revised S.O.P/ S.O.G

[hemi444]

I was looking at a s o p manual and I could not help but laugh. the last time any revision was made was back in 1991. Knowing times have changed and somethings that are in the book do not cover todays operations.

Suggestions on when or how long a sop/sog manual should be revised?

[N. A. Corbier]

I was looking at a s o p manual and I could not help but laugh. the last time any revision was made was back in 1991. Knowing times have changed and somethings that are in the book do not cover todays operations.

Suggestions on when or how long a sop/sog manual should be revised?

I'd go with an informal evaluation every 3 to 6 months, and a formal evaluation with corporate counsel, insurance agent, supervisors, and at least one regular employee every year.

If you know something just changed in law or tort, then its time to grab the SOP manual. Another good time to immediately review it is when a new hire, reading it the first time, points out anything that sounds weird to them - after taking a genuine effort to find out why it sounds weird to that new hire.

[1stWatch]

In my unfortunate experience, SOP manuals are only written by security companies to show they have some sort of "training" for their staff. They are rarely adhered to and nearly never updated at most places I have ever seen. They are most commonly written as "post orders" and placed in a notebook, never to be updated again. The problem with that, other than being useless to begin with is, what if you're sued for acting on the SOP manual? What if you're sued for violating the SOP manual? If you have one, it really needs to be updated with every practical change in environment, law, and political climate.

[OccamsRazor]

I work for a company that is in essence WBS, but on a contract that is just a little more stringent than the rest of the company's stuff (armed federal contract).

We have the ubiquitous 'post orders' at all locations, which also contain the SOPs. The difference is we must read them every shift. We are challenged on them every few days by the company QA inspector or an FPO (federal police officer), with bogus material sometimes being inserted to catch those who do not read. There are also ever-changing 'special orders' that are inserted and updated constantly. One thing that really gets me is the fact that any of the above folks can modify the orders in writing at any time, or even verbally, which the officer must then log and pass on, until such time as the modifying person provides the new orders in writing.

Makes things a lot easier to just read them before and after each shift (but more boring).

[Mr. Security]

I work for a company that is in essence WBS, but on a contract that is just a little more stringent than the rest of the company's stuff (armed federal contract).

We have the ubiquitous 'post orders' at all locations, which also contain the SOPs. The difference is we must read them every shift. We are challenged on them every few days by the company QA inspector or an FPO (federal police officer), with bogus material sometimes being inserted to catch those who do not read....

COOL! :cool: I wish they did that here. Even a monthly quiz would help to keep us "on our toes." :)

[Mr. Security]

In my unfortunate experience, SOP manuals are only written by security companies to show they have some sort of "training" for their staff. They are rarely adhered to and nearly never updated at most places I have ever seen.......

That's what has happened where I work. The latest revision was obsolete before it even went to press. :(

[Bill Warnock]

Here are some things I recommend to those who ask:
Before pen touches paper, talk with legal staff, organic or on retainer, to determine all aspects of Plans and Programs. Get guidance in writing! Next contact your insurance carrier. Go over in minute detail every aspect to determine liability sufficiency. Make sure both your insurance carrier and legal office receive a numbered copy of all plans and programs, which means every single one of them. Require written receipts. Each change to a Plan or Program will be sent to the carrier in the form of a ?receipted for? errata sheet or sheets. Each copy of the Plan or a Program will be individually numbered and receipts obtained. A master copy of the Plan or a Program along with ALL receipts and ALL changes will be maintained in a secure location. The master copy of the plan will be posted immediately when changes are made. Having written this, please read on ?

