Whether you're starting as a Chief Stew or trying to improve in your role, you have to understand how things will get done smoothly, efficiently, and consistently by all your team members. And that's why having an SOP in your interior department is crucial.
A standard operating procedure (SOP), in other words, an interior management system, is a set of step-by-step instructions compiled by a Chief Stewardess to help the interior crew carry out routine operations. The aim is to achieve efficiency, quality output, and uniformity of performance while reducing miscommunication and failure to comply with the yachts’ regulations.
A standard operating procedure is a document that provides clear-cut directions and instructions on how teams and members within an interior department must complete specific processes.
The point is that creating an SOP provides a "true north" for your team to strive toward and a clearly-drawn map to guide them along the way.
Benefits of implementing an SOP
Ensures Consistency -As I've said, an SOP enables your interior team to run like a finely-tuned machine. A huge part of running “like a machine” is consistency. Following an SOP like the Mermaids Kick-Starter Bible will ensure that your team will always know the right path to take—and will always take it. Download the MKSB here.
Ensures Efficiency- With SOP in place, compliance regarding all organizational processes is not merely a suggestion but a mandate. It's simple: It ensures your team knows the most efficient and effective way to do a specific task.
Enables Proper Onboarding and Training- It makes it easier to train your team members about the best practices in certain situations and how to navigate them. In contrast, in not having clearly defined SOPs in place, you run the risk of leaving your team uninformed and unprepared to handle particular challenges as they come about.
Maintains Organizational Knowledge- For the sake of argument, let's say your team already knows exactly how to handle any situation that comes their way—and can always do so effectively and efficiently. In this case, it may seem like documenting everything your team already knows would be a waste of time, money, and other resources. After all, everyone knows what to do, so why take the time to write down everything they already know?
The problem, though, is that your team isn't going to remain intact as-is forever. The crew will quit, be promoted, go on leave...the list goes on. When that happens, you must ensure the knowledge and expertise they've brought to the interior will stay within the yacht.
In documenting your SOP, you'll ensure this info stays within your vessel—allowing new team members to pick up right where the old ones leave off.
Challenges of Developing an SOP
While there are many benefits to developing an interior management system within your department, doing so comes with its fair share of challenges, such as a shortage of time or a shortfall in computer skills required to create one. The Mermaids Kick-Starter Bible is here to help you create an SOP as fast and smoothly as possible. The MKSB is a practical guide system that gives you the foundation, confidence, and knowledge to excel at your Chief Stewardess role. These guidelines will save you time and energy, as there is no need to recreate them. They are digital and editable templates!
Merging your knowledge with these guidelines will create the perfect SOP for your team and vessel, whether private or charter. Download the MKSB here.
Accessibility, Visibility, and Centralization of Information
Even after standard operating procedures have been developed, you'll need to ensure that all members can access and engage with said documentation whenever necessary.
Without this accessibility and visibility, it can be pretty easy for SOP to fall to the backburner—leading team members to go back to the "old way of doing things." This defeats the purpose of developing SOP in the first place. Moreover, the SOP documentation must be the same documentation across the board. The most effective way to ensure this is to keep the document in a centralized database all members can access. That way, you can guarantee that all team members are following the proper documentation at all times. As part of the MKSB, you will receive video training on maintaining your system accessible, visible, and centralized. Get it here.
Management and Maintenance of an SOP
Please remember that there are two main challenges to consider regarding the management and maintenance of an SOP. First, your team must be appropriately trained and prepared to implement the procedures. This means ensuring they have access to any equipment or other resources required to complete the tasks defined within the SOP and know how to efficiently and effectively use these resources. If this piece of the puzzle is missing, your team won't be able to act according to SOP—no matter how clear the document may be.
It's also worth noting that what's considered the best course of action for the time being may not always be so. Personnel changes and other factors may require your team to revisit previously-developed SOP as time passes. If the SOP your team follows is outdated, it will do more harm than good to your interior department. I invite you to meet with your team at the end of each season to determine what procedures are working successfully and which need improvement. This will ensure your team works smart, not hard, and the SOP is continuously updated.
Need help creating your unique SOP? Download the MKSB here.
