Procedure for SOPs

15th September 2022 00 Procedure for SOPs

Date Rev. Description

Prepared by:

AMA Consulting
1971 Lee Road, Suite 203
Winter Park, FL
 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

TITLE
PROCEDURE FOR SOPs

DOCUMENT REVISION RECORD

Chapter
Rev. No. Date Page No. Amendment Detail Reasons for Amendment
No.
 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

TITLE
PROCEDURE FOR SOPs

TABLE OF CONTENTS

Chapter Title Page No.

1.0 Introduction .......................................................................................................... 1
2.0 Purpose ................................................................................................................ 1
3.0 Distribution ........................................................................................................... 1
4.0 Procedure ............................................................................................................. 1
4.1 Section # 1 - Identifying Procedures that require an SOP ................................................. 1
4.2 Section #2 - Coordinating your Brain Dump ...................................................................... 1
4.3 Section # 3 - Operational Steps ......................................................................................... 2

APPENDICES

APPENDIX #1: Title of Appendix 1

APPENDIX #2: Title of Appendix 2
 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

TITLE
PROCEDURE FOR SOPs

1.0 Introduction
Welcome to the standard operating procedure (SOP) for creating standard operating procedures
for any and all tasks completed by employees at AMA. (Let's start with something a little more
interesting and lively. This statement is very boring).

2.0 Purpose
The objective of this document is to give you clear and concise instructions for creating and uploading
your SOP documents for the process and tasks your department conducts on a regular basis.
Once completed, each SOP should be allow someone with little to no prior experience to accomplish the
task by following the procedures outlined. It is imperative that this concept is communicated clearly to all
team members involved the development of the Standard Operating Procedures.

3.0 Distribution
1. Marketing Director
2. Marketing Manager
3. Copywriter

4.0 Procedure
4.1 Section # 1 - Identifying Procedures that require an SOP
Determine the roles in your department and the tasks each of those roles is responsible for. Each
task will need to have its own SOP. (Let's expand this a little. How do you go about figuring out
what needs and SOP? What's that process look like? Do we brainstorm? Do we interview the
staff?)

4.2 Section #2 - Coordinating your Brain Dump

To begin gathering the information from your team, you’ll need a centralized location to collect as
much knowledge as possible. At this point it’s not integral to have the entire process formulated.
The most important thing is that we’re providing a space for staff members to drop “everything
they can think of” that relates to the particular SOP they’ve been assigned to aid with.
We have utilized the Microsoft OneNote program to facilitate this part of the process. At this step
you’ll ask your teams to do what we call a “Brain Dump” into the MS OneNote.
Set up a OneNote Notebook where you can do an initial brain dump (describe what a brain dump
is) of potential tasks and responsibilities you need to create an SOP for titled “(Your department)
SOPs”. This is especially useful if you have more than one person in your department who will be
adding information for your SOPs.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

4.3 Section # 3 - Operational Steps

4.3.1. Access the Outlook App Launcher indicated by a cluster of 9 dots located in the upper left
corner of your email screen. Click on the cluster.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

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4.3.2. And then choose OneNote from the options that populate in the pop-up window:

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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1. It will open to the OneNote home screen where you will click on the “+New Notebook” button.

2. Once you click on “+New Notebook” a window will pop-up asking you to name your Notebook.
You will name it “(Your Department Name) SOPs). Then click “Create”

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1971 Lee Rd. Suite 203, Winter Park, FL

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PROCEDURE FOR SOPs

3. You will need to add a separate section for each role filled by your department (EX: APM,
Supervisor, Team Lead, etc.). To do this you will click on “Add Section” located at the bottom
left of your screen

4. Once you click on “Add Section” a pop-up window will appear asking you to name the section.
Name it according to the roles included in your department, then click “OK.” You will create a
separate section for each role in your department so you will need to repeat steps 4 and 5 for
as many roles you need to create SOPs for.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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5. Once you create a section, it will add a tab with that section name on the left of the screen, and
then populate with an “Untitled Page”

