Introduction
👉 Do you have to invest more time in your business?
👉 Is your presence must to perform the daily activities in your business?
One of the common problems faced by new startups and business owners is to develop business processes.
There are two types of businesses - Personality Oriented Business and Process Oriented Business.
Personality oriented businesses are like Lallulal Gulab Jamun Wala and Gupta Burger Wala. If these people do not go to their shops, the quality of their products will decline. in other words, their shop cannot function in their absence.
On the other hand, process oriented business is like McDonald's, wherein the presence of the owner is not required to run the business. Their customers don't even know the founder, they only know McDonald's.
You should develop a process oriented business instead of a personality oriented business so that you can whether you are
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relaxing in a five-star hotel of Dubal or devoting time to God In Vrindavan but your business keeps on growing without your presence.
How is it possible?
It will only be possible when SOPs are developed in all the departments of your company.
Standard Operating Procedure SOP
If you want to convert your business from personality oriented business to process oriented business, you need to develop SOPs.
Benefits of Standard Operating Procedure (SOP) are as follows:
1 Business Scale-up
SOP will help you in scaling up your business fast and getting a J-curve.
Suppose your home branch is in Delhi and you want to start new branches in Rajasthan. In such a case, you develop Standard Operating Procedure (SOP) and manuals in Dethi branch and send them to your newly opened branches in Rajasthan.
Now, the new branches will also start following the business processes and
procedures that you are following in Delhi This helps you in the fast expansion of your business.
2 Efficiency
SOP helps you in increasing the efficiency of your business processes.
3 Quality
SOP helps you in keeping the quality of your business processes and product consistent. It makes your quality parameters the same.
4. Uniformity in Performance
SOP helps in keeping the performance of your business processes the same. This means that your outcome will remain the same.
5. Reduce Miscommunication
SOP also reduces the chances of miscommunication in your organization. This also decreases the chances of failures.
Strategy and Execution Standard Operating Procedures (SOPs)
Do not make SOP for strategy In the starting; make SOP for execution.
Keep the Strategy with you as you are the owner of the business.
But, you can make the SOP for the execution so that business processes keep on going and you can bring automation in the business.
How to make your business automated?
To bring automation, identify the business activities that are either repetitive in nature or done most frequently. Make a list of such activities.
Start making the frameworks of execution or process or SOPs to perform these activities.
These frameworks or SOPs will help you in making the performance management of your company good.
Performance management will help you in identifying high performers, low performers, and no performers of your company. This is
because now you can easily compare the performance of your employees with the expected outcome as per the designed SOPs.
Knowledge Loss Risk in Small Businesses
Due to the lack of SOPs, the knowledge loss risk of small businesses increases. This is because business processes are neither in a well-written manual nor properly formatted.
The complete business process is in the brain of your expert employee as he is doing it with her expertise and you become dependent on him.
Now, again your business becomes personality driven instead of process driven. When this employee leaves your company, there will be knowledge loss for the company.
if you have the knowledge data of your expert employee on the paper in the form of a written manual, it will bring repeatability in the business process.
In addition, when you hire a new employee in his place, then the training cost of the company decreases because the manual is
ready.
You just need to hand over the manual to the new employee and ask him to go through it.
Once he finished the manual, take the assessment of the employee whether he is able to understand it or not.
if he scored less marks, then explain him and ask to read the manual again. Now, take the assessment again.
Your new employee Is ready in one week and gets on his work.
Steps to Develop SOP
1. identify the problem for which you need the process
Determine the department in which you are facing frequent crisis in the quality, productivity, outcome, calculation, accounting, or sales.
Write the problem of the department so that we can make a goal to achieve and develop a process for the same.
This Is because we need to have the direction first to take the decision
2. Build the process boundary
After identifying the problem and setting the goal, define the boundary of the business process.
Boundary means to identify the A (start point) to B (end point) of the business process. You first need to decide the first and the final step of the process.
For example
You want to develop a process of making a burger.
First step in this process will be to purchase raw materials like bun and ingredients of tikki.
Final step in this process will be the consumption of burger by the customer.
All the steps involved in the making of burger will come in between the first and the final step.
identify the look and fee! of the final outcome.
Also, determine the input required in between to reach the final output.
3. Brainstorm around all the activities with your team
complete the process and sequence them.
Determine the manpower required for performing different activities.
You should brainstorm around all the best practices.
For example.
Identify the person who makes the best burger. Now, observe his process of making the burger. This will include the amount of ingredients he uses, the heating time of the ingredients, etc.
Write his complete process of preparing a burger. Use his sequence of activities. Also, determine the manpower required in different activities.
4. Put Process in Flowchart for Integrated review
it Includes three points
Process Role - Decide the task of every employee.
Flow Chart - After assigning the task, make the sequence in which the tasks will be performed.
integrated Review - The team will do an integrated review, which means that they integrated review, which means that they will decide how much work will be provided by whom.
5. Kill the Potential Problem in Advance with RACI Matrix
When you make business processes, the problem will come like processes will break, quality issues may occur, a wrong quality product or service reaches to the market, etc.
So, before these problems occur, make a RAC] matrix to avoid such problems.
Responsible -Decide who Is responsible to perform a particular activity in the business process
Accountable — Decide who will be accountable for a particular activity in the business process. He will be the person who needs to take care that the activity is done properly.
Consulted — Decide who can help the “Responsible” and “Accountable” people, if they are not getting the desired output. He is a super specialist.
informed — Decide who will be the informed person. He is the head of the complete branch.
1 Do, We Do, You Do Model
1 Do - First, you should perform the business process in front of the employee so that he can learn the process.
We Do - Now, perform the business process along with your employee or junior.
You Do - In this step, you supervise the work of your junior.
If you Implement RACI Matrix and | Do, We Do, You Do Model in your business, then you are able to build a high-performance team.
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