Steps to Create Effective SOPs for Not-for-Profits

Okay, so you've probably heard the term "SOPs" many times in your not-for-profit or community leader career...But what's the big deal with Standard Operating Procedures (SOPs) for not-for-profits?

Simply put, SOPs are like the rulebook that keeps everything running smoothly.

They help you do things consistently, keep track of everything, and make sure you're doing it all in line with your mission.

Think of SOPs as your not-so-secret weapon. With SOPs in place, not-for-profit organisations can navigate complex tasks and manage resources more organised. SOPs serve as a reference document that outlines the best practices, ensuring that each activity is carried out consistently and in line with the organisation's mission and goals. Whether it's managing volunteers, fundraising, marketing, or program implementation, SOPs provide a framework for decision-making and help maintain quality standards.

And here's a cool thing: as your team grows and evolves, SOPs help new folks get up to speed super quickly. They're like the cheat sheet for your organisation's way of doing things. They help to easily induct new volunteers, committee members and staff, providing continuity and empowering folks with clear ways of doing things so they aren’t left wondering, hunting for answers or reinventing the wheel.

SOPs are crucial for ensuring continuity and sustainability for training and capacity-building, enabling staff and volunteers to perform their roles effectively and efficiently.

Identifying Key Processes and Activities

The first step in creating SOPs for your not-for-profit organisation is to identify the key processes and activities that need documentation. Start by assessing the various areas of your organisation, such as administration, finance, program management, and fundraising. Identify the tasks, procedures, and workflows that are critical for the smooth functioning of each area. If writing the SOPs for your role, keep a blank piece of paper by your side for a week and write down every task you do.

Engage with staff members, volunteers, and stakeholders to gain insights into the processes and activities that are essential for achieving the organisation's goals. As you gather the information and identify any gaps or areas for improvement.

Once you have identified the key processes and activities, prioritise them based on their impact and frequency. This will help you allocate resources and prioritise the creation of SOPs. Remember, SOPs should be focused on the most critical and frequently performed tasks to maximise their effectiveness. You don’t need everything captured, but start with the most impactful and important and work your way through others as you find time.

Documenting Procedures

After identifying the key processes and activities, the next step is to document procedures associated with each task. This involves capturing the step-by-step instructions, guidelines, and best practices for carrying out the activities and gathering any relevant policies, passwords, systems or links that sit alongside the process.

Start by creating a template or format for documenting SOPs. This will provide consistency across different SOPs and make it easier for staff members to navigate and understand the documents. The template doesn’t need to be complex; keep it simple. I like to use Canva, Google Docs or Trello to house SOPs. If you want a copy of my SOPs template for Canva, flick me a message, and I'll send the template link right over.

When documenting procedures, be clear and concise. Use simple language and avoid jargon or technical terms that may be difficult for others to understand. Write your SOPs as if the audience is someone external who doesn't know all the intricacies of your organisation. Consider using any visuals, diagrams, photographs or examples to enhance clarity and comprehension.

Involve the relevant stakeholders in the documentation process. Seek input and feedback from staff members, volunteers, and subject matter experts to ensure that the SOPs accurately reflect the best practices and requirements of the organisation. This collaborative approach will enhance the quality and effectiveness of the SOPs.

Ever-evolving and relevant

Regularly review and update the SOPs to incorporate any changes or improvements. SOPs should be living documents that evolve with the organisation's needs and adapt to new technologies, regulations, or best practices. Continuous improvement is key to maximising the effectiveness of SOPs.

Schedule a review of SOPs each year when you review your progress on your strategic plan. This will ensure that they remain relevant and up to date even if they have not been evolving throughout the year.

By implementing and reviewing SOPs for continuous improvement, your not-for-profit organisations can enhance your operations, increase efficiency, and ultimately make a greater impact in your communities.