How to Add Knowledge

To keep our business running smoothly and efficiently, we need well-documented systems that everyone can follow. Here’s how you can contribute to building and updating effective 'Standard Operating Procedures', known as SOPs. Why Systems Matter SOPs are the backbone of a business that runs seamlessly. They provide clear instructions for tasks, ensuring consistency and scalability. By collaborating on SOPs, we create processes that are practical and widely supported, making our work more efficient. Think of it this way: If you were suddenly abducted by aliens, would anyone be able to step into your workspace and still perform the responsibilities and tasks completely and accurately without any interplanetary communication from you?If you answered 'No', then that means we need your help to fill those gaps! SOP Creation/Update Procedure Here’s a step-by-step guide to creating and updating SOPs: Identify the Need for an SOP: Any team member can spot a task or process that needs a system—whether it’s repetitive, prone to errors, or critical to operations. If you see an opportunity to standardize a process, take the initiative to start documenting it. Optional: If you're unsure how to solve the problem, view the 'SOP Problem Solving Template' below to assess the nessecity of an SOP. Create Your Own SOP Draft: Draft the SOP by outlining the step-by-step process as you perform it. Include the purpose of the system, the tools, and any safety or quality considerations. Use clear, simple language and consider adding visuals like screenshots or videos to make the SOP easy to follow. This draft is your starting point. Here's a short example: Collaborate with Team Members: Share your draft with colleagues who perform or oversee the same task. Discuss how each person approaches the process to identify the most effective methods. This collaboration ensures the SOP incorporates diverse perspectives and captures the best approach. Arrange a 20 minute meeting with all the people/departments affected by the problem, and use the following agenda for the meeting:0:05 - Discuss the problem0:10 - Discuss proposed solutions and possible alternatives0:15 - Take a vote 0:20 - Decision due at end of meeting. Meeting organizer is responsible for updating their notes and developing SOP Draft based on results. Agree on Changes: Before finalizing the SOP, the team must agree on the process. Discuss variations or improvements and reach a consensus on the standardized steps. This ensures everyone buys into the process and feels ownership. If disagreements arise, involve a manager or subject-matter expert to finalize the best approach. Add the article to the Blog: Finalize the SOP with a clear format, including a title, purpose, scope, responsibilities, and step-by-step instructions. Add it to the blog under Shopify Admin > Content > Blog Posts. Make sure the Blog "Team Resources" is selected Add tags according to our tagging structure (View article about our tagging structure here if you need help.) Add a short excerpt that clearly defines the purpose of the article. Review and Update Regularly: SOPs should evolve with the business. Schedule reviews (e.g., every 6-12 months) or update them when processes, tools, or regulations change. Encourage team members to suggest improvements based on their experience to keep SOPs current and effective. SOP Problem-Solving Template Use this fill-in-the-blank structure to identify a problem, propose a solution, outline the necessary task, and communicate its importance to the team. This template helps standardize the process of addressing issues and creating or updating SOPs. Problem Identification and Solution Planning What’s the problem, what is it's impact and why is it an issue?Answer: [Describe what is happening, what impact it is having and why it's a problem] Example: Shippable orders are not being shipped due to holds not being removed from orders. Excited customers heard the items are available, but are expressing disappointment that they have not yet gotten any updates regarding the orders they waited for. What needs to happen to fix it?Answer: [Describe the solution and what the expected outcome should be] Example: Shippable orders should have their holds removed and the shipping team should ship these orders before new ones. Who is affected by this problem?Answer: [Identify everyone who is affected by this issue directly and indirectly.] Example: Guest Services recieves increased complaints from unhappy customers. Shipping department should be shipping these orders, but hasn't. What are three ways we could solve this problem?Example: 1) The orders containing these items could be removed from On Hold as part of the recieving process performed by Shipping, since doing this would make Shipping aware of the orders. 2) Shipping could get Guest Services support in removing holds from orders, giving Guest Services the opportunity to verify orders for accuracy before they are shipped. 3) Guest Services can add this as a check-in item to ask Shipping about during the weekly meeting. Answer: [Describe the task and communication plan]

How to Add Knowledge

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