Standard Operating Procedures (SOPs) Every Restoration Company Needs

Standard Operating Procedures (SOPs) are the backbone of a well-organized restoration company. These documents provide structured guidelines for routine tasks, to help streamline operations, reduce errors, enhance customer satisfaction, and ensure compliance with industry regulations. This article identifies the best way to create SOPs, and explains three categories of SOPs that companies should consider implementing: Restoration Workflow Procedures, Office/Warehouse Procedures, and Human Resource Procedures.

The Best Way to Create SOPs

Tip: Use a restoration contractor software app that’s designed to make document creation both efficient and effective. For example, the magicplan floor plan app has a ‘Custom Forms’ function that can help business administrators develop SOPs in a clear, consistent fashion. And the completed SOPs can be easily exported and shared as well, so all employees can have access to these critical documents.

What are those exactly? Well, let’s look at the types of SOPs that can be invaluable to a restoration business.

1. Restoration Workflow Procedures

Initial Assessment SOP

Work Documentation and Reporting SOP

Safety and Compliance SOP

Storm Damage Restoration SOP

Water Extraction and Drying SOP

Water Damage Restoration SOP

Fire Damage Restoration SOP

Mold Remediation Process SOP

Quality Control Checks SOP

Incident Analysis and Reporting SOP

Job Completion and Follow-Up SOP

2. Office/Warehouse Procedures

Recordkeeping and Data security SOP

Equipment/Tool Management SOP

Inventory SOP

3. Human Resource Procedures

Recruitment Process SOP

Employee Onboarding SOP

Training and Development SOP

Health and Safety SOP

Performance Management & Appraisals SOP

1. Restoration Workflow Procedures

Some examples are listed below.

Initial Assessment SOP

This reference document will ensure that all relevant project information is collected systematically. It should describe how to:

• Conduct a thorough property damage assessment to identify any potential hazards or air-quality issues and determine the extent of damage (e.g., a structural fire damage assessment or a water damage assessment)
• Collect detailed photos and notes, which are crucial for insurance claims and project planning
• Create a shareable inspection report
• Communicate assessment results, proposed work and expected timelines with the client/insurer

Work Documentation and Reporting SOP

Once a project is initiated, accurate documentation is crucial for regulation compliance, insurance claims, and quality control. This SOP should outline procedures for:

• Documenting every stage of a mitigation or restoration process with photos and notes
• Preparing and submitting a detailed restoration or mitigation report to an insurance company
• Managing and storing project records securely and efficiently

Safety and Compliance SOP

This important guide stipulates how team members must adhere to safety protocols and compliance requirements. The content may cover topics such as:

• When/how safety training should be conducted
• Personal protective equipment (PPE) needed for different types of jobs
• Safety protocols for identifying and assessing job-site hazards (e.g., structural instabilities, electrical risks, harmful materials) and procedures for securing unsafe areas
• How to ensure compliance with OSHA regulations, local building codes, and environmental laws
• How to maintain records of safety measures and compliance checks

Storm Damage Restoration SOP

Storm damage can range from minor problems to major flooding and structural destruction. This SOP should detail:

• Procedures for assessing damage caused by wind, water and debris
• Guidelines for the safe removal of fallen trees, debris, standing water and other hazards
• Steps for making temporary repairs to roofs, windows and structures to prevent further damage

Water Extraction and Drying SOP

This document should describe detailed steps for professional water extraction, drying, dehumidifying, and monitoring of moisture levels. The content ought to include instructions on the proper setup and use of equipment, such as air movers, dehumidifiers, and air scrubbers. 

Water Damage Restoration SOP

A detailed SOP for water damage restoration will help ensure that restorative work is conducted methodically and successfully. It also will provide guidelines for the safe removal, cleaning and storage of affected contents, such as furniture, documents and personal belongings. 

