Love them or hate them, standard operating procedures are a necessity for running a successful business. Each year, we are faced with more and more regulations. This will, of course, create an impact on the training world. Companies need to be mindful of how they deliver training content, what departments are impacted by the new rules and how they track learning for certain workplace laws. This ultimately means that new standards of operating procedures (SOPs) need to be in place, with effective training that keeps in time with updates. SharePoint provides the right tools to manage SOPS in the most efficient way.
SOPs can be quite complex and usually involve several people from various departments giving their input before it’s complete.
The best way to organize the task is by creating a team site in SharePoint. Team sites are wonderful for project-based work and provide the tools to do so efficiently and effectively. No matter if the members are in a different department or work from home, they all can access the team site when it’s convenient for them and keep updated on the latest news.
The project manager can easily upload one or more SOP files for the group to create and/or edit, create specific tasks for each member with due dates, and give instructions on the group news feed.
SharePoint Workflows keep everything moving in the right direction
One of the best ways to keep the creation of an SOP running smoothly is by using the workflow feature in SharePoint. This means that there are specific rules in place that won’t let a user move forward until the steps have been completed in order.
As an example, let’s say you need everybody to review the document and approve or reject it for edits. Person A will get the SOP first and review it. For the sake of this example, we’ll say that it doesn’t get approved and needs to have more edits made. This means the workflow stops. Once the corrections are made the workflow would begin again starting with person A then person B, and so on and so forth.
There are several different types of workflows to choose from:
How to add a workflow using SharePoint:
Once you’ve created an SOP it is easy to store them in SharePoint for easy access. With incredible search features as well as versioning and auditing, SharePoint is a company’s best friend when it comes to compliance.
Here are a couple useful SharePoint tips when it comes to storing SOPs:
Choosing a library vs. site
It’s important to have an organized way to store standard operating procedures. When choosing between a SharePoint library or site, the most important thing to consider is find-ability. Your employees should be able to find what they need with a minimum amount of clicks as possible.
Libraries are highly used in SharePoint for document management. They are better to choose than folders because they support metadata for search, workflows, versioning and the like. Sites are another option and differ than libraries in that they offer a tool of information management – present documents in broader context with links, calendar, and blog.
If you choose to move forward and structure an SOP library, the best approach is to get rid of the Shared Documents library which tends to become a “junk drawer.” Think about how people will access documents and then build libraries around that.
The next step after creating a library is to distinguish how much control is needed. Who should have access to the content, add or change content, and with what restrictions?
Metadata ensures that your SOPs can be found
Whether you choose to store your SOP in a library or site, using metadata will make it a whole lot easier to find these important documents when you need them. Using metadata essentially assigns consistent document classification that helps with findability.
When metadata navigation is configured for a list or library, a tree control on the left-hand side of the page displays a hierarchy of both folders and managed metadata terms that can be used to filter the view of items in the list or library to create dynamic displays of content.
Setting up metadata navigation
The last and possibly most important aspect of SOPS and compliance is utilizing a learning system that will notify employees when it’s time to update their training.
Compliance issues are such a big concern for many companies that keeping errors to a minimum is crucial. One way to do this is by keeping everything under one roof and limit the use of multiple systems.
Training managers are already utilizing SharePoint for creating and storing learning modules but the savviest of them will look into a SharePoint-based LMS to complete their training and compliance requirements.
ShareKnowledge will compliment even the most demanding compliance programs – from personalized learning, e-signatures, certification, reporting and much more.