Creating SOPs (Standard Operating Procedures)

Purpose:

To outline the process of organizing and uploading Standard Operating Procedures (SOPs) into the Knowledge Hub for streamlined access and searchability.

Step 1: Organize SOPs

1. Upload Video Files to Komodo:
   • If the video file is saved in a different location (e.g., a clip or downloaded onto a computer), it must be uploaded into Komodo before proceeding.
   • Within Komodo, navigate to the Royal Assistants folder → SOPs subfolder and save the file there.
   • The Komodo folder link: Komodo Storage
2. Alternative Storage in Invento (Optional):
   • If preferred, the video can also be saved in Invento, but the recommended storage location is Komodo for consistency.
3. Ensure You Have the Video Link:
   • If the video is already hosted and has a link, proceed to the next step by locating the embed code for integration into the Knowledge Hub.

Step 2: Prepare the SOP for Upload

1. Locate Embed Code:

   • Identify the video associated with the SOP.
   • Copy the embed code for the video.

2. Generate a Transcript:

   • If the video does not have a transcript, generate one using available transcription tools.
   • Alternatively, manually create a transcript and ensure its accuracy.

Step 3: Navigate to the Knowledge Hub

1. Access Knowledge Hub:

   • Open the designated space within the Knowledge Hub where the SOP will be stored.

2. Determine Categories:

   • Identify or create relevant categories and subcategories for the SOP. For example:
     • Main Category: SuiteDash
     • Subcategory: LMS SOP

Step 4: Add the SOP to the Knowledge Hub

1. Create a New Article:

   • Select "Add New Article" in the Knowledge Hub.
   • Paste the SOP transcript into the article editor.
   • Edit for formatting, readability, and consistency.

2. Embed Video:

   • Use the embed code to add the video to the article.
   • Position the video near the top of the article for easy access.
   • Adjust spacing to ensure a clean layout.

3. Title the Article:

   • Use a descriptive title that aligns with the SOP, such as "LMS SOP for Adding Videos."

Step 5: Enhance Searchability

1. Add Metadata:

   • Include relevant keywords to improve search functionality. For example:
     • Keywords: LMS, SuiteDash, Modules, Products

2. Set Subcategory and Relations:

   • Assign the article to its respective subcategory.
   • Establish relationships to other related categories if applicable.

Step 6: Review and Publish

1. Fact-Check Content:

   • Verify the SOP content for accuracy and completeness.
   • Ensure instructions are clear and actionable.

2. Preview the Article:

   • Check the layout, video display, and content flow.
   • Make adjustments as needed.

3. Publish:

   • Once satisfied, publish the article to the Knowledge Hub.

Step 7: Link Supporting Documentation

1. Add Support Links:

   • Identify relevant external help documentation or resources (e.g., SweetDash Help Docs).
   • Create a "Support Links" section in the article and add:
     • Title: LMS Learning System
     • URL: Link to the appropriate help doc.

2. Format Links:

   • Use clear headers (e.g., Header 4) for the support link section.
   • Ensure the link is functional and descriptive.

Step 8: Maintain Consistency

1. Follow Step-by-Step Format:

   • Use a detailed, step-by-step structure for all SOPs.
   • Be consistent in formatting, ensuring each SOP is easy to read and follow.

2. Regular Updates:

   • Periodically review SOPs for relevance and update as necessary.
   • Include additional support links or instructions if processes change.

Best Practices:

• Be thorough in instructions.
• Always double-check your work for errors or omissions.
• Keep categories and subcategories well-organized for ease of navigation.
• Relate SOPs to external resources for added context and clarity.