Add operating procedure document

# How to write a Standard Operating Procedure

## Purpose

This SOP outlines the process for creating a clear, actionable, and efficient

Standard Operating Procedure (SOP) that can be easily followed, maintained, and

improved by team members.

When followed correctly:

- SOPs will streamline tasks and ensure consistency across operations.

- SOPs will be easy to follow, concise, and actionable, leading to increased

  efficiency.

When not followed:

- SOPs will become too lengthy, complex, or unclear, leading to confusion or

  inefficiency.

- Team members may avoid using the SOP, resulting in inconsistent processes and

  inefficient on-boarding.

## Procedure

**Inputs:**

- Write access to this repository

- SOP template at the end of this document

- Optional:

 - Subject Matter Expert (SME) to define the procedure details

 - SOP Owner to write, implement, and maintain the SOP. SME and owner may be

   the same person.

1. **Choose the topic**: Select a topic starting with "How to" (e.g., "How to

   invoice a client"). Ensure the process is one that will add value and be

   frequently used by the team.

2. **Create document**: Create a new document in the `docs/` folder using the

   SOP topic as file name. Use lowercase letters, replace spaces with hyphens

   and append a `.md` extension. For example,

   `how-to-write-a-standard-operating-procedure.md`. You may create the

   document locally and push it to the repository via Git, or edit it your

   browser on GitLab by pressing the "+"-Button. You have to be signed in to do

   so. 

   Copy the SOP template at the end of this document into the new file.

3. **Capture key steps**: Identify the first and the last step for the SOP and

   then break it down into mini-results or actionable steps. Each step should

   be concise and focused on a specific task. Do not include more than 8 steps,

   split big SOPs into smaller ones.

4. **Define purpose, inputs, outputs and clarify details:**

   - **Purpose:** Describe the goal of the SOP (e.g., "Effectively invoice

     clients").

   - **Inputs:** List the resources needed (e.g., software, templates).

   - **Outputs:** Describe the tangible results (e.g., "A client invoice is

     sent")

5. **Fill in step-details and FAQs**: Provide clear descriptions for each step

   and answer any common questions in the FAQ section to prevent

   misunderstandings.

6. **Proofread and finalize**: Review the SOP for clarity, accuracy, and

   completeness. Ensure that the steps are in the correct order and that the

   document is easy to follow.

7. **Commit document**: Commit the document to the repository. If you created

   the document locally, push it to the repository. If you created it in the

   browser, press the "Commit changes" button.

8. **Use and Improve**: Share the SOP with the team, ask them to follow it,

   gather feedback, and adjust based on team suggestions. Regularly review the

   SOP to keep it relevant and efficient.

**Outputs:**

- A clear and concise SOP document that team members can use to execute tasks consistently.

- Updated procedures based on continuous improvement feedback.

## FAQs

**What if a step changes?**  

Update the SOP immediately and document the change using version history.

## Template

Copy this template into your file and fill in the details:

```

# How to ...

## Purpose

What is the purpose of this SOP?

When this procedure is followed correctly:

-

-

When this procedure is not followed:

-

-

## Procedure

**Inputs:**

-

-

1. <Write a 3- to 10-word description of this mini result>  

   Description of how to achieve this mini result.

2. <Write a 3- to 10-word description of this mini result>  

   Description of how to achieve this mini result.

...

**Outputs:**

-

-

## FAQs

**This is a question?**  

This is an answer.

```