Information sheet 4.

2-3
Professional conduct

Information sheet 4. 3-1

Standard operating procedures
What is standard operating procedures (SOP)
An SOP is a document that helps employees navigate daily tasks with clarity and
precision in an organization. Think of it like a map that helps your team avoid mistakes
and work efficiently. Each direction guides them to complete their tasks confidently.
Standard operating procedures definition
SOP stands for “Standard Operating Procedure.” Sounds simple, but it’s not just about
establishing a routine. It’s about embedding a culture of excellence and reliability within
every facet of your organization.
Key components of an SOP
Because SOPs cover such a wide range of industries, departments, and procedures,
the format can vary dramatically. However, there are a few key components that
comprise most of them.
 Title: It may seem obvious, but a clear, concise title that accurately reflects the
procedure’s purpose is a vital part of setting context for the reader.
 Purpose: Give an overview a brief statement explaining the objective and scope
of the procedure.
 Definitions: Clarify any technical terms, acronyms, or abbreviations used in the
documentation
 Responsibilities: Identification of the roles and responsibilities of the personnel
involved in executing the procedure.
 Materials and Equipment: List all necessary materials, tools, software, and
equipment required to perform the procedure.
 Procedure: The core of any SOP offer a step-by-step description of the tasks
needed to complete the process, including any precautions, warnings, or critical
steps.
 Documentation: Include instructions on how to record data, maintain logs, or fill
out forms associated with the procedure.
 References: Provide any supporting documents, guidelines, or regulatory
standards related to the procedure
SOP examples for inspiration
Seeing SOPs in action across various departments shows you how it can meet specific
organizational needs. Below are examples showcasing how they address unique
challenges
Example: Facial Treatment
 Objective: To provide a consistent and high-quality facial treatment that
cleanses, exfoliates, and nourishes the skin, promoting a clear, well-hydrated
complexion
 Key Steps: Sanitize the room, set up equipment, wash hands, and wear gloves.
Consult the client to analyze skin and discuss concerns. Cleanse, exfoliate, and
rinse thoroughly. Steam the face for 5-10 minutes. Perform extractions if needed.
Apply a mask for 10-15 minutes, then use toner. Moisturize, offer a facial
massage, and provide aftercare advice.
 Impact: This procedure enhances customer satisfaction and skin health, while
promoting professionalism and efficiency in service delivery.
Here are the eight step process on who to write a standard operating procedures
(SOP)
A Standard operating procedure is a set of written instructions that describes the step-
by-step process that must be taken to properly perform a routine activity.
Step 1: Identify the Process.
 This might be something that’s causing operational delays, a task that lacks
consistency in execution, or a procedure critical for compliance and safety

Step 2: Gather a Team.

Involve individuals who perform, supervise, and depend on the outcomes of the
process. Their firsthand experience and insights are invaluable in creating
documentation that is both accurate and practical.

Step 3: Define Scope and Objectives

Clearly outline what the SOP will cover and what it aims to achieve. This clarity helps
prevent scope creep and ensures the document remains focused and efficient. Whether
it’s improving safety, ensuring quality, or speeding up a process, having clear objectives
is key

Step 4: Break Down the Process.

Start with a high-level overview, then break it down into actionable steps. Be clear and
concise, using simple language to ensure understanding across all levels of the
organization. Include necessary materials, tools, or software to complete each step.

Step 5: Assign Roles and Responsibilities.

Clearly identify who is responsible for each action within the process. This clarity
eliminates confusion and ensures accountability. It’s not just about assigning tasks; it’s
about empowering team members with clear expectations.

Step 6: Review and Test.

Before finalizing the SOP, it’s crucial to review and test it with the team. This trial run
can uncover practical challenges or areas for improvement. Feedback from daily users
is crucial for creating a document that is helpful and easy to use.

Step 7: Implement and Train.

After revising the SOP, teach it to your team through training, demonstrations, or written
communication. This will help ensure that everyone comprehends and adheres to it
properly. Ensure everyone involved understands it and feels comfortable with its
procedures. This step is vital for ensuring buy-in and compliance

Step 8: Monitor and Revise.

An SOP should evolve with your processes. Set up regular reviews to assess its
effectiveness and make necessary updates. This cycle of improvement makes sure it
stays useful and valuable as your business evolves and expands.
 Self- check 4. 3-1
Standard operating procedures
TEST 1 . IDENTIFICATION: Read the statement carefully and identify the item/being
described. Write you answer on the bank.
1. ________ Is a document that helps employees navigate daily tasks with clarity
and precision in an organization.
2. ________ This might be something that’s causing operational delays, a task that
lacks consistency in execution, or a procedure critical for compliance and safety
3. ________ Clearly outline what the SOP will cover and what it aims to achieve.
4. ________ Clearly identify who is responsible for each action within the process.
5. ________ Such a wide range of industries, departments, and procedures, the
format can vary dramatically.

