Wellness and Healthcare

Initiative.

Standard Operating Procedure (SOP)

Presented by
Prajyesh Kumar Yadav
Introduction
• An SOP is a procedure document specific to your operation that
describes the activities necessary to complete tasks.
• It is a step by step approach to organizational goals.
• A roadmap for how to resolve issues – and the removal of emotion from
troubleshooting – allowing needed focus on solving the problem.
Need and Benefits of SOP
SOPs play an important role in your organization. SOPs are policies,
procedures and standards you need in the operations, marketing and
administration disciplines within your business to ensure success. These
can create:
• efficiencies, and therefore profitability.
• fewer errors in all areas.
• value added to your organization
• Add uniformity and quality to process.
Parts of WHI SOP
According to Roles , WHI SOP is divided into 3 major categories and 4 Sub
Categories for each.

• Part 1: Pre Event

• Part 2: During event
• Part 3:Post Event

4 Subcategories same for each:-

▫ Core team
▫ Speakers and Trainers,
▫ Zonal Team
▫ Facilitators/Volunteers
 Flow of WHI SOP
Part 1: Pre Event
• Identification of Hospitals/Institution/Colleges
• Approach the HR or concerned person in organization via mail
or appointment for approval.(Invite and proposal to be used)
Facilitators/Volunteers • Identify the suitable date, time and duration
• Select the target population
• Contact zonal team and select the modules suitable for the
population

• Information to be sent to the core team

Zonal Team
• Send the requirements of the speakers and merchandise
 Core Team • Contact speakers and check availability and revert back

• Send CV to Core team for the event Speakers and Trainers

 Core Team • Check and Forward the details of speakers to Zonal team

• Book the venue according to capacity

• Program will be Photographed and Filmed . logistics
setup needs to be arranged or booked , preplan for the
same:- • Podium • Microphone and speaker • Projector
and clicker • Laptop connected to the projector • Chairs
and tables for participants • Sign-up sheet and
registration set up • Food and snack arrangements • Stay
and pick and drop cabs for out of station faculty • Call for
registration and Reminders- Need to send Invite
reminders again and get the RSVP number to plan the
Zonal Team
number of kits • Participant WHI kits • Heartfulness
Magazine, • Brochure with program detail, • Instruction
to claim WHI and disclosure, • Questionnaire/test for
WHI • Feedback form, • writing Pad and Pen.
• Confirm the final date of the event which should 30 days
in advance so that, speakers can be arranged and plan
their schedule(Confirmation Mail to be sent as per
format)
 • Registration link and payment gateway (if applicable) to
be generated and sent to the zonal team
• Arrange WHI-KITs from SHPT(Estimated number of
Participants)
Core Team • Notify the research team to provide test scales and
forms format for research
• Zoom meeting with zonal coordinators
• Zoom meeting with the speakers

• Arrange Broachers, Banner and posters either from their

side or put an advance requirement for print and designing Zonal Team
part core team to arrange the same.
Speakers and Trainers • Needs to submit their PPT to Core team for preview

• Circulate official invitation to participants with poster,

Registration and Payment links Via Mails and Social Media.
• Contact and inform to Volunteers for the event day at Zonal Team
Zone.
• Arrange Volunteer meeting to assign duties
 Flow of WHI SOP
Part 2: During Event
• Ensure the venue is ready by the day of event
• Proper arrangement of Laptop, Connectors; USB cable,
Projector, Mike – wired and wireless with the good sound
quality of speakers. Check Pen drives and ensure the
updated PPTs by the Speakers/Trainers are received a day
Zonal Team before the event.
• Report venue 2 hours prior at venue to ensure volunteers
are at assigned place and welcome Desk is functioning
before participants arrive

• Ensure a technical assistant volunteer - Most of the

times technical issues arise. Having volunteers who can
manage technical issues are very important.
• Registration of participants, a collection of donations and
distribution of receipts (in case offline) – should be
started before 1 hour, if it is residential program i.e.
COMMUNE then registrations must be online and before
Facilitators/Volunteers
the event
• WHI - KITs/ materials to be given to the participants who
completed their registrations with donations. Kits must
include MWB, PSS, Test Papers of the Modules and
Feedback forms
 • Make Sure that good photographs of participants and
Zonal Team the speakers has been taken during the sessions.

• Make sure the sessions are to be finished on the allotted Speakers and Trainers
time.
 • Make available tea or biscuits in 5-10 min. break
whenever it feels the sessions have been going on for a
long time.
Zonal Team • Please give them 20 min for giving tests and collect all
the scales – MWB, PSS, Test Papers of the Modules and
Feedback forms
 Flow of WHI SOP
Part 3: Post Event
• Collect all the data and hand it over to Zonal Team
including Photos ,Recording, MWB, PSS, Test Papers of
the Modules and Feedback forms.
Facilitators/Volunteers • Report venue 2 hours prior at venue to ensure volunteers
are at assigned place and welcome Desk is functioning
before participants arrive

• Prepare event report and send it to core team. Report

contains write-up/PPT/PDF with photographs • Program
Name • Venue • Date • Time/Duration • Theme • Topics
• Speakers • Co coordinators • No. of Participants •
•Feedbacks • Testimonials * Details of Participants for
Annenberg Certificate and Credit points certification:- a) Zonal Team
Name b) Gender c) DOB d) Qualification (Degree) e)
Registration No. (MCI) f) Profession g) Designation h)
Faculty of Medicine/ Specialty i) Institutions Associated j)
Contact Number k) Email ID
• Thank You letter via mail to the Institution/ Participants.
 • Arrange Certificates for Participants.
Core Team • Prepare and send Reports to Mission Core team.
THANK YOU