Maximizing Efficiency with Standard Work and SOPs for a Competitive Edge in Automation
- Jen Brynelsen
- Jan 13
- 3 min read
Every business owner wants to save money and reduce waste, but many struggle to find practical ways to do so. One proven method is using standard work and standard operating procedures (SOPs). These tools help create consistency, reduce errors, and prepare your business for automation. For owners hesitant about technology, understanding and applying these concepts can be the key to staying competitive and keeping up with industry changes.
What Are Standard Work and SOPs?
Standard work refers to the best-known method to complete a task efficiently and safely. It defines the sequence of steps, timing, and tools needed. SOPs are detailed written instructions that explain how to perform specific tasks consistently.
Together, they:
Reduce variation in how work is done
Help train new employees quickly
Identify waste and inefficiencies
Provide a foundation for automation
Without these, businesses risk inconsistent quality, wasted materials, and lost time.
How to Create Effective Standard Work and SOPs
1. Observe and Document Current Processes
Start by watching how tasks are currently done. Take notes on each step, tools used, and time taken. Talk to employees who perform the work daily—they often know where delays or errors happen.
2. Identify Waste and Bottlenecks
Look for steps that don’t add value, cause delays, or create confusion. Examples include:
Repeated movements or handling of materials
Waiting for approvals or tools
Unclear instructions leading to mistakes
3. Develop Clear, Simple Instructions
Write down the best way to perform each task. Use plain language and break steps into small, manageable parts. Include:
What to do
How to do it
When to do it
Tools or materials needed
Visual aids like photos or diagrams can help clarify instructions.
4. Test and Refine
Have employees follow the new standard work and SOPs. Gather feedback and make adjustments to improve clarity and efficiency.
5. Train and Monitor
Train all relevant staff on the new procedures. Regularly check that everyone follows the standards and update documents as needed.
How Standard Work and SOPs Prepare You for Automation
Automation requires predictable, repeatable processes. Machines and software work best when tasks are clearly defined and consistent. By implementing standard work and SOPs, you:
Create a clear baseline for automation
Reduce errors that can disrupt automated systems
Make it easier to identify which tasks to automate first
For example, a manufacturing company that standardized its assembly line steps found it easier to introduce robotic arms. The robots performed tasks exactly as outlined, reducing defects by 30% and saving thousands in labor costs.
Practical Benefits Beyond Automation
Even before automating, standard work and SOPs save money and reduce waste:
Less training time: New hires learn faster with clear instructions.
Fewer mistakes: Consistency reduces costly errors.
Improved quality: Customers get reliable products or services.
Better communication: Everyone understands their role and expectations.
Overcoming Resistance to Change
Many owners hesitate to adopt standard work and SOPs because they fear complexity or loss of control. Here are ways to ease the transition:
Start small with one process or department.
Involve employees in creating standards—they know the work best.
Show quick wins, like reduced errors or faster training.
Use simple tools like checklists or printed guides before moving to digital systems.
Example: A Small Bakery’s Journey
A local bakery struggled with inconsistent bread quality and wasted ingredients. The owner worked with staff to document each baking step, from mixing to baking times. They created SOPs with photos and timing charts.
After training, the bakery saw:
20% less ingredient waste
More consistent bread quality
Easier onboarding of new bakers
This foundation allowed them to later invest in automated mixers and ovens, confident the process was solid.
Next Steps to Maximize Efficiency
Choose one process to standardize this week.
Observe and document current steps carefully.
Write clear, simple SOPs and test them.
Train your team and gather feedback.
Use your standards as a base for future automation.
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