Science

Standard Operating Procedures

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SOP

The Scientific Process

I come from a science background so I am a strong believer in the “scientific process”. You can search for the textbook definition of this term, but this is what it means to me:

The scientific process is an iterative system of solving problems by: understanding the core of the problem, taking notes from previous similar problems, documenting the steps involved, and identifying the underlying principles while arriving to the solution.

A scientist and a person who thinks scientifically are not necessarily the same person. The latter would find ways to apply the scientific process in the real world day to day life.

Algorithms

Organisms are algorithms.

-Yuval Noah Harari

An algorithm is a shortcut of accomplishing a task without having to re-discover the process again. The process is iterative and the algorithm is a “living document” – constantly evolving.

Systems vs. Goals

Everyone has a goal, and most people accomplish their goals. But the real smart cookies think in terms of systems, not goals. A goal is something you accomplish and it is gone. But a system is long lasting. It helps you be more efficient by automating the thinking process – which is the most time consuming part. As discussed so far, a system is meant to be iterative and over time evolves into a beautiful process – a well oiled machine that runs smoothly.

Standard Operating Procedures (SOP)

Now I get to the main point of this article: what is an SOP and how it will help me develop my algorithms or systems?

An SOP document is used in a science laboratory as a recipe to operate a specific equipment, or run a specific test. It is a very powerful living document meant to make the operator’s time more valuable and save the company money. This is the “systems thinking” idea vs having a goals mindset. The idea is to automate your life and put the routines to a script. This gives you more time to focus on the big picture and allow you to creatively think of the tasks that matter the most.

So how can I apply this SOP to my daily life? Well it’s quite easy.

Master SOP List

Create a