Method of Procedure: Templates to Build Processes — Easily! 

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• What is an MOP?
• Free MOP template
• MOP vs. SOP
• Why do organizations need MOPs?
• Components of a method of procedure template
• Examples of method of procedure templates by use case
• How to create MOPs with Scribe

The Method of Procedure (MOP) started in the tech field, particularly in data center management and construction. 

MOPs were designed as a method for teams to complete specific tasks in the right order, using the right tools.

The thought process behind MOPs is that too much complexity means there’s a high risk for organizational failure — one that building a more robust and strong infrastructure does not minimize. However, additional mechanisms — such as organizational and operational — can work together to prevent failures caused by human activities. 

MOPs were established to ensure that employees worked from strict guidelines to reduce safety risks and eliminate human errors.

In this article we'll tell you what you need to know about MOPs, and give you a free template that you can try today.

Method of Procedure templates takeaways:

• MOP templates help to create consistent method of procedure documents fast.
• MOPs and SOPs are different concepts.
• MOPs reduce miscommunication, streamline workflows and reduce the risk of serious consequences that come with inconsistent processes.
• MOPs are particularly helpful in product management — by offering a framework for prioritizing new product requests, they improve communication between product managers and relevant stakeholders.
• Every method of procedure template should include an introduction, prerequisites, step-by-step work instructions, safety requirements, tools, a rollback plan and completion requirements.
• Scribe offers a simple way to document MOPs in a few clicks. Read on for details.

What is an MOP?

A method of procedure (MOP) is a written guideline used to guide employees through a standard way of executing a repetitive process.

It includes a step-by-step sequence of actions/instructions for completing specific tasks and helps project managers make complex internal processes consistent.

Think of it as a recipe to help you complete a business’ mission, cutting down on complexities with step-by-step instructions. 

The main purpose of the method of procedure is to achieve the end goal by guiding the actions.

Want to build an MOP in less time? Try our free template!

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Fr‎‎ee MOP template

Get started with this free MOP template.

‎Project managers can use the method of procedure template to standardize your MOP. You can also use a MOP template to:

• Measure process outputs.
• Identify performance gaps.
• Develop project improvements.

See more of our templates available in our Template Gallery.

📌 Scribe top tip: The method of procedure template is important no matter what type of project documentation you want to create (Project Charter, Change Request Management, Project Schedule, Project Business Case, RACI Matrix or Work Breakdown Structure).

Each MOP should have the following:

• Goal — What are the goals of this project?
• Reference — Has our team done a project like this before? If yes, were the project documents stored for future use?
• Methodology — Is there a standard project methodology that must be followed?
• Technology — What technology, if any, can be used to automate and templatize your project documentation? (Hint: the answer is Scribe!😁)
• Stakeholders — Who are the key resources/stakeholders for this project?
• Cost — How much will the project cost and what is the proposed budget?
• Time — What is the timeline?
• Communication — What communication do we need?
• Quality— How will you ensure the quality of your project outcome?
• Risk — What are the inevitable risks associated with this project and how do you intend to tackle them?
• Training — What training is required to build the necessary skills to complete the project?

MO‎P vs. SOP

Don’t mistake a Standard Operating Procedure (SOP) for a MOP. They're not the same thing, but they do work together.

‎While an SOP focuses on how an employee should handle the project or task, the Method of Procedure focuses on what an employee needs to do.

MOPs can serve as standalone documents or work as part of standard operating procedures — while the SOP can be an overarching document made up of several MOPs that break the project into smaller tasks. 

Wh‎y do organizations need MOPs?

Not only does the method of procedures help to boost productivity and consistency in the workplace, but it also works as a communication tool that helps to reduce confusion and remove the guesswork from team collaboration.

Whether you want to roll out new product features, build processes for HR teams or introduce emergency operating procedures, MOPs have got those covered.

