Standard Operating Procedures

Looking for consistency in your critical day-to-day operational activities? Creating standard operating procedures (often referred to by the acronym SOP's) is a good place to start. They provide the insight and clarity to everyone performing the tasks. SOP's minimize legal and safety risks for you and your organization.

SOP's identify the specific actions, organized into chronological steps, that if followed will:

  • Explain proper techniques
  • Explore variations, give examples and describe alternative solutions
  • Identify hazards including warning signs and necessary controls. Ideally they'll also link to emergency procedures and recordkeeping forms.

Job Hazard Analysis

You might already have your standard operating procedures. If so, you can skip ahead to uploading and assigning them. Regardless, it's a good idea to regularly do a Job Hazard Analysis of your tasks. This means brainstorming for potential hazards. We have a list of dozens of hazard categories and sub-categories to help you get started. Then associate a Risk Level to each hazard by selecting a probability of the hazard occurring and the severity of the outcome should the hazard occur. Next choose one or more Controls (again conveniently categorized and sub-categorized) for each hazard. Lastly, choose the now-mitigated risk level based on the controlled probability and/or controlled severity.

Upload Procedures and Assign to Positions

You can take the JHA you prepared in the software, or prepare a document of your own and upload it to the software. The procedures can also be videos (which we highly recommend - retention is WAY higher). Administrators can also link the procedures to related forms and competencies. You can also choose how long you want workers to spend reviewing the procedure and specify a contact in the event they have questions or concerns about the procedure.

Assign the procedure to the various positions in your company. At this point you do have the option of choosing an exposure Frequency based on how often each position does the task.

The system takes care of a lot of the heavy lifting from this point forward. Worker compliance tabulates as users review the procedures. It also collects comments from workers which you can respond to and optionally share with all workers. The system also tracks version changes as your procedures evolve and improve.

Worker Procedure Reviews

Workers are prompted in their portal to review and comment on procedures assigned to them. Procedures are presented in sections and orders according to the structure specified earlier by administrators. They must spend the time specified, and once complete workers can comment on the procedure in case they feel important information is missing, if they want to propose a better way of performing the task, and so on. With the proper feedback loop, the safety, quality and efficiency of your operations should improve!

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