{"id":5657,"date":"2014-02-12T14:55:53","date_gmt":"2014-02-12T14:55:53","guid":{"rendered":"https:\/\/www.n-able.com\/?p=5657"},"modified":"2021-04-07T15:00:25","modified_gmt":"2021-04-07T14:00:25","slug":"creating-simple-operating-procedure","status":"publish","type":"post","link":"https:\/\/www.n-able.com\/fr\/blog\/creating-simple-operating-procedure","title":{"rendered":"Creating a Simple Operating Procedure"},"content":{"rendered":"<p>One of the most common aspirations of IT Solution Providers and Managed Service Providers is to systemize their business to allow scalability and flexibility. By creating documented systems and processes, you give yourself options to delegate or outsource work. You encourage higher standards of quality. And you reduce your reliance on individual members of staff.<img decoding=\"async\" class=\"alignleft\" src=\"https:\/\/www.n-able.com\/wp-content\/uploads\/blog\/mspbusiness\/msp-operations-manual.jpg\" alt=\"operations manual\" \/><\/p>\n<p>I\u2019ve written before about\u00a0<a href=\"https:\/\/www.n-able.com\/blog\/it-operations-manual\" target=\"_blank\" rel=\"noopener\">how to create an IT Operations Manual for your Business<\/a>\u00a0but the fact remains that many MSP\u2019s say they don\u2019t have the time or know where to start when it comes to creating an Operations Manual.<\/p>\n<p>I understand why this can be. MSP\u2019s often find themselves wrapped up in a culture of being time-poor, with increasing number of demands on their time and no margin available to actually get ahead. What\u2019s more, the idea of building an Operations Manual can seem a huge task \u2013 images of fat binders of documents which can make even the more organized IT business owner shudder at the thought of the work involved.<\/p>\n<p>The key to building an IT Operations Manual is not to become overawed by trying to do everything at once, and instead, to take baby-steps. It\u2019s also important to understand that a system or Standard Operating Procedure (SOP) doesn\u2019t necessarily mean a very formal piece of paperwork. A good SOP can be written on an A4 sheet of paper, a series of screenshots with annotations, or even a video detailing how to achieve a task.<\/p>\n<h2>Old Fashioned Pen and Paper<\/h2>\n<p>Simply writing down the steps you take when you undertake a task is simple \u2013 grab a pen and paper. Do a step of the task and write it down in plain English. Move onto the next step, and write it down in plain\u00a0English. Repeat until you\u2019ve completed the task. Voil\u00e0 \u2013 one SOP!<img decoding=\"async\" class=\"alignright\" src=\"https:\/\/www.n-able.com\/wp-content\/uploads\/blog\/mspbusiness\/pen-paper.jpg\" alt=\"pen and paper\" \/><\/p>\n<p>There\u2019s really no need to overcomplicate this process. A SOP explains how to achieve a common task, and writing the steps involved in that task down on a piece of paper as you undertake that task is a fine starting place.<\/p>\n<p>As time goes on, you can improve the existing SOP \u2013amend it and update it with more detailed instructions or better steps \u2013 but for now, getting the steps down on paper is 100 times better than leaving the process rattling around in your head.<\/p>\n<h2>Use Screenshots<\/h2>\n<p>Tools such as Microsoft Snipping Tool and the Commercial tool\u00a0<a class=\"ext\" href=\"http:\/\/www.techsmith.com\/snagit.html\" target=\"_blank\" rel=\"noopener noreferrer\">SnagIt<\/a>\u00a0make capturing screenshots and adding annotations a breeze.<\/p>\n<p>Capturing a screen-shot using these tools and then adding arrows and text can allow you to quickly demonstrate to a reader what you want them to achieve.<\/p>\n<p>The next time you need to undertake a task that you\u2019d like to build a SOP around, grab a series of screenshots of you accomplishing the task and save them into a document. Number the tasks and include written instructions underneath each screenshot on what you\u2019re the reader will achieve with each step.<\/p>\n<p>You\u2019re done \u2013 a visual SOP which your colleagues can easily follow.<\/p>\n<h2>ScreenCasting<\/h2>\n<p>One way to quickly create a SOP is to video capture your screen (a Screencast) as you undertake the task you wish to document.<\/p>\n<p>Web based tools such as\u00a0<a class=\"ext\" href=\"http:\/\/www.screenr.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Screenr<\/a>\u00a0allow you to quickly create and share your screencasts both internally and externally. There is nothing to install or download, and you can record screencasts on both PC and Mac. The resulting video plays on all manner of devices, such as iPhones.<\/p>\n<p>While paid-for versions of tools like Screenr offer more flexibility and may be a better fit for your business in the longer term, the fact that you can start screencasting for free means you have no excuse to capture a SOP by video straight away!<\/p>\n<h2>Conclusion<\/h2>\n<p>While building an IT Business Operations Manual and the Standard Operation Procedures (SOP\u2019s) that go within that manual may feel like a monolithic task, it doesn\u2019t have to be.<\/p>\n<p>By using baby-steps, and realizing that SOP\u2019s don\u2019t have to be lengthy, weighty documents, you can quickly build a library of \u201cHow To\u201d documents and videos that enable you to delegate and outsource your work \u2013 leaving you free to get on with more important tasks.<\/p>\n<p>Which tools do you use to document SOP\u2019s, capture screenshots or video screencasts? Leave a comment below and let us know!<\/p>\n<h2>Looking for MORE time management tips?<\/h2>\n<p>Listen to our February 2014 webinar on time management for MSPs!<\/p>\n<p class=\"rtecenter\"><a class=\"ext\" href=\"http:\/\/mspbusinessmanagement.com\/webinar\/time-management-msps\" target=\"_blank\" rel=\"noopener noreferrer\"><span class=\"cta\"><strong>Listen Here!<\/strong><\/span><\/a><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignleft\" src=\"https:\/\/www.n-able.com\/wp-content\/uploads\/blog\/mspbusiness\/richard-small.jpg\" alt=\"Richard Tubb\" width=\"126\" height=\"119\" \/>Richard Tubb works with MSP&rsquo;s to help them focus on what is important, free up their time and make more money. You don&rsquo;t have to do it alone any more!<\/p>\n<p><a class=\"ext\" href=\"https:\/\/plus.google.com\/+RichardTubb?rel=author\" target=\"_blank\" rel=\"noopener noreferrer\">Follow Richard Tubb on Google+<\/a>\u00a0or\u00a0<a href=\"mailto:Twitter@Tubblog\">Twitter @Tubblog<\/a>\u00a0and\u00a0<a class=\"ext\" href=\"http:\/\/www.tubblog.co.uk\/msp-training-articles\/\" target=\"_blank\" rel=\"noopener noreferrer\">receive free MSP training articles directly via email<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>One of the most common aspirations of IT Solution Providers and Managed Service Providers is to systemize their business to allow scalability and flexibility. By creating documented systems<\/p>\n","protected":false},"author":25,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"class_list":["post-5657","post","type-post","status-publish","format-standard","hentry","topic-msp-business"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Creating a Simple Operating Procedure - N-able<\/title>\n<meta name=\"description\" content=\"One of the most common aspirations of IT Solution Providers and Managed Service Providers is to systemize their business to allow scalability and flexibility. 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