from repetitive, time-consuming tasks such as multiple entries of the same information in several software programs or Excel spreadsheets, searching for and displaying information from software programs, alerts… Existing business software, CRM, ERP, spreadsheets, etc. are interconnected.
The benefits of digitizing an operating procedure
Promoting the company’s know-how
An operating procedure represents your company’s know-how. It enables each employee to remember how to carry out a specific process. It also enables managers to easily understand how certain activities work , so they can make informed decisions.
Visualization of sub-optimizations
Operating procedures are an invaluable tool for diagnostics and audits. They make it easy to visualize operations, then compare them with the field. Findings and improvements can then be easily identified to enhance efficiency.
Always up-to-date operating procedures
Employees continuously use the operating procedures built on the dedicated software, ensuring that these instructions are always up to date.
If a modification is made, it is instantly active for all the company’s teams.
Operator comfort
The use of paper operating procedures or documents is very common in companies, but they are mainly used for quality rather than operational purposes. Digitization brings interaction for simpler use by employees on computers, tablets or smartphones.
Task automation, fewer errors
By connecting the company’s existing software and automating multiple entries, information searches, updates, monitoring and controls.
This frees up staff to concentrate on relevant tasks.
Improving performance and quality
By taking all the above advantages into account, the digitization of operating procedures brings efficiency, compliance and quality to the whole company.
Deadlines are shortened, margins improved.
Find out more in our article on process automation
Examples of operating procedures
Recruitment process
From writing the job ad, selecting candidates, interviewing and checking references, to hiring and integrating the new employee.
Sales management operating mode
From initial contact to prospecting, negotiation, contract signature and after-sales follow-up.
Purchasing and inventory management procedure
From identifying stock levels, to ordering, receiving and storing products or materials.
Request management procedure
Respond to customer requests, solve problems, manage complaints, provide after-sales service and ensure customer satisfaction.
Other examples of operating procedures :
- Employee training
- Safety and compliance procedures
- Project management
- Financial management: accounts payable and receivable management, invoicing, payments, reimbursements, financial reporting and cash management.
- Maintenance and servicing
How do you create an operating procedure?
Step 1: Designate a person responsible for formalizing the operating procedure and the contributors
The success of a process for building operating procedures depends on the designation of a person with influence and credibility within the organization. Directors or managers can assume this role.
It should be noted that the person in charge is not necessarily the one who produces, but in any case is the one who keeps the commitment). And depending on the size and needs of the company, it is possible to set up contributors to support the person in charge on different productions.
Step 2: Define clear objectives and performance indicators
For effective communication with stakeholders, it is essential to define pragmatic objectives and performance indicators. These help demonstrate successes and failures, and convince employees of the importance of operating procedures.
We recommend starting with 1 or 2 indicators and adjusting them as needed.
Step 3: Carry out a diagnosis or audit of the process to be documented
It’s important to compare the vision of how the company operates with the reality on the ground. This can be done by talking to key employees or by directly observing processes in the field.
This audit will also help identify sub-optimizations and points for improvement that can be implemented at the same time as the process sheet.
Find out more in our article on how to conduct a process audit.
Step 4: Create your document, digitized or automated operating procedure with Lapala
Step 4: Involve and mobilize your teams
The process of implementing operating procedures can sometimes be perceived as restrictive, with little added value for teams. To overcome this perception, it is essential to communicate the importance of these documents, and how they contribute to the improvement of the company and the working comfort of employees.
Encourage direct, face-to-face exchanges with employees to reinforce the importance of their participation in the project. Audits and regular or ad hoc meetings help to maintain team commitment and underline their crucial role in the company’s continuous improvement.
Now you know everything there is to know about creating an operating procedure. Now it’s your turn! See you soon for more content!
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