There is a reason behind PMOs going all excited about SOPs, i.e., standing operating procedures. It is a documentation approach that divides complicated processes into simple steps for easy comprehension. In this article at PM Majik, discover why PMOs swear by SOPs.
PMOs and SOPs
PMOs use SOPs that differ in their naming—desktop procedures, operating procedures, desktop instruction manual, etc. The purpose of all these documents is to help anyone perform the guided tasks easily. There are no standard rules to create SOPs. So, you can compose them in spreadsheet, document, or presentation format as per your convenience. Some organizations have software applications that can create and generate standing operating procedures automatically. Employees even create workflows within these files that their line managers can review and approve the work status.
PMOs use SOPs for the following activities:
- Conducting training and workshop for freshers
- Knowledge transfer sessions for new teams to adapt to existing standards and procedures
- Updating co-located or offshore teams
- Preparing contingency or emergency plans
- Establishing standard processes
- Knowledge sharing purposes and employee engagement
PMOs swear by SOPs as they turn out to be very useful during the time of crisis. If you have SOPs created, your employees do not have to depend on the specific personnel to get the job done. These files are created to lessen dependencies. So, project management offices must upgrade the standing operating procedures regularly and store them in safe but emergency storages for quick access. It is also the job of the process owner to update the file when any project is undergoing important changes. In fact, PMOs must deploy internal audits to prevent finding obsolete documents during crisis management. They should ensure that the crisis control documents have clear, detailed instructions about the process.
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