allows you to update and improve your existing Standard Operating Procedures. This ensures your team always has the most accurate and efficient instructions, leading to consistent service quality and streamlined processes for your tourism business. For example, update check-in procedures to reflect new contactless options.
Accessing this feature
Go to Sops
How to use it
In your SOPs Library, you'll see a list of all your procedures. You can use the search bar or filters if you have lots of them to quickly locate the specific SOP you'd like to edit.
Once you've found the right SOP, you'll notice a little pencil icon (or sometimes it might say 'Edit') usually on the right-hand side of the SOP's row. Go ahead and click that icon!
The SOP will now open in an editable format. This is where you can update all the details. You'll see fields for:
SOP Title: Perhaps you've given it a new name!
Description: A brief overview of what the SOP covers.
Steps/Instructions: This is the core! You can add new steps, remove outdated ones, or rephrase existing instructions to make them clearer. Just click into the text box and start typing, or use the 'Add Step' and 'Delete Step' options.
Attachments: Have a new photo, video, or document that helps explain a step better? You can upload new files or remove old ones here. Just look for the 'Upload File' button or the 'X' next to existing attachments.
Responsible Team/Role: If the person or team responsible for this procedure has changed, you can update that here too.
Review Date: It's a good idea to update this so everyone knows when it was last checked.
Take a moment to read through everything you've changed. Make sure it's clear, accurate, and easy to understand. It's like proofreading your favourite recipe before you bake it!
Once you're happy with all your changes, look for the big, friendly Save Changes button (it might be at the bottom or top right of the page). Click it!
You'll usually see a little message pop up, like "SOP updated successfully!" This lets you know your changes have been saved and are now live for your team to see.
When you're editing an SOP, you have quite a bit of power to make it just right for your business. Here's a quick rundown of what you can do:
Update any text content: This includes the title, description, and all the step-by-step instructions.
Add brand new steps: If you've introduced a new part to a process, you can easily slot it in.
Remove outdated or unnecessary steps: Keep things lean and efficient by taking out anything that no longer applies.
Reorder steps: Sometimes changing the sequence makes more sense; you can usually drag and drop steps into a new order.
Upload new supporting documents: Add fresh photos, videos, checklists, or PDFs to make your instructions even clearer.
Delete old attachments: Remove any files that are no longer relevant.
Adjust the assigned role or team: Ensure the correct people are linked to the SOP.
Update the review schedule: Set a new date for when the SOP should next be checked.
Mark an SOP as 'Draft' or 'Published': This allows you to work on an SOP without making it live for everyone until it's perfect, then publish it when it's ready!
Tips
Review Regularly: Don't just set and forget! Schedule a time (maybe quarterly or annually) to review all your key SOPs. Things change quickly in tourism, so regular check-ups ensure they stay relevant.
Get Your Team Involved: Your team members are the ones on the ground, using these SOPs every day. Ask for their feedback! They might have brilliant suggestions for improvements or spot areas that aren't clear. It makes them feel valued too!
Test New Procedures: If you make a significant change to an SOP, try it out yourself or with a small group of your team first. Does it work as intended? Is it genuinely an improvement?
Keep it Simple and Clear: When editing, always aim for plain language. Avoid jargon where possible, and use short, concise sentences. Imagine someone new to your team reading it – would they understand immediately?
Use Visuals! A picture is worth a thousand words, especially in tourism! If you can, add photos, screenshots, or short videos to illustrate steps. It makes the SOP much easier and quicker to follow.
Focus on 'Why': Briefly explain why a step is important. Understanding the purpose behind an action can help your team perform it better and remember it more easily.
Don't Be Afraid to Make Small Changes: You don't need a huge overhaul every time. Small, incremental improvements can add up to a big difference over time.
Communicate Changes: Once you've updated an SOP, let your team know! Highlight what has changed and why. This helps with adoption and ensures everyone is on the same page.
Version Control (Implicit): While you're making changes, remember that a good system often keeps a history. Even if you don't see an explicit 'version history' button, by saving your changes, you're creating the latest, most accurate version of your SOP.
Need help?
For further assistance, contact us at [email protected]