Answer key 4. 3-1

Standard operating procedures
1. Standard operating procedure (SOP)
2. Step 1: Identify the Process
3. Step 3: Define scope and objectives
4. Step 5: Assign Roles and Responsibilities
5. Key components of SOP

Task sheet 4. 3-1

Tittle: Standard operating procedures
Performance Objectives: write standard operating procedures (SOP) on beauty care
Step/procedure:
- Analyse & examine the definition of SOP standard operating procedure
- Understand the eight step on how to make a SOP
Assessment method:
1. Written test examination
2. Direct observation /questioning
 Performance criteria checklist 4. 3-1

CRITERIA YES NO
Did you.....
1.Identify the
Process
2. Gather a time
3. Define Scope
and objectives
4. Break down the
process
5. Assign Roles &
Responsibilities
6. Review and
Test
7. Implement and
Train
8. Monitor and
Revise

Information sheet 4. 3-2

Transparency and Non- discrimination

Information sheet 4. 3-3

Client privacy
Client privacy/confidentiality is a fundamental rule among institutions and individuals
stating that they must not share a client’s information with a third party without the
consent of the client or a legal reason. Normally, access to a client’s data is only
between the workplace and the customer or client.
Why is it important to provide client privacy?
Failure to protect and secure confidential information may not only lead to the loss of
business or clients, but it also unlocks the danger of confidential information being
misused to commit illegal activity such as fraud. A key element of confidentiality is that it
helps build trust.
6 Best Practices on how to Protecting your Client Privacy /Confidentiality
 1. Use a secure file-sharing and messaging platform- Protecting client
confidentiality starts inside the company not when everything’s down in the
dumps already.
2. Store Physical Documents in an Environment with Controlled Access-
Storing physical confidential documents within a controlled access environment
is critical for safeguarding sensitive information
3. Comply with Industry Regulations (ISO 27001, SOC-2 , HIPAA, PIPEDA)-
These four industry regulations work hand-in-hand to secure a client’s data.
4. Host Routine Security Training for Staff- Regular security training for staff is
critical to bolstering an organization’s defenses against various threats.
5. Stay Alert of New Security Threats- Stay alert and never be too overconfident
with your cybersecurity. Year after year, cybercriminals have found more and
more ways to breach systems to get a hold of client information.
6. Utilize Up-to-Date Security Technology- You might think it isn’t much, but
security technology serves as your first barrier of defense against breachers for
client information.
Why is client confidentiality important in beauty industry?
Is an important way to gain the client’s trust and confidence in you. If the client feels that
they cannot trust you, they may use share important information that can affect the
clients desired results.
Today, let’s dive deeper into why confidentiality is vital for your salon and how to
achieve it:
Protecting Your Clients’ Privacy
When clients visit your salon, they share confidential details about their life, including
their physical and mental health. As a beauty therapist, you’re responsible for keeping
their personal information secure and private.
Building Trust and Loyalty
By prioritizing confidentiality, you build a strong foundation of trust and loyalty with your
clients. They feel like they’re not just a customer, but a valued individual whose privacy
and well-being matter to you.
Demonstrating Professionalism
As a beauty therapist, you’re responsible for providing excellent services with utmost
professionalism. Respecting your clients’ privacy and ensuring that all staff members
abide by the same rules is a sign of professionalism.
Protecting Your Business’s Reputation
Confidentiality breaches can seriously damage your business’s reputation. Clients who
feel their privacy was violated are more likely to share their negative experiences with
others.
Meeting Legal Requirements
Finally, practicing confidentiality is not just a good business practice, it’s also essential
to remain compliant with legal requirements.

Self- check 4. 3-3

Client privacy
TEST 1: TRUE OR FALSE: write true if the statement is correct and write false is wrong
1. Client privacy/confidentiality is a fundamental rule among institutions and
individuals stating that they must not share a client’s information.
2. Normally, access to a client’s data is only between the workplace and the
customer or client.
3. Failure to protect and secure confidential information may not only lead to the
loss of business or clients, but it also unlocks the danger of confidential
information
4. A key element of confidentiality is that it helps build trust.
5. Confidential information being misused to commit illegal activity such as fraud.

Answer key 4. 3-3

Client privacy
1. TRUE
2. TRUE
3. TRUE
4. TRUE
5. TRUE

Task sheet 4. 3-3

Title: client privacy
Performance Objectives: Give the importance of client privacy and demonstrate it
Supplies materials: cardboard,
Step/ procedure:
1. Read & interpret the importance of client privacy
2. List the 6 best practice on how to protecting clients privacy/ confidentiality
3. Indicate the quality of knowing the importance of client privacy
Assessment Method:
1. Written test examination
2. Direct observation questioning

Performance criteria 4. 3-3

Client privacy

CRITERIA YES NO
Did you...........
1. Read & interpret the
client privacy
2. Accurately indicated
quantity needed in
client privacy
3. Determined
trainee’s training
requirements
4. Quality of work
5. Knowledge of work