 Other benefits of implementing MOPs include:

• MOPs increase employees' efficiency and save time by introducing a consistent approach to performing repetitive tasks.
• The method of procedure eliminates miscommunications and inaccurate/complex estimations. Working from a proven and “surefire” script can reduce these risks.
• Teams can use the method of procedure to create a process for introducing a new product request from stakeholders. It also makes a consistent standard for adding new initiatives to the product roadmap.
• The method of procedure ensures that teams perform tasks in a consistent way, ensuring predictable results and faster execution.
• Standardized MOPs help to reduce errors in work processes by offering clear and concise instructions for stakeholders.

🎓 ‎ Related resource: The Top 15 Product Management Software to Boost Your Strategy

How can product teams use the method of procedure?

MOPs have major benefits for project management teams: 

• It provides a framework for reviewing and prioritizing product requests.
• With a standard process for accepting different product ideas for review, project managers can establish a more consistent way to analyze new ideas.
• It also ensures that all stakeholders across the organization understand that they have to follow certain business procedures to have their proposals considered. This ensures that these stakeholders painstakingly vet their ideas and only submit initiatives that would only add value to the business's success.
• It acts as a guide to determine a product release’s requirements and priority.
• It saves time, reduces confusion and achieves better products by ensuring that all stakeholders collaborate effectively.

 💡 ‎Streamline your operations with our ‎ultimate product development checklist.

Co‎mponents of a method of procedure template

The method of procedure can have many different elements, fields and other details depending on its complexity and impact. 

This is why most project managers add the “expected results of the action” field in every step. It’s easier to maintain accountability and head in the right direction. 

For the MOP to be effective, the team needs to follow it down to a T. That means it needs to be easy to understand and use — no matter who you are. 

Must-have components of an effective MOP template include:

1. Necessary information: This includes the title, description of the procedure, author, approval authority/signature, date, unique identifier and version control.
2. Prerequisites: Actions that you need to complete before implementing the procedure (e.g., permit to work, change approval, access approval, issuance of notifications, any required reconfiguration of the infrastructure, etc).
3. Step-by-step process: You’ll want to outline a detailed description of every step, its inputs and the expected results. 
4. Safety requirements: Describe the presence of safety representatives, lockout/tagout (LOTO) procedures and eventual personal protective equipment (PPE).
5. Tools: Be specific about the tools and resources required to perform the operations.‍
6. A rollback plan: Make sure you can return the system to its initial or safe state. ‍
7. Completion: A structure/system that ensures marking every step as completed. For example, a field for appending the project manager’s signature.‍
8. Additional details: Other info that’s specific to your team — like a timestamp to provide a log of events or pictures or diagrams for clarifying certain steps and their outcomes.

Ex‎ample of a method of procedure template

Here’s an example of a technical procedure template that can inspire you (or be tweaked) for your next project. 

More MOP examples by use case

MOP template #1: Method of procedure for data migration

Project Title: Data Migration from Legacy CRM to New CRM

Date: August 15, 2023

Prepared By: Jane Smith

Approved By: John Doe

1. Purpose:

This Method of Procedure outlines the steps required to migrate customer data from the legacy CRM system to the new CRM system, ensuring a seamless transition while maintaining data accuracy and integrity.

2. Scope:

This data migration project covers the migration of customer profiles, contact information, and transaction history from LegacyCRM to NewCRM.

3. Assumptions:

• LegacyCRM and NewCRM are accessible and operational.
• Data mapping and transformation rules have been finalized.
• Data migration tools are available and tested.

4. Dependencies:

• Access to LegacyCRM and NewCRM.
• Data migration scripts and tools.

5. Pre-Migration Steps:

• Data mapping and transformation rules have been reviewed and approved by the data migration team.
• A backup of the LegacyCRM database has been created.

6. Migration Steps:

6.1 Data Extraction:

• Run the data extraction script to pull customer data from LegacyCRM.
• Verify the extracted data against a sample set for accuracy.

6.2 Data Transformation:

• Apply data transformation rules to format and cleanse the data for NewCRM compatibility.
• Validate transformed data against transformation rules.

6.3 Data Loading:

• Load the transformed data into NewCRM's staging area.
• Perform a data comparison between the source and target data to ensure accuracy.

6.4 Data Verification:

• Conduct data integrity checks on the migrated data to identify discrepancies.
• Compare sample data between LegacyCRM and NewCRM to validate the migration.