6. You will title the page with a task the named role is responsible for (EX: Monitor team chat,
review call recordings, callbacks, etc.). You will need to add a separate page for each task fulfilled
by that role.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

7. You will then need to select the ”add page” link to add a separate page for each task the named
role is responsible for so you will need to repeat steps 6-7 for each task

a. Once each role and all of their tasks are filled in it will look something like this:

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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8. Once you have all roles and tasks added, you will begin filling in the information on each page.
You will need to share the link for your department OneNote with all team members who need
to add information to it and store your department’s brain dump for each task on the
corresponding page. To share the Notebook, you will click on the “Share” button located in the
top right corner of the Notebook screen

a. Then choose either “Share Entire Notebook” or “Copy Link to Notebook” from the pop-up
menu. Either option will work the same, however, if you have several people to share with,
the “Share Entire Notebook” option will allow you to share the link with multiple people at
one time, whereas the “Copy Link to Notebook” option forces you to copy and paste the link
yourself to whoever you want to share it with.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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9. Once each person has access to the Notebook, they can begin adding step-by-step instructions
to each task they are responsible for to the corresponding pages. Be sure to communicate
clearly that these SOPs need to be extremely exhaustive and detailed. Once their brain dump
for each task is completed, it should look something like this and include screenshots or place
markers within the steps indicating the need for screenshots in those steps.

* Screenshots or Snips should be clear and easy to read and should not include any personal or
sensitive information.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

10. Once your department’s brain dump is complete, you will create a project in your Podio
workspace titled “Department SOPs.” To do this, you will log into Podio and access your Podio
workspace. Click on the “Projects” icon located on the tool bar at the top of your workspace
home screen. (*Your projects icon may be in a different position on your tool bar)

11. Once you click on the “Projects” icon, you will navigate to the Projects screen. This screen has a
list of all of the projects in your workspace. You will then click on the “Add Project” button
located in the top right corner of your screen.

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1971 Lee Rd. Suite 203, Winter Park, FL

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12. Once you click on “Add Project” it will open a blank project screen where you will title the project
“Department SOPs.” Be sure to add as much detailed information as possible to this page, as it
will help to inform everyone who will need to access the project going forward. Fields with an
“*” are required information.
a. Be sure to add any employees who will be contributing as team members to the project.
Once you add team members to the project, they will be notified by email that they have
been added.

b. Communicate the project requirements and due date clearly to all team members.

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1971 Lee Rd. Suite 203, Winter Park, FL

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c. Set task stage to “In Progress”

d. Once you complete all required fields, click “Save Project” located at the bottom right of the
screen.

13. Once you have created the project, you will need to create individual tasks within the project
for each SOP in your department. To do this you will need to access the “Tasks” app located on
the tool bar on your Podio workspace home screen (*Your tasks icon may be in a different
location on your tool bar).

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

14. Once you click on the “Tasks” icon, it will take you to the Tasks screen. To create the individual
tasks for your SOPs, you will need to click on “Add Task.”

15. Once you click on “Add Task” it will take you to a blank task screen where you will enter all the
information to create individual Podio tasks for each SOP.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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a. Be sure to add any employees who will be contributing as team members to the task.
Team members will be notified by email once they are added.
b. Communicate the project requirements and due date clearly to all team members.
c. Set task status to “In Progress”

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

16. An important step in this process is linking the individual SOP tasks to your department SOP
project. To do this you will need to pay special attention to the “Related Project” field. It is a
required field, and once you begin typing in the space provided, it will auto-populate with a list
of your workspace projects. Simply choose the project you created titled “Department SOPs”
and all related SOP tasks will be filed within that project. This is especially helpful to keep your
SOP project organized.

