Standard Operating Procedures or SOPs are a set of clearly written instructions which outline the steps or tasks needed to complete a job or operation. The instructions should be written in a brief manner with simple language that employees required to perform the task are able to read and understand. They are designed so that each step can be completed the same way to the same standards with no defects.
The advantages of having Standard Operating Procedures (SOP's) for tasks in any operation are many, but the main advantages are:
• Standardised work methods
• Elimination or reduction of waste
• Training materials for new employees to reduce induction time and for staff education
• Evidence of compliance to quality standards, safety and environmental standards
• Visual
The most important consideration is the fact that SOP's should be for your bodyshop and never set in stone but are subject to continuous improvement and change.
Many bodyshops have existing SOPs in place but have not been reviewed for years, so the documentation does not reflect the current state. When this is the case the perceived value of the current SOP is low, as employees disregard the mapped process.
The common starting point is the department which represents the largest constraint on your business, or has the greatest opportunity for improvement.
The process generally involves review of the current documentation and then observation of the current process. Often pictures are taken to provide visual reinforcement of standards. Sometimes a process map is completed to gain a high-level view and then documentation and visual support can be mapped in.
It is important to note, that the most effective SOP documentation reflects the actual current state of your business and not a hypothetical future one. The success to any implementation is to involve the stake holders (the employees who will perform the tasks) in the creation of the SOP, as they are the people that will work the process every day.
Facilitating a meeting with all key staff involved in the process will help to document the current state. A validation exercise comparing the actual process to the documentation should be completed to ensure accuracy. Follow-up meetings to work on enhancements and refinements to processes or images are critical. These SOPs should evolve as your processes do. Some examples that should trigger a review of a current SOPs are:
• New equipment
• New repair methods
• New products
• New processes
• Change of work supply
• Changes in vehicle technology
• New staff members
• Training.
Some tips for Effective Standard Operating Procedures:
• Make them short or bullet-pointed (if they are too long winded no one will read them).
• Print them in poster format and hang them up in the relevant work areas.
• Make them visual (pictures are more informative than words).
• Display good show / poor show where appropriate. Show them visually what is acceptable and example of what is not.
• Conduct random audits to ensure the procedures are being followed.
• Seek improvement ideas from your staff and review regularly.
“We’re about working with bodyshops to implement solutions that drive productivity and profitability,” said Robin Taylor, Axalta Services Manager. “Our consultants help bodyshops operate to their fullest potential through the understanding and development of strong Standard Operating Procedures that are relevant and specific to the bodyshop. Using a collaborative approach model with highly visual cues such as posters, each team member will operate to best practice to maximise results, time and again.”
Axalta Services Standard Operating Procedure Programme includes:
• How to think “outside the box” in addressing today’s bodyshop needs.
• Design practices to ensure consistency and quality in work are followed routinely by staff.
• Develop written instructions to document and communicate processes and best practices.
• Develop a list of essential and relevant tasks and how to do those tasks productively and effectively.
• How to view obstacles as opportunities.
• How to understand and teach to your team’s particular learning styles.
• How to audit – the key to sustaining a business.
Axalta Services provides value-added services, designed to help Australian and New Zealand bodyshops. Services include personalised consulting and coaching, training courses on ‘best practice’ procedures using Lean concepts, industry networking opportunities, and access to tools that can help improve the way a bodyshop manages their business.