7. Post-Migration Steps:

7.1 Data Validation:

• Initiate user acceptance testing (UAT) using test data in the NewCRM staging area.
• Address any discrepancies or errors identified during UAT.

7.2 Data Cutover:

• Schedule a maintenance window for the data cutover.
• Migrate the remaining data changes that occurred after the initial extraction.
• Disable access to LegacyCRM to prevent data inconsistencies.

7.3 User Training:

• Provide training to customer support teams on how to navigate and use NewCRM effectively.
• Distribute user guides and documentation on the new data structure.

7.4 Monitoring and Support:

• Monitor NewCRM post-migration to identify any data inconsistencies or system issues.
• Establish a support mechanism to address user inquiries or issues related to the new data format.

8. Rollback Plan:

• In the event of critical data corruption, restore the backup of the LegacyCRM database.
• Notify stakeholders and initiate a thorough investigation.

9. Documentation:

• Update data flow diagrams and data dictionaries to reflect the changes.
• Archive all data migration documentation for future reference.

10. Conclusion:

The data migration process was successfully completed, ensuring a smooth transition to NewCRM. Key lessons learned and achievements include accurate data transformation and effective user training.

11. Approval:

This Method of Procedure has been approved by John Doe.

MOP template #2: Method of Procedure for Web Application Deployment

Project Title: Web Application Deployment - Version 2.0.0

Date: August 15, 2023

Prepared By: Alex Miller, Lead Developer

Approved By: Jane Brown, Project Manager

1. Purpose:

This Method of Procedure outlines the steps and critical processes for deploying the new version (2.0.0) of the web application, ensuring a smooth and error-free transition from development to production.

2. Scope:

This deployment covers the deployment of the web application codebase, database updates, and required configurations for version 2.0.0.

3. Assumptions:

• The new version of the web application has been thoroughly tested in the staging environment.
• All required infrastructure and resources are in place and operational.

4. Dependencies:

• Access to the production server environment.
• Availability of necessary deployment tools (e.g., version control, build scripts).

5. Pre-Deployment Steps:

• Review and verify the deployment checklist to ensure all pre-deployment tasks are completed.
• Ensure that backups of the existing production database and application code are taken.

6. Deployment Steps:

6.1 Code Deployment:

• Pull the latest version 2.0.0 code from the version control repository.
• Build and package the application code using the designated build script.

6.2 Database Migration:

• Apply necessary database migration scripts to update the production database to match version 2.0.0 schema.
• Perform data integrity checks and ensure backward compatibility.

6.3 Configuration Update:

• Update configuration files (e.g., environment variables, API keys) to reflect the production environment settings.

6.4 Web Server Setup:

• Deploy the packaged code to the production web server.
• Configure the web server to serve the new version of the application.

7. Quality Assurance:

7.1 Functional Testing:

• Conduct functional tests in the production environment to ensure that all features work as expected in version 2.0.0.

7.2 Load Testing:

• Perform load testing to ensure the application can handle expected user traffic without performance degradation.

7.3 Security Testing:

• Conduct security scans and penetration tests to identify and address vulnerabilities.

8. Monitoring and Rollback Plan:

• Set up monitoring tools to track application performance and user experience post-deployment.
• Document a rollback plan in case issues arise that require reverting to the previous version.

9. Post-Deployment Steps:

9.1 User Communication:

• Notify users and stakeholders about the successful deployment and any new features or changes.

9.2 Documentation Update:

• Update user documentation and guides to reflect the changes and enhancements in version 2.0.0.

10. Conclusion:

The deployment of web application version 2.0.0 was successfully completed, ensuring a seamless transition to the new version.

11. Approval:

This Method of Procedure has been reviewed and approved by Jane Brown, Project Manager.

MOP template #3: Method of Procedure for Employee Onboarding Process

Project Title: Employee Onboarding Process

Date: August 15, 2023

Prepared By: Sarah Johnson, HR Manager

Approved By: John Smith, HR Director

1. Purpose:

This Method of Procedure outlines the steps to effectively onboard new employees, ensuring compliance with legal regulations, company policies, and industry best practices.

