Q: Using Xtensio for Standard Operating Procedures (SOP) Managemen?
I have numerous SOPs for my business that I share with team members. I currently create them in a Word document, and then share them with team members in a PDF on our company’s Google Drive. I’m looking for a better/easier way to manage them.
1. Do you have templates for SOPs?
2. Many team members like to print a copy of certain SOPs for easy reference in the field. Will the PDF generated version look professional like a formal SOP document? I don’t want it to look like a printed webpage.
3. Is there an easy way to notify team members when an SOP has been updated, and request that they acknowledge they have read the new version?
4. Is there an easy way to compare to the previous version so they can easily see what changed?
5. Is it easy to search through all of the SOP documents? I have close to 100.
Thanks.
Alper_Xtensio
Nov 14, 2024A: Xtensio could be a great option for managing your SOPs, especially if you’re looking for a more streamlined, professional way to create, share, and update these documents. Here’s how Xtensio can support your needs:
SOP Templates: While we don’t have a specific SOP template, you can start with any of our templates (such as the One-Pager or Sales Sheet, or even a blank template) and customize it to meet your SOP needs. Once you’ve created a layout that works well, you can save it as a team template to make creating additional SOPs quicker and more consistent.
Professional PDF Output: Xtensio’s PDFs maintain a polished, professional look, ensuring your SOPs appear clear and well-organized—more like a formal document than a printed webpage. For added control, you can adjust the folio settings to format your work as pages, customize the page size, and choose the orientation. This is ideal for team members who prefer physical copies for easy reference in the field.
Notifying Team Members of Updates: When you organize your SOPs in folders and add your team members to those folders, they’ll receive notifications as new folios (SOPs) are added. This helps keep everyone informed of the latest SOP additions or updates without needing a separate notification system.
Revision History: Xtensio provides a revision history list, where you can view all previous versions of a folio. While this doesn’t highlight specific changes made between versions, it does allow you to revert to earlier versions if needed, helping you manage updates more effectively.
Searchability: Xtensio currently doesn’t have an advanced search feature to find specific content across multiple documents. However, you can organize your SOPs within workspaces in Xtensio and use a consistent naming convention. This setup will help you and your team locate documents more easily within your workspace.
One big advantage would be creating your SOP documents with automated branding. It makes it super easy to keep everything up to date and on brand.
Let me know if you’d like more guidance on setting up Xtensio for your SOPs or have any additional questions. Thanks for considering Xtensio for your SOP management!