1. Has Security Management developed a Security, Facility, or Plant Protection Plan? Dated? Was the Plan signed and placed into effect by the most senior management official? When signed, the signer affixed his or her ?IMPRIMATUR,? let it be printed, to the plan. What assurances does the signer have the plan, in its totality, is free of error and not contain stupid, improper or illegal wording or directed actions? Such wording or actions could cause injury, loss of life, property or bring the signer or corporation into disrepute. This could be cause for criminal and/or civil sanction taken against the signer, the corporation or both. In the early Christian Church, a bishop would grant permission to print or publish a work after such work had received a censor?s clearance or ?NIHIL OBSTAT,? a certification the work contains nothing contrary to faith or morals. In preparing the plan, what staff member or members is or are responsible to the signer that nothing contained in this plan is insensitive or offensive or discriminatory, awkward, stupid, just plain silly or a violation of existing federal, state, county, city, township, town, or village law, regulation, rule, code or ordinance? Remember the words of Bill Watterson?s Calvin of Calvin and Hobbes®, ?How can something seem so plausible at the time and so idiotic in retrospect?? Some of our actions do represent tossing water filled balloons! If not careful, we can expect an occasional PLOOSH! Who is responsible for keeping the plan current? When pressed, finger pointing doesn?t cut it.

Do all concerned know and understand that an ill conceived or outdated plan can be as bad or worse than no plan at all? ?Plans are worthless, it is the process that is invaluable,? said General of the Army Dwight David Eisenhower. Has Management designed the Plan to recognize and adapt to the needs and actions of individuals. Remember the five Ps: ?Proper Planning Precludes Poor Performance.? Luck favors the prepared. Baseball?s Branch Rickey, ?Luck is the residue of design.? Preparedness!!

If we don?t know the objectives of the plan, odds are they won?t be met. Finally, we must remember, ? . . . in everything one must consider the end.?

As for security forces orders, please these things in mind:

Have written detailed general orders been issued? Coordinated with general counsel? Who signed them? When writing orders and/or instructions, remember: They tell the story of how, when Napoleon was an artillery lieutenant, he found this private. Though the man was retarded, Napoleon keeps promoting him and kept him on his staff. Finally, in desperation, Marshal Ney asked, "Why?? Napoleon?s answer was classic, to be practiced by all of us, "Because, when I write an order, I let him read it first. If he understands it, everyone else will too!"

Have written special or post orders been issued? Have the post limits been established? Coordinated with general counsel? Who signed them?

Enjoy the day,
Bill

[hemi444]

Have written detailed general orders been issued? Coordinated with general counsel? Who signed them? When writing orders and/or instructions, remember: They tell the story of how, when Napoleon was an artillery lieutenant, he found this private. Though the man was retarded, Napoleon keeps promoting him and kept him on his staff. Finally, in desperation, Marshal Ney asked, "Why?? Napoleon?s answer was classic, to be practiced by all of us, "Because, when I write an order, I let him read it first. If he understands it, everyone else will too!"
Enjoy the day,
Bill

At one of the post I had alot of problem children not wanting to follow the s.o.p manual. So I took it home rewrote in a longer version so that my daughter that was 7 could even read and understand along with thepictures to show how certain things where to be done. After Sitting everyone down with a powerpoint presentation I started to filter out the unwanted children.

[Bill Warnock]

Hemi444, excellent example! Many who write SOPs and security manuals and plans try to show their prowess with English. That is fine for those who have such an expanse, but for others it is an uphill battle.
I was an Air Force instructor in Communications Center Operations, teletype.
The military had at that time six designations to determine the order in which messages were to be sent. A two letter designation was assigned to each. The highest designation was "Flash - - ZZ;" "Emergency - - YY;" "Operational Immediate - - OO;" "Priority - - PP;" "Routine - - RR;" and "Deferred - - MM."
A lot of the students, in service for about nine weeks, had some difficulty. I used a vulgar phrase to indicate the fastest, "It goes like a mother**." It worked in that era where there were few if any women were in class.
When asked why my students correctly answered the question, the answer was simple, "Teach at the level of their understanding."
Write and speak at a level where the least educated and/or experienced will comprehend.
Enjoy the day,
Bill

[hemi444]

Hemi444, excellent example! Many who write SOPs and security manuals and plans try to show their prowess with English. Enjoy the day,
Bill

Thank you Bill, I really tried to figure out what I could do but that was the only Idea that I had at the time at suprising myself, it worked for the better.