On any given day, there’s a lot going on at your firm. To keep chaos at bay, everyone needs to understand how things are done. This means knowing the answers to the following questions:
- What tasks are involved with a particular process, such as client intake or trial preparation?
- Who needs to do them?
- What are the best ways to get them done?
By systemizing key processes at your firm, you develop the answers to those questions.
The final product, known as your standard operating procedures (SOPs), not only provides your existing team with direction but makes it easier to train and onboard new members. Even if these processes have been in place for years, documenting them can ensure everyone is always on the same page. This how-to guide provides some basic steps for creating SOPs that eliminate delays and bottlenecks and sustain growth.
Step #1: Document All Actively Used Processes
What are the tasks that keep the firm running? For most law offices, this will include client intake and support, but other processes may vary according to practice area. An attorney who focuses on real estate will have different requirements than one who takes personal injury cases. Identify the tasks that keep the needle moving every day and prepare to create SOPs for them.
Step #2: Explain the Task or Process Step by Step
Write down all steps involved with a given task or process. Resist the urge to abbreviate the content: remember that attorneys and support staff who join the firm will be relying on this information to do their jobs.
When writing SOPs, divide them into sections. This makes it easier for the person doing the work to confirm what they need before getting started or proceeding to the next step. These sections should be logically positioned in the list, with each task flowing naturally into the next.
Step #3: Keep It Simple
You want your SOPs to be detailed enough to direct the reader, but if they’re too long, it can add unnecessary time to a task. You don’t want someone to take an extra 20 or 30 minutes to complete an assignment because they need to wade through 25 pages of documentation first.
Once you’ve completed the first draft of an SOP, take the following steps:
- Read it
- Delete any unnecessary words
- Tighten sentences
- Use screenshots and other images when appropriate
Most SOPs should be no longer than a couple of pages unless supporting images are needed to fully explain the task. If a document needs more than a few minutes to review, you’ll probably need to trim it down.
They may be simple documents, but SOPs can make a positive impact on how your firm operates. You can go from correcting small mistakes and oversights to knowing that all key processes are being taken care of the way they should be. The result can be a reduction in training costs, prevention of knowledge loss, and the solid operational structure you need to move forward.
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