Learn more: How to Build Effective SOPs for Any Water Damage Restoration Job

Fire Damage Restoration SOP

Restoring a property after a fire requires specialized knowledge and equipment. This type of SOP can cover multiple topics, including:

• Techniques for removing smoke and soot residues from surfaces and contents
• Procedures for using deodorizing agents and equipment to eliminate smoke odors
• Guidelines for cleaning, repairing or replacing damaged structural elements 

Mold Remediation Process SOP

Mold remediation is a critical task that requires careful handling. An effective mold remediation process SOP outlines the steps for safe, effective mold removal, including:

• Set up of containment barriers to isolate the affected area
• Air filtration to filter out airborne mold spores
• Removal and disposal of mold-infested materials
• Cleaning and disinfection, using appropriate antimicrobial agents
• Post-remediation inspections and testing to ensure mold is completely removed 

Learn more: Best Practices for Documenting Mold Presence in Residential Restoration

Quality Control Checks SOP

The wording in this document should specify systematic checks at various stages of the restoration process to ensure that all work meets the company's standards and industry guidelines.

Incident Analysis and Reporting SOP

This type of SOP typically details how to document adverse incidents, analyze them for root causes, implement lessons learned to prevent future occurrences, and submit reports to regulatory bodies, if required.

Job Completion and Follow-Up SOP

The content here should list steps to ensure all aspects of every job are completed. For example, the SOP may specify how to conduct a final walkthrough, how to address any remaining client concerns, and how to conduct follow-up calls to ensure satisfaction.

2. Office/Warehouse Procedures 

Here are three examples of SOPs that fall into this category:

Recordkeeping and Data Security SOP

This document should describe how to manage company records and data, including confidential employee and client information, business financials, and field report PDFs.

Equipment/Tool Management SOP

Proper management of equipment and tools is crucial for operational efficiency. A well-written SOP pertaining to this topic will help ensure that all water extractors, air movers, dehumidifiers, and other machines are well-organized, regularly inspected, and in optimal working condition. It should also spell out how to check, clean, prepare and store all hand tools, power tools, and digital meters, so those are also ready to use at a moment’s notice.

Learn more: Documenting Equipment Use in Water Damage Restoration

Inventory SOP

This document will explain how to maintain a current inventory of all equipment, tools and supplies, ensuring that necessary items are always in stock. It also will describe protocols for conducting inventory checks, keeping detailed records of inventory levels, and ordering replacement items.

3. Human Resource Procedures

These documents will help managers attract and maintain a viable workforce.

Recruitment Process SOP

This document should identify the right measures for recruiting and hiring new employees. These measures will ensure that the process is consistently effective, so that open positions can be filled quickly with the best available talent.

Employee Onboarding SOP

This document will clarify how to:

• Familiarize new employees with their schedules, equipment, supplies and responsibilities
• Explain company policies and procedures
• Answer questions, provide a tour, and introduce coworkers

Training and Development SOP

Ongoing training and development efforts are necessary to keep employees updated on the latest industry standards, practices, technologies, and safety regulations. That’s why this SOP should outline the framework for employee education and skill enhancement (training workshops, certification courses, etc.).

Health and Safety SOP

Ensuring the health and safety of employees and clients is an essential aspect of a restoration business. So, this  SOP needs to encompass anything related to physical wellbeing, including:

• Requirements for PPE based on the type of restoration work being performed
• Guidelines for responding to emergencies, including injuries and exposure to hazardous materials
• Specifications for ongoing training and certification in safety practices and equipment use 

Learn more: How to Build a Resilient Restoration Business Based on IICRC and OSHA Guidelines

Performance Management & Appraisals SOP

This document may cover topics such as:

• The proper way to oversee and track employee performance
• How to reward individuals who excel and help others who are falling short
• How to conduct employee performance reviews

Summary

Every restoration business can benefit from using SOPs for restoration, office/warehouse and human resource endeavors. And the best way to create those documents is with a professional, multi-function floor plan app. Plus, this type of app can also be used to:

- speed up estimating

- create checklists (e.g., a water damage restoration checklist)

- serve as an all-in-one field documentation tool

- enhance communication among team members

Bottom line: Choosing the right app can be a smart business decision!

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Discover How to Build Effective SOPs with a Floor Plan App