SOP Review Process
Purpose
Regular SOP review ensures procedures remain current, accurate, and effective as the organization evolves. This document defines when and how SOPs are reviewed.
Review Frequency
Annual Review (Mandatory)
Every SOP must be reviewed at minimum once per year.
Review Schedule by Department:
| Quarter | Department | Categories | Owner |
|---|---|---|---|
| Q1 (Jan-Mar) | Corp Ops | HR, Finance, IT, Admin | COO |
| Q2 (Apr-Jun) | Brand Ops | Sales, Marketing, Customer Success | Brand Ops Manager |
| Q3 (Jul-Sep) | 2000atelier | Design, Pattern | Creative Director |
| Q4 (Oct-Dec) | 2000atelier | Production, QA | Production Manager |
Annual Review Deliverable: Updated SOP with incremented version (if changes made) OR confirmation that SOP remains current (if no changes).
Triggered Review (Immediate)
Review must occur immediately when any of these triggers occur:
| Trigger | Definition | Initiator | Timeline |
|---|---|---|---|
| Process Failure | SOP followed correctly but led to error or undesired outcome | Anyone | Within 1 week |
| Major System Change | Software, equipment, or platform replaced/upgraded significantly | IT Manager or Department Owner | Before go-live |
| Organizational Restructure | Roles, departments, or reporting structure changes | HR Manager | Within 2 weeks of change |
| Repeated Questions | Same clarifying questions asked 3+ times | SOP Owner | Within 1 month |
| Regulatory Change | New compliance requirement or industry standard | CFO or Legal | Before effective date |
| Performance Gap | Process metrics consistently miss targets for 2+ months | Department Owner | Within 1 month |
Review Process Steps
Step 1: Review Notification
Trigger: Review due date approaching (30 days before)
Actions:
-
Operations Manager sends review notification to SOP Owner:
Subject: SOP Review Due: [SOP-XXX]
Your SOP is due for review:
- SOP ID: [SOP-XXX]
- Title: [SOP Title]
- Current Version: [X.X]
- Review Due Date: [Date]
Please review the SOP and determine if updates are needed. Use the
Review Checklist below to guide your assessment.
Submit updated SOP or "No Changes" confirmation by [due date]. -
SOP Owner acknowledges notification (within 3 business days)
Step 2: Review Execution
Objective: Assess SOP current state and identify needed updates.
Review Checklist:
Process Accuracy:
- All steps still reflect current process (no outdated procedures)
- Decision logic still valid (IF-THEN criteria accurate)
- Timelines realistic (estimates match actual execution time)
- Quality gates achievable (targets reasonable, criteria measurable)
Tools & Systems:
- Software names and versions current (no deprecated tools)
- System navigation paths accurate (UI hasn't changed significantly)
- Access/permissions correct (security model unchanged)
- Templates and documents linked exist and are current
Roles & Responsibilities:
- RABSIC matrix reflects current org structure
- Position titles accurate (roles haven't been renamed or restructured)
- Escalation paths valid (reporting structure unchanged)
References & Links:
- All linked SOPs exist and are active (not archived)
- External standards/regulations current (no new versions or updates)
- Knowledge base links valid (articles not moved/deleted)
Metrics & KPIs:
- Targets still appropriate (adjusted for org growth or market changes)
- Measurement methods still feasible (data still available)
- Review frequency appropriate (not too frequent or infrequent)
Usability:
- No recurring questions from users (SOP clear and complete)
- Terminology still clear (no new jargon or confusing terms)
- Examples still relevant (not outdated or deprecated)
Step 3: Update Decision
Based on review checklist, SOP Owner decides:
Option A: No Changes Needed
- All checklist items verified as current
- SOP Owner submits "No Changes" confirmation
- Review date updated to +1 year
- Version number unchanged
Option B: Minor Updates Needed
- Small clarifications, updated tool names, corrected typos
- Version increment: X.X → X.(X+1) (e.g., 1.0 → 1.1)
- Changes documented in Revision History
- Stakeholder review not required
Option C: Major Updates Needed
- Significant process changes, new steps, different workflow
- Version increment: X.X → (X+1).0 (e.g., 1.1 → 2.0)
- Stakeholder review required (see Step 4)
- Re-approval required (see Step 5)
Step 4: Stakeholder Review (Major Updates Only)
Objective: Gather feedback from all RABSIC roles before finalizing major changes.
Actions:
-
SOP Owner drafts updated SOP with tracked changes visible
-
SOP Owner sends draft to all stakeholders from RABSIC matrix:
Subject: Review Request: [SOP-XXX] v[X.0] (Major Update)
I've updated [SOP Title] to reflect [brief description of changes].
Please review the attached draft (tracked changes visible) and provide
feedback by [date - 1 week from send].
Key Changes:
- [Change 1]
- [Change 2]
- [Change 3]
If no feedback received by deadline, I'll assume approval to proceed.
