How to Improve Compliance with SOPs Effectively
The Standard Operating Procedure, often known as the SOP, is intended to guarantee that everyone in the organisation works to the same high standards. Employees that adhere to the standard operating procedures may produce solid results, serve a large number of consumers with identical quality of service, and give a prompt response. Improved compliance with this criterion thus becomes required.
Why Do Employees Disobey SOP?
Although the organisation tries to instil SOP adherence in its staff, it doesn’t always have the desired effect. Despite the company’s steadfast efforts, certain workers may not adhere to the established procedures. When a large number of workers do not follow this norm, the organisation is at danger of:
- Putting an end to operations while important staff are absent.
- Having a false feeling of security due to the ease with which inefficiencies in departments may be concealed.
- Proceeding to employ individuals with substandard job quality.
- Impossibility of implementing innovations.
It is difficult to enhance compliance unless the underlying causes of non-compliance are identified and addressed. There are five primary causes for non-compliance with the company’s standard operating procedures, which are as follows:
- Incapacity to observe the impact on consumers
Behind-the-scenes workers don’t often witness the effect of their efforts on the clients they serve. As an example, a warehouse worker may utilise rough handling of inventory in order to keep track of it. The effect of this is that they have no idea that buyers are bothered by tiny flaws in the products they are offering for sale.
- Inadequate instruction about the right technique
It is also possible that an individual may not receive adequate training at the start of their career. If it is not identified early on, the individual will get used to functioning without regard to the standard operating procedure. As a result, the supervisor’s function becomes very important.
- The method is very complex to carry out.
The company’s standard operating procedure might be difficult to comprehend and put into practice at times. For example, a job may include too many stages and hence need more time to accomplish than necessary. Consequently, the employee may consider methods to cut corners without considering the ramifications of their actions.
- The desire to meet the interests of clients
It is acceptable for an employee to break from the company’s standard operating procedure to suit the requests of customers. They want to deliver the greatest service possible to their clients, and they are prepared to go to any length to make those aspirations a reality.
- Detachment from the activity and business
It is also conceivable that workers have become so alienated from the firm and its operations that they no longer have the motivation to adhere to standard operating procedures. In order to increase conformance, management must put up significant effort to inculcate its ideals in its people. As a result, they will feel a sense of satisfaction and involvement in the organisation.
How can the SOP compliance rate of employees be improved?
There are a variety of approaches that a firm may use to increase compliance among its workers. The following are examples of approaches.
- Setting up a clear set of rules and guidelines
Instead of placing restrictions on SOP, the corporation should aim to provide a safe refuge for its workers. Its personnel must be aware that as long as it complies with regular operating procedures, it will be OK. Good standard operating procedures should include the following:
- The language that’s simple to read and comprehend
- Reflecting on the business core.
- Limiting what can and can’t be done in certain circumstances.
- Inter-department communication should be improved
If a single department bears the responsibility of the following SOP, it’s tough to implement. In order to ensure a smoother operation, the company’s divisions should collaborate with each other. A standard operating procedure should connect all of a company’s departments.
- Integrating SOP compliance tools into daily business activities
Close monitoring of SOP conformance is essential for improving compliance. For it to be effective, monitoring must take place at both the employee and administrative levels. There are several digital technologies available now that may be used to ensure that standard operating procedures are followed.
An SOP Compliance solution like AuditFlo, for instance, may help staff better conform to SOP. You can use two of its numerous capabilities to accomplish this task:
- Digital Checklist
These features allow your staff members to complete a questionnaire on certain jobs by just opening their smartphones or gadgets and answering questions based on the current scenario. What if you have a query that isn’t up to the mark? If so, AuditFlo has an issue tracker function where this problem will be instantly reported to the appropriate department to be handled quickly. It also makes it easier for staff to prepare reports on a daily basis, which will save time and make the process more effective.
- Admin Dashboard
The visual interface makes it simple to get a clear picture of how well your processes are doing. You are able to determine which individual or section is not adhering to your rules so that you may conduct appropriate corrective actions to locate the underlying reason and increase your operational efficiency by analysing your activities.
- Frequently updating the company’s rules and regulations
Analytical information collected by reviewing dashboard analytics may be utilised to make changes to corporate policy. Employee compliance with the adopted SOP may be assessed, as well as suggestions on how to make the present standard procedure even more effective and efficient. A good change in direction is possible because of this.
Non-compliance with this requirement may result in the company’s survival being jeopardised. There are a variety of approaches that may be used to increase compliance with SOP. Investing in a complementary technology such as AuditFlo will benefit the business in the long term.
About AuditFlo
Automatic reporting, real-time insight sharing, and complete problem resolution are all made possible with AuditFlo’s app-based audit checklists for frontline employees.