17. Once you have entered all the required information on the Task screen, click on “Save Task”
located at the bottom right of the screen. You will need to create an individual task for each
SOP, so you will need to repeat steps 15-18 for each SOP.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

18. Now that your Podio project and tasks are ready to use, you will need to copy and paste the
information from your brain dump into a Word document, along with the corresponding
screenshots. To do this, access Word from the Outlook App Launcher indicated by a cluster of 9
dots located at the top left corner of your email.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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a. Then choose Word from the options that populate in the pop-up window

19. Once you click on Word, it will navigate you to the Word home screen. Once there, you will
choose “New Blank Document” from the options at the top of the screen

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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20. Once you click on “New Blank Document” it will take you to a blank Word document with an
auto-assigned document number. You will need to title the document. To change the auto-
assigned document number, click on the auto-assigned document name

a. Then type the name of the SOP in the “File Name” box in the pop-up window. To save the new
document name, simply click anywhere on the page and the window will close and your new
document name will be saved.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

21. Once your document is renamed, you will need to copy and paste the information from your
OneNote Notebook pages to a Word document. Each OneNote page should have its own
corresponding Word document. If the OneNote page did not include screenshots, they will need
to be added into the Word document. To copy the content, simply highlight the content on each
OneNote page then right click, choose “Copy” from the pop-up menu.

a. To paste the content into the Word document, right click anywhere on the blank Word document,
then choose “Paste” from the pop-up menu.

a.

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 AMA Consulting Group, LLC
1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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22. You will need to make sure all screenshots are aligned with each other and centered in the
document. To add the screenshots in the correct places within the document, simply click in the
Word document where the screenshot needs to be, click on the “Align Center” option on the
home tool bar in Word

a. Then click “Insert” > “Picture” > “This Device”

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1971 Lee Rd. Suite 203, Winter Park, FL

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b. A window where you can access the saved files on your device will pop up. Click on the
correct saved image, then click on “Open” at the bottom right of the window and your image
will appear on the screen.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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PROCEDURE FOR SOPs

23. Once each SOP Word document is complete, you will need to upload the live Word document
to the Podio task. It is important to link to a live document, and not upload a downloaded
document. The purpose for this is to ensure that there are not multiple versions of the same
document being utilized. This is done by linking your OneDrive to Podio, and then uploading a
link to the document.
a. To link your OneDrive to Podio click on “Choose File” at the bottom of the task page in Podio

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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b. On the top left-hand corner of the pop-up box, click the plus sign that says, “Add File
Service.”

c. Once you click on “Add File Service” a menu of file providers will populate. Choose
OneDrive indicated by the multicolored square logo from the options.

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1971 Lee Rd. Suite 203, Winter Park, FL

Standard Operating Procedure

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d. Once you choose OneDrive, it will populate on the left side of the window.

24. To upload the file from OneDrive into Podio, click on the OneDrive icon on the top left corner.
The window will populate with your OneDrive files organized in alphabetical order. Simply click
on the correct file, then click “Done” and a link to your file will appear at the bottom of the task
page in Podio.

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1971 Lee Rd. Suite 203, Winter Park, FL

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a. Linked to OneDrive

25. Once the files are uploaded, add a comment and tag (@) the team member who is responsible
for giving final approval on the document in the Activity/Comments box on the right side of the
task screen and change the task status to “Awaiting Approval.” The person responsible for giving
final approval will receive an email notification that they have been tagged and will be sent a
link to the task.

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1971 Lee Rd. Suite 203, Winter Park, FL

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a. The person responsible for giving final approval will receive an email notification that
they have been tagged and will be sent a link to the task.

26. Whoever is responsible for giving the final approval on the SOPs needs to ensure that each one
has been done correctly according to the SOP for SOPs guide, includes heavily detailed
information, includes clear and appropriate screenshots, and that the document has been
proofread for any grammatical or formatting errors. Once the document has been given final
approval, they should change the task status to “Approved.”
27. Once all SOPs for your department are completed and approved, you will email the completed
documents to the Marketing and Communications Director, Stefan Gilliam, at
[email protected] with the subject line “Completed SOPs for (your department
name).”

*Note: Only email the completed documents once ALL SOPs for your entire department are completed,
proofread, and approved. ALL documents should be sent in ONE email.

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