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Stop Confusion With SOPs-Create Your SOP Manual In Simple Steps

What if one of your key employees didn’t return to work tomorrow? Would someone in your office be able to step in and perform their job seamlessly? Probably not, unless your office has SOPs in place, otherwise known as Standard Operating Procedures.

In the aftermath of the natural disasters occurring recently and the inevitable reality of your employees not living forever, it is critical for your office to create SOPs. SOPs are a management tool to streamline your business. They are a living document available to all staff and describe detailed instructions on specific work processes. Your SOP should include:

  • Who will carry out a specific task
  • What supplies and resources are needed
  • Where the task will take place
  • When the task must be performed
  • How to complete the task

SOPs form the foundation of an organization and should be written to achieve specific results. The purpose of SOPs is to support employees in the daily operations of the business, ensure clarity and make certain employees know policies and standard methods for accomplishing specific tasks. They provide written documentation of best practices and a foundation for:

  • Job descriptions
  • New hire and employee training
  • Benchmarks and tracking to measure productivity
  • Performance evaluations

With SOPs in place, management can feel confident that daily operations will run impeccably.

How to Write SOPs

Writing SOPs isn’t as hard as you may think. It sounds like an overwhelming process, but the payoff is critical to your firm’s operation. Use the three simple steps below to get started.

  • Identify who will manage the project. This person will be in charge of coordinating, tracking results, implementation and completion of the SOP manual.
  • Determine who will be involved in the process. Typically it is easiest to have each employee list every task they perform on a daily basis from start to finish. I have found it to be a manageable process by starting with daily tasks, then moving to weekly, monthly, quarterly and finally annual.
  • Finally, employees should take one task at a time and document what they do to complete the task. Download Ironstone’s SOP Template to get started!    Ironstone SOP Template

Tipping Points

  • Test each SOP prior to implementation
  • Identify training or qualification requirements to complete the task
  • Identify resource materials needed
  • Schedule bi-annual or annual reviews of the SOP to identify any updates, gaps or changes
  • Consider onsite and offsite storage of your SOP manual
  • Define terminology that may not be familiar to all employees
  • Upon completion, use a three-ring binder with sheet protectors to house your manual and include a table of contents

SOPs will provide clarity for your entire team and will allow employees to readily take over any specific task whether it be during vacation times or filling a vacancy within the firm.

Ironstone’s Vision is to forge and guide the personal and professional lives of entrepreneurs and business professionals alike to realize their full potential. Coaching and consulting allows us the opportunity to form an environment where success happens and goals are reached.

Read more about our coaching and consulting program here >>

Start your transformation with Ironstone as your Partner for Performance

Contact Ironstone with your questions & let’s get started! 

Have a question or comment for Ironstone? Contact us!>>

 

• Email us at info@ironstonehq.com
• Call our office at 800-917-8020
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The “I’m too busy” copout! Create TIME for results

Beware the barrenness of a busy life style

Socrates 470BC-399BC Greek Athenian Philosopher

For most of us, the holidays are the busiest time of the year. Make simple changes starting today to truly transform your work and personal life. We all wish for more time in the day. There is no better time than NOW to incorporate these tips to increase productivity, reduce stress and gain time!

How many times have we read articles on time management or referred to checklists only to put them in the “I’ll get to that later” pile?  STOP! Actually incorporate these tips into your life and reap the benefits of effective time management.

  1. Decide what you really want– Write your goals down on paper. Make certain your goals are clear, specific, time sensitive and measurable.
  2. Use a priority 5 list– Every day, before you leave the office or go to bed, write down the 5 most important tasks you want to accomplish the following day. Having your priorities in order reduces stress and will provide direction, organization and more time.
  3. Stop Multi-tasking– I have repeated this one over and over. Multi-tasking is gone. It is unproductive, results in errors and is a huge time waster. Single-tasking will increase your productivity and quality of work.
  4. Focus– Place relentless focus on the task in front of you. Avoid interruptions, apply “thought-stopping” and FINISH the project you have in front of you. (More information on thought-stopping)
  5. Turn off the noise– By turning off the noise you implement a “do not disturb” philosophy. Set your phone to silent, turn email notifications off (you can really do this so the pop-ups don’t show), turn off the music or tv in your office. Remove yourself from any potential distraction.
  6. Design your office to inspire Create a relaxing environment. Design your office to inspire you by adding comfort. I like to adorn my office with family pictures, candles and soft lamp lighting. Use items that work for you! You will increase focus, engagement, motivation and production. However, you may have to kick people out of your comfy cradle!
  7. Create an SOP for your day– This really works! Take time to record everything you do in your day and assess time values. Refer to your SOP (standard operating procedures) daily and track your time on each item. This will give you a clear view of where your time is spent and how you can improve your time management. The trick is to be totally honest with yourself. If you spend time on emails, phone calls and idle chit-chat, implement ways to reduce wasted time by creating time-blocks.

I have incorporated these tips into my day and found a drastic change in increased productivity, less stress and additional time.  This time, instead of putting this article in your “I’ll get to this later pile”, write down the tips and keep them in a spot where you can look at them daily. Go a step further by incorporating all or some of the tips into your business and personal life. By doing so, you will achieve the same results I have. Who doesn’t what more time, less stress and increased productivity?

Ironstone’s Vision is to forge and guide the personal and professional lives of entrepreneurs and business professionals alike to realize their full potential. Coaching and consulting allows us the opportunity to form an environment where success happens and goals are reached.

Read more about our coaching and consulting program here >>

Start your transformation with Ironstone as your Partner for Performance

Contact Ironstone & let’s get started! 

Have a question or comment for Ironstone? Contact us!>>

More on Time Management:

Learn Common Mistakes You & Your Team May Be Making In Time Management

Put Time On Your Side, Not On Your Back

 

• Email us at info@ironstonehq.com
• Call our office at 800-917-8020
• Connect with us: