Standardizing processes is the keystone to minimizing variation in output and maximizing productivity. It’s a principle that has been popular since the early 1900s and one of the key factors driving the development of assembly line production models. Today, whether you are manufacturing large construction materials or detailed electrical pieces, having standard operating procedures (SOPs) is imperative to running an efficient workflow. What is SOP in manufacturing and how do you write one for your factory – let’s find out.
What is SOP in manufacturing?
An SOP in manufacturing refers to a set of step-by-step instructions documenting how a task is to be performed. This documents the processes to be followed, the order they must be followed in and why they are important. Think of it as a reference document for employees.
SOPs are often used for:
- Work instructions
- Maintenance procedures
- Onboarding and training new employees
- Quality management actions
- Safety audits
Manufacturing SOPs can be formatted in many ways. The most common amongst them include checklists, step-by-step guides, flowcharts and videos.
What are the 5 parts of SOP?
Irrespective of the format, a manufacturing SOP usually has 5 parts. These are:
- Title
The title defines the process or procedure being covered by the SOP.
- Purpose
The idea is to define the need for the SOP and the role it plays in ensuring consistency, efficiency and compliance.
- Scope
You need to indicate who the SOP applies to and the boundaries of the application.
- Procedure
This is the actual set of steps to be followed for a task or process.
- Responsibilities
This part of the SOP assigns responsibilities for execution, overseeing, compliance, etc. to different team members
Why standardized work is important in manufacturing?
SOPs play an important role in maintaining efficiency, improving quality and managing workplace safety. Some of the advantages of using SOPs in manufacturing are:
Task standardization
Having a detailed set of steps ensures that everyone involved in a process completes the process in the same way. This minimizes the risk of someone missing out on a step or varying the parameters linked to a process.
Better communication
SOPs make it easier for employees to understand what is expected from them. They do not need to rely on intuition for a task. SOPs also make it easier to communicate any changes to a process.
Easier compliance
SOPs make it easier to ensure that your team follows relevant industry guidelines throughout the factory. In turn, it helps businesses lower their exposure to fines during external audits.
Improved productivity
Standardizing processes reduces the risk of error and unplanned downtime. It also makes information easier to access and shortens the learning curve for new employees.
Higher output quality
By reducing the risk of error and giving employees a clear set of steps to follow, SOPs help ensure consistent output. This raises quality standards and makes it easier to pin-point where an error occurred in the case of a defect.
Safer workspaces
Incorporating safety guidelines in manufacturing SOPs familiarizes employees with processes and tells them what to expect at each stage. In turn, this reduces the risk of workplace injuries. This is especially important for processes that involve handling hazardous material and working in high-risk environments.
Assured accountability
SOPs act as a standard for reference when conducting checks and audits. They also define roles and responsibilities thereby improving accountability across the factory floor.
Documentation of institutional knowledge
SOPs document the knowledge held by key stakeholders and transform it into actionable practices that can be followed by others. Thus, it ensures that processes continue to run smoothly even when the employee who usually handles the task is unavailable.
How to write a SOP in manufacturing?
The key to writing a good SOP is to keep it simple, comprehensive and easy to understand. Here’s a structured approach to help you write an SOP.
Step 1: Define your goal and scope
Begin by defining the purpose of the SOP and the process/s it will cover. You should have a clear idea of the limits of this SOP, who it affects, the equipment and department it applies to.
You should also have a goal – do you want to improve quality? Does the SOP need to address safety issues? Having a clear goal helps you structure the SOP and communicate its importance.
Step 2: Determine the right format
Understand who you are writing the SOP for, their level of expertise and the kind of language they would understand. Then move on to selecting a format for the SOP.
For example, checklists are great for weekly maintenance audits while videos can help teams understand how to change machine components when switching from one task to another.
Step 3: Document each step
Map every stage of the process and identify all the possible variations that may arise. Next, document each step in terms of what to do, how it should be done and why it is important. As far as possible, avoid jargon and supplement written information with visual aids.
For example, the SOP for a heat sealing unit may include a step mentioning the temperature to be maintained, how to set the temperature and what would happen if the temperature was too high or too low.
Step 4: Make the SOP accessible
Once the SOP is complete, make it accessible to all relevant employees. This is where digital SOPs score over printed documentation. Using a digital management system for SOPs ensures that everyone is accessing the same document and hence minimizes the risk of ambiguities. In certain cases, training may be required to implement newly standardized processes.
Step 5: Review and improve
Review SOPs on a regular schedule to ensure they remain up-to-date and compliant with industry regulations. If you follow the Kaizen philosophy of continuous improvements, SOPs should also be updated to reflect changes to existing workflows.
What are the benefits of digital SOP in manufacturing?
Today, many manufacturing plants are using connected worker software to digitize their SOPs. This offers several benefits including:
Easier accessibility
Distributing digital SOPs makes them accessible in real-time to all employees. If you run more than 1 factory unit, this helps manage information flow across all your units simultaneously. It also allows businesses to make SOP instructions available at the point of use.
Stronger version control
Digital SOP versions are easier to track and update. This eliminates the risk of different teams following different versions of the same process SOP.
Remote guidance and collaboration
Digitizing SOPs facilitates easier collaboration across departments in the same unit as well as units in different locations. It also ensures that when changes are made to an SOP in one unit, they are reflected across the SOPs being followed by other units as well.
Data-driven insights
When it comes to training SOPs or maintenance checklists, digital SOPs provide data-driven insights into how the SOPs were followed. These insights can also help clear bottlenecks and identify areas for improvement.
Getting started with digital SOPs
Building strong SOPs can improve productivity and efficiency while improving output quality and keeping your employees safer. Digitizing these SOPs with connected worker solutions like Fabriq can go a long way to making them more impactful. To begin with, by enabling real-time data sharing and digital workflows, it also makes it easier for teams to collaborate and create comprehensive SOPs.
Further, it ensures that all your employees see the most up-to-date version of your SOPs, makes training easier, provides data-driven insights into SOP compliance and more. Request a demo to see how Fabriq can revolutionize your SOP procedures.