2. Scope:

This onboarding process covers all new employees joining the company, including full-time, part-time, and temporary staff.

3. Assumptions:

• New employees have been selected and have accepted their job offers.
• HR has received all necessary documentation, including employment contracts, tax forms, and identification.

4. Dependencies:

• Access to HR systems and databases.
• Availability of HR personnel to conduct onboarding activities.

5. Pre-Onboarding Steps:

• Review and update the onboarding checklist to align with the latest legal requirements and company policies.
• Prepare necessary equipment, workspaces, and accounts for new employees.

6. Onboarding Steps:

6.1 Welcome and Orientation:

• Schedule a welcome session for the new employee on their first day.
• Conduct an orientation to introduce the company culture, mission, vision, and policies.

6.2 Legal Documentation:

• Review and sign employment contracts, confidentiality agreements, and any other required legal documents.
• Ensure compliance with employment laws and regulations.

6.3 Personal Information Collection:

• Collect personal and emergency contact information from the new employee.
• Explain the company's data privacy and protection policies.

6.4 Benefits Enrollment:

• Provide information about available benefits (healthcare, retirement plans, etc.).
• Assist the employee in enrolling in the chosen benefits.

6.5 IT Setup:

• Assign a company email and provide access to relevant software and tools.
• Explain the company's IT security policies and password guidelines.

6.6 Training and Development:

• Provide a training plan and schedule for the employee's role.
• Explain opportunities for career growth and professional development.

7. Compliance and Industry Standards:

7.1 Equal Employment Opportunity (EEO):

• Explain the company's commitment to EEO and non-discrimination policies.
• Provide information about reporting procedures for any discrimination concerns.

7.2 Data Protection:

• Educate the employee on data protection regulations (e.g., GDPR, CCPA).
• Inform the employee about data handling procedures and their responsibilities.

7.3 Health and Safety:

• Discuss health and safety regulations and emergency procedures.
• Provide guidelines for reporting workplace hazards or incidents.

8. Documentation and Reporting:

• Maintain a record of completed onboarding activities and signed documents.
• Archive all onboarding documents securely for auditing purposes.

9. Quality Assurance:

Conduct periodic audits of completed onboarding records to ensure consistency and compliance.

10. Continuous Improvement:

Regularly review and update the onboarding process based on feedback, legal changes, and work standards.

11. Approval:

This Method of Procedure has been reviewed and approved by John Smith, HR Director.

💡Learn more about examples of procedures in business.

Ho‎w to create MOPs with Scribe

Whether your team needs project documentation or you’ve been experiencing difficulties with creating procedure manuals, Scribe can help you create your next MOP with a few clicks. 

Scribe is a step-by-step guideline generator that documents your processes for you. Here’s how you can get started with Scribe. 

And once you’ve auto-generated your step-by-step guide, you can edit it to add:

• Tips.
• Alerts.
• More steps.

... and more!

Once you’ve created multiple MOPs, you can use Scribe Pages to build a template. Here’s how!

Once you’ve created your documentation, you can easily share or embed your MOPs in any knowledge base!

Method of procedure: templates matter

You need to standardize your process documentation if you want to create easy to follow, streamlined processes. MOPs are personal to you and your team, but once you start building your own MOP templates — you'll make specific, helpful documentation, fast.

And don't worry, you don't have to do it all on your own.

Depending on your project’s scope, size and requirements, you can take advantage of simple tools to turn your processes into MOPs.

But that begs the question: “How do you know which project documentation software is worth the investment?”

Luckily, Scribe is here to help. Here are some of the top features that make Scribe your best bet for a method of procedure template and project documentation collaboration:

• Easy to use with no coding required.
• Simple to set up — no training required. 
• An AI-powered instant and reliable search system allows you to search for Pages and Scribes easily.
• Intuitive navigation, folders and organization. 
• User management and access control features to aid teamwork and collaboration.
• A huge amount of integrations with the tools you love expands your knowledge base's functionality.
• A single, central platform lets you store all your project documentation assets in one place where team members and other important stakeholders can easily access it — from anywhere.

Ready to get started? Create your next MOP for free!