SOPs don’t have to be complicated. In fact, it’s better that they aren’t so staff will actually utilize them! Keep things simple by using a basic structure with concise language and focus on making your cannabis SOPs as practical as possible while still staying within the bounds of what you are trying to achieve.
All standard operating procedures should include the following:
Role: The role is a job title or job titles that are expected to carry out the processes themselves.
Timing: The timing of the task should be clear so that everyone involved will know when to do it. For example, tasks may need to happen daily or weekly depending on the process being carried out and who needs this information at a specific point in time.
Purpose: Every SOP should have a purpose behind it. Why is this process needed? You need to give your staff enough information so they will comprehend the reasons for the processes and importance of the task being carried out.
A detailed, step-by-step breakdown of how to do the task or process should be created with clear instructions on who does it. If employees have freedom within SOPs to create their own process you’ve defeated the purpose. Some SOPs will have steps that must be followed in a specific order and others will list items that can happen in any order, but this needs to be clarified. Using either bullet points for non-linear SOPs or numbered lists for linear processes is highly recommended.
Equipment: This is the area to list out exactly what tools and or resources one needs to have access to so they can complete the task. This area also needs to about clarity, and obviously the tools and resources need to be made available to the person(s) carrying out the tasks.
Definitions: If any processes have in-house or industry terms or acronyms they need to be defined in this section. Anyone employee needs to be able to pick up this cannabis SOP and complete the task, even without any experience, translation, or industry knowledge. Be clear, be consistent, be concise, keep guessing out of the equation.
Date and Version: All companies should keep track of when and who created the Standard Operating Procedures (SOPs) as well as when and who modified them over time. This will help your team members easily find old versions, which can be a treasure trove for finding out-of-date procedures that need to be revisited or updated. To make this process easier on everyone, put the version number in the footer so it’s easy to see at a glance what SOP is being used by each employee without scrolling through all pages looking for revision numbers! Psycann also recommends specific software to keep everything editable and organized in a “digital” filing cabinet. Contact us to learn more or request a demo.
Other information: Depending on the process and SOP itself, there may be additional information that needs to be noted. For example, for “closing procedures,” note all possible scenarios one might encounter closing down their dispensary. Your staff needs to know what to do in this given situation. Maybe they have stragglers in the dispensary, or the manager went home with the key by accident. If your team comes up with all possible scenarios it’s easier to come up with solutions and have them in a standard operating procedure. This section is also very important if the standard operating process covers any areas that could harm employee of clientele health. Set your staff up to succeed and keep everyone safe with clear protocols. Mitigate any chance of risks to others or liabilities to your business.