Scope

This policy defines the difference between policies, systems, processes, and standard operating procedures (SOPs) for all employees of the Akidamy. It is aimed at ensuring clarity and consistency in understanding these terms and their application within the Akidamy.

A good summary video of this topic can be found here:

• Short Version Video ~ 1.5 mins long
• Long-Version Video~ 9.6 mins long
• Working Example with SweetProcess ~ 9.6 mins long realife example

Audience

This policy applies to all employees, contractors, and representatives of the School.

Definition of Policies

Policies are a set of rules that tell people inside the school what to do and what not to do they are guided by the strategy and direction of the organisation. A policy is a general rule, guideline or framework employees have to abide by 

Definition of System

A system is a collection of these processes, along with who's actually going to do it as well as what kind of software, tools, and technologies we are going to use to be able to actually carry out these processes, in addition to how they interface with each other.

Systems define the structure and framework within which processes and procedures operate. They ensure that all necessary elements are in place to achieve a particular objective effectively and efficiently.

Definition of Standard Operating Procedures (SOPs) (Sweet Process refers to this as a Procedure)

SOP is the standard operating procedures inside the company that really detail out the instructions on how to go about doing the steps in processes and the workflows that you've outlined before, and it leaves no doubt what the intended result is. 

Standard Operating Procedures (SOPs) are detailed step-by-step instructions that define how to perform specific tasks or activities consistently. SOPs provide specific guidelines and standards that employees must follow to ensure quality, compliance, and consistency in their work. It should leave no doubt what the intended result is. 

SOPs break down processes into granular, specific actions and outline the necessary resources, tools, and responsibilities for each step. They serve as a reference for employees to follow to achieve desired outcomes and maintain a high level of performance and consistency.

Definition of Processes

A process is a set of steps in more detail that tells you the workflow of how to go about achieving certain activities do this first, then do that, then do this, then do that.

A process is a sequence of interrelated and structured activities that transform inputs into outputs to achieve a specific goal. Processes are designed to be repeatable, consistent, and measurable. They provide a systematic approach to completing tasks and enable the organisation to deliver consistent results.

Processes are generally broader than standard operating procedures (SOPs) and can involve multiple steps, departments, or functions. They outline the required actions, responsibilities, and decision points necessary to accomplish a specific objective.

A process is the highest-level description of a single large task and it provides the BIG picture. You are usually dealing with a process when a task requires multiple procedures to fully describe it.

Check out this blog post we created titled "The Key Difference Between a Policy, Process, & Procedure (and Why it Matters For Your Business!)".

Importance of Differentiating System, Process, and SOP

It is crucial to understand the differences between systems, processes, and SOPs to effectively manage and improve organisational performance. Clearly defining these terms will help employees understand how different elements work together to achieve desired outcomes and avoid confusion.

Additionally, having well-defined systems, processes, and SOPs promotes consistency, efficiency, and a systematic approach to work. It ensures that everyone understands their roles, responsibilities, and the steps needed to complete tasks accurately.
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References