SOPs and KISS theory can enable organisations achieve targets

A LOT of advantages and merits can be achieved by having Standard Operating Procedures (SOPs) with the golden rule of Keeping It Short and Simple (KISS) in every organisation. In organisations where work is of a repetitive nature, SOPs can come in very handy and prove to be more than effective.

 

For example, in the aviation world, the safety and security of a flight depends highly on the crew ability to use SOPs. Theoretically, every time a pilot flies with a different pilot, there should be no difference in the way the flight was accomplished as all follow the same SOPs. In other words, aviation industry can sustain and flourish only because of SOPs.

The basic purpose of having a SOP is to break down all the tasks done in a division from simplification view point ensuring no errors are in place. Care should be taken that every member of the concerned division is well trained on understanding the SOP and adhering to the standards set out there in (this will ensure that SOPs are not merely prepared as a book keeping exercise to be kept in files without anyone reading it). Even periodic quiz should take place through inter departmental get-togethers on topics outlined in SOPs.

In organisations like military, aviation and pharmaceutical, SOPs become indispensable because every task is outlined as to how it will be done and who is going to do it.

Some of the features and big merits derived out of SOPs are as follows:

-Administration and Security of an organisation can be very effective if simplified SOPs are in place for every division and organisation listing out very clearly the numerous tasks performed and by whom.

-Modification of SOPs should be a recurring exercise so that every time a lapse or an error takes place, suitable remedial measures are taken to avoid recurrence of the same in future. Even otherwise, creeping of an error in an organisation system can be found out very easily through the SOPs listing out tasks.

-Confusion and chaos in an organisation will be to the bare minimum if not nil once all the job listings are clearly spelt out in the form of SOPs and the staff have been trained properly to understand as to which task is whose responsibility.

-Chain of tasks depending on one after another can be accomplished successfully leaving no scope for any error creeping in whatsoever.

-While framing out SOPs, care should be taken to ensure that it is written simple and not to show the writer’s skills.

Whenever Total Quality Management (TQM) matter is raised in an organisation, SOPs will always be present in the forefront. It would be a good idea if SOPs are also present or made mandatory in organisations and institutions where work carried out may not be repetitive in nature; care is needed to ensure that job listings done cover every task performed.

We often hear, due to bureaucratic delays, in Government departments work could not be done.  This is mainly because there is no presence of clear cut SOPs.

 

Therefore, Government can consider making SOPs mandatory for every department/division/wing howsoever big or small they may be because SOPs guarantee more and more advantages with simplification of the whole processes.