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Finishers often ask the question: Do I really need a written Standard Operating Procedure (SOP)?
The answer is yes! Every large and small shop needs an SOP for every process they perform, from sanding and surface preparation, clear through to gun cleanup and equipment maintenance.
What is a Standard Operating Procedure (SOP)?
An SOP is a written document that describes the step-by-step instructions for the process to be performed along with the required list of materials and equipment necessary for the procedure.
In the wood finishing industry, manufacturers have often relied on what we refer to as "tribal knowledge" for the information base in the finishing room. In many situations, this tribal knowledge is the knowledge that one lead finisher or supervisor has acquired over the years, which may not be based on best practice standards or updated techniques.
Many manufacturers experience serious financial and production problems when the finisher with the tribal knowledge moves on or is unable to work. This may bring production to a standstill or severely compromise the quality of the product. Even if you do not lose your lead finisher, you may be losing money in your finishing department because of relying on tribal knowledge and not using a standardized procedure.
For example, one manufacturer we performed an evaluation for was using four different grit sizes in the finial sanding and preparation department prior to finishing. This resulted in rework expenses of over $1.5 million annually. Had the manufacturer used written SOPs to control the process, it could have potentially realized a significant increase to its bottom line profits.
Who should write and use SOPs?
Every shop from large, 100-man shops down to the small, one-man shop, should have written procedures for every process in the finishing room. It may appear to be an overwhelming task and a waste of time and effort to write a procedure; however, if you commit to writing one SOP per month, in a few short months you will complete the procedures necessary to provide security to your business.
What are the basic SOPs?
Here is a sample list of the most common SOPs that will be necessary to write for the finishing department:
- White wood sanding
- Stain and color development
- Glazes
- Sealer application
- Sealer sanding
- Gun setup
- Topcoat applications
- Spray equipment flush-out procedures
- Gun maintenance
- Quality control procedures
In each category you will need to write a procedure for each specific application.
How to write and what to include in an SOP
When writing an SOP, it is important to remember that you are not writing an essay. Describe each step of the process in the fewest words possible by condensing the information to the lowest common denominator to communicate the information. It is necessary to clearly think through the process so as to include all the critical information about the procedure, ensuring the SOP is complete.
We recommend that several process experts work as a team to develop the SOP. This team should include the "doers" and the "decision makers" from the finishing team, plant management and the engineering department. It is important to take into consideration everyone's input; however, you must base your decisions on what is the best practice standard for performing the process and is in the best interest of the company.
As you review the process for documentation, you will have an excellent opportunity to re-evaluate how well the process is working. If the process is not based on best practice standards, or you want to integrate lean manufacturing methods, this may be the time to upgrade the process. If this requires assets that are not available at the current moment (e.g., capital expenses), we recommend that you go ahead and write an SOP for the existing process.
Keep in mind the future changes you have identified and make allowance for the updated process information to be inserted in the SOP at a later date.
Getting started
The first step in writing a procedure is to define and describe the purpose of the SOP. You will then need to identify the equipment and materials required for the process and list them in the procedure. It will also be necessary to identify and describe where the items are stored and located.
Next, you will need to write the steps to be performed before the process begins. This may include performing quality checks or preparing the equipment and environment before the process begins. All safety procedures should be clearly outlined in this preprocess procedure checklist.
The SOP should describe each step and be numbered accordingly. Remember, pictures are worth a thousand words. Use them along with charts and graphics to illustrate complex steps. The SOP should include all instructions for product handling and storage. Other elements to include in the SOP are sections for approval signatures and a list of related SOP document numbers.
As a final step in the SOP development process, you will need to verify the accuracy of the document. We recommend that you designate someone unfamiliar to the process to read the SOP and follow the SOP per the instructions. The SOP writer should observe carefully to determine if the designated trial person is able to successfully perform the procedure. You will then be able to identify and make any necessary changes to the document.
When you are confident of the accuracy of the document, you may take a deep breath and congratulate yourself on a job well done.
Remember: An SOP is a living document. It will need to be updated when process and procedures are changed or upgraded. Also, don't forget to enforce the compliance of the procedure.
Ed. note: With an extensive background in the finishing industry, Phil Stevenson is the founder of the American Wood Finishing Institute in Vineland, N.J.
author: By Phil Stevenson