Attachment: [SOP-XXX]_v[X.0]_DRAFT.pdf -
Stakeholders provide feedback (via email or comments on doc)
-
SOP Owner incorporates feedback and resolves conflicts
-
Final draft prepared for approval
Step 5: Approval
Minor Updates (X.X → X.(X+1)):
- SOP Owner approval only
- Update published immediately
Major Updates (X.X → (X+1).0):
- Accountable role approval required
- IF cross-departmental impact → COO approval required
- IF financial/legal impact → CFO or Legal approval required
- Approval signatures documented in SOP
Step 6: Publication & Notification
Actions:
-
SOP Owner updates SOP file in wiki repository
-
SOP Owner updates frontmatter:
- Version number incremented
- Effective date updated to publication date
- Review date set to +1 year
-
SOP Owner adds entry to Revision History table
-
SOP Owner commits to GitHub with descriptive commit message:
Update SOP-XXX to v[X.X]: [brief description]
- [Change 1]
- [Change 2]
Reviewed by: [Stakeholders]
Approved by: [Approver] -
IF major update, SOP Owner sends change notification:
Subject: SOP Updated: [SOP-XXX] v[X.0]
[SOP Title] has been updated to reflect [changes summary].
What Changed:
- [Key change 1 and impact]
- [Key change 2 and impact]
Effective Date: [Date]
Updated SOP: [Link to wiki page]
Training Impact:
- [If training needed, specify requirements]
- [If no training needed, state "No training required"]
Questions? Contact [SOP Owner]. -
SOP Owner updates SOP Registry with new version
Review Metrics & Tracking
Review Compliance Tracking
Operations Manager tracks review compliance monthly:
| Metric | Target | Measurement |
|---|---|---|
| On-Time Review Rate | 100% | Reviews completed by due date / total reviews due |
| Overdue Reviews | 0 | Count of SOPs past review due date |
| Average Review Cycle Time | ≤14 days | Notification date → publication date |
Monthly Review Dashboard:
- SOPs reviewed this month
- SOPs due next month (upcoming reviews)
- Overdue reviews (escalation needed)
- Review completion trend (past 12 months)
Review Quality Assessment
Quarterly assessment of review effectiveness:
| Indicator | Measurement | Target |
|---|---|---|
| Post-Review Issues | Process failures within 90 days of review | ≤5% of reviewed SOPs |
| Stakeholder Participation | % of stakeholders providing feedback (major updates) | ≥80% |
| Update Thoroughness | % of reviews resulting in version increment | 30-50% (healthy balance) |
Escalation
Overdue Review Escalation Path
30 days overdue:
- Operations Manager sends reminder to SOP Owner
- CC Department Owner
60 days overdue:
- Operations Manager escalates to Department Owner
- Department Owner assigns review to alternate staff member
90 days overdue:
- Operations Manager escalates to COO
- SOP marked as "Pending Review - Use with Caution"
- COO intervention to complete review
Review Conflict Resolution
IF stakeholders disagree on proposed changes:
- SOP Owner schedules review meeting with conflicting parties
- Review meeting objectives:
- Understand root of disagreement
- Present data/evidence for each perspective
- Identify compromise or path forward
- IF consensus reached → Proceed with agreed changes
- IF no consensus → Escalate to Accountable role for decision
- IF still unresolved → Escalate to COO for final decision
Special Review Scenarios
Emergency Updates (Immediate Publication)
When: Critical issue requiring immediate SOP correction (safety, legal compliance, severe process failure)
Process:
- SOP Owner makes necessary corrections immediately
- SOP Owner notifies Accountable role and COO via Slack/email (urgent flag)
- Emergency update published within 24 hours
- Stakeholder review conducted retrospectively (within 1 week post-publication)
- Version incremented per standard rules, flagged as "Emergency Update" in revision history
Archived SOP Review
Question: Do archived SOPs get reviewed?
Answer: No. Once SOP status = "Archived", it is removed from review cycle. Archived SOPs are reference-only and should not be executed.
Exception: If archived SOP needs to be reactivated (e.g., reinstating a discontinued process), it must go through full stakeholder review and re-approval before returning to "Active" status.
Review Process Metrics
Track review process health:
| Metric | Current | Target | Status |
|---|---|---|---|
| Total Active SOPs | ~42 | - | - |
| SOPs Reviewed (Past 12 Months) | Baseline collection in progress | 100% | On track |
| Average Review Cycle Time | Baseline collection in progress | ≤14 days | Monitoring |
| Overdue Reviews | Baseline collection in progress | 0 | Under review |
| Emergency Updates (Past 12 Months) | Baseline collection in progress | ≤3 | Tracking initiated |
Continuous Improvement
Annual Meta-Review (Once per Year):
- COO and Operations Manager review the SOP Review Process itself
- Assess review cycle timing (is quarterly rotation optimal?)
- Evaluate review checklist effectiveness
- Gather feedback from SOP Owners on review burden
- Adjust process as needed to balance rigor and efficiency
Document Owner: Operations Manager Last Updated: 2026-02-02 Next Review: 2027-02-02