We’ve written our standard operating procedures, revised the instructions, and implemented them into our business, but that’s not the end of it. Now we need to ensure we are keeping our standard operating procedures updated.
Three important steps for updating standard operating procedures:
Keeping Track
Updating is easy to forget if there is no one who is keeping track of edits. Designate one person – perhaps a trainer – to be in charge of taking notes and keeping them safe until updates are ready to be made.
Since they are providing the training and reviewing the manual consistently, a trainer will be able to catch what needs updating. They should have a designated manual to keep all their notes in.
They can also ask the team directly for feedback since they are the ones using the guides/instructions the most. The team will be able to provide valuable insight that might not have been considered previously.
Frequency
Some businesses may need to update their standard operating procedures more often, and some less. Determining the frequency of updates should depend on the amount and importance of the edits.
More edits = more frequent.
Less edits = less frequent.
For example, if there are brand new procedures being introduced, publish before implementing them so the team is aware of the process. Test the effectiveness of the procedure to ensure the instructions are accurate and applicable.
Grammatical errors and misspellings are less important and can be changed at any point in time since they don’t affect the way the procedure is completed.
It’s that simple.
Time Frame
The last thing to consider is when to publish the updates. Be consistent so the team can anticipate procedural updates.
For example, if there is an annual update meeting, have the updates completed and published before the meeting so everyone has time to review and ask questions.
Use a dating system to verify that the proper manuals are being used. This can be placed at either the header or footer of every page. Change the date at the end of the editing process to ensure everything has been updated.
What are your thoughts on the matter?