Step by step to create a Change Control SOP

How about starting to standardize your processes with a Standard Operating Procedure? Check out the step by step to create a change control sop and see a practical example that will help you with this task! The Standard Operating Procedure is a document widely used in companies. That's because it helps to keep teams aligned. Since it specifies the steps that must be taken for tasks to be performed properly. In general, a SOP presents pragmatic, research-based instructions. Its objective is to increase productivity and avoid wasting resources. Which results in greater operational efficiency for the business. So let's get down to business? Find out what the Standard Operating Procedure is, its importance and how to make one, in practice! What is the Change Control sop? The change control sop is a document that gathers detailed information about the activities that must be performed in the company. In other words, it is a kind of standardized script for carrying out the tasks. With it, it is possible to standardize and optimize processes, departments and work routines. Since it makes clear the step by step to be followed. Thus, one of its main objectives is to maintain the quality of the product or service provided. After all, the definition of a standard minimizes errors, deviations and non-conformities.How to make a SOP in your company? Before we understand how to implement the Standard Operating Procedure, there are a few points to keep in mind: * Its procedures must not be copied from another company, as each institution has particularities in its processes;* The executor of the process needs to be part of the elaboration of the procedures, considering that he knows key points of the operations;* Monitoring the applicability of the instructions is very important in order to ensure that everything goes as planned;* The language presented in change control sop needs to be simple and direct, ensuring that everyone understands the information described. Having presented these considerations, follow the step by step to create a Standard Operating Procedure in your organization: 1. Choose the name of the SOP The first action to take is to define a name for the document. Basically, you need to decide what you will call the process or the activity that will be developed. Despite being an apparently simple step, it is important to remember that the information must be direct and explicit. In order to make it clear which task is being addressed. Let's say you own a retail store and want to standardize the cleanliness of the cleaning industry. So, in the task field, it is interesting to write down exactly your objective. In other words: “fix the cleaning sector”. 2. Select reference documents After deciding on the name, you must facilitate the work of the executors. To do this, recommend other documents to serve as a reference. There is no rule for this choice, and there may be different records, such as: * Instruction manuals;* Old SOPs;* Standards;* Codes. It is essential that the reference “talk” with the new procedures and serve as support in the work routine. 3. Define the application location The location description must be complete and specific. In other words: detail with the largest amount of information you have. Mainly, if the application occurs in large companies, which have several sectors, departments, branches etc. In addition, there may be spaces with similar names. Therefore, pay attention to the descriptive elements, to make explicit the place where it will be executed. 4. Detail the acronyms A Standard Operating Procedure is efficient, as it allows even new employees to follow a quality standard in the execution of processes. However, this is only possible when there is a full understanding of all the information. Therefore, in order to avoid communication noise, it is essential that the acronyms are described in detail. However, if you do not use any acronym on a daily basis, you can ignore this point. 5. Describe tasks and managers As we have already mentioned, the executor of the processes needs to participate in the elaboration of the SOP. Because, as he knows most of the operations in depth, his presence makes it easier to define the agents. At this point, it is important not to mix officials and executors. In some cases, they may be the same person, but this must be determined and reported to everyone involved. 6. Establish the procedures step by step With all those responsible defined, it is time to describe the step-by-step that will be followed for the development of the processes. Unlike other plans, the SOP requires that this procedure be done in the smallest details. Here, the concept of the “obvious” cannot be applied. Everything must be considered, ensuring that the people involved understand the message of the document. 7. Set deadlines for the review The continuous improvement is essential in any process. Since the market is constantly evolving, requiring companies to be frequently adapting. Thus, it is important to make it clear when the document needs to be revised. This also helps in the organization of managers. Who will know when they need to review the step by step of each activity. 8. Outline the expected results with the SOP You must establish the results that the Standard Operating Procedure should bring to your operation. This is essential to know if the document is adequate and if there is something to be improved. 9. Provide corrective actions Finally, point out actions that can be taken if it is not possible to carry out any step in your planning. Or, if flaws and errors are found over time. Now, check out an example of Standard Operating Procedure, to understand how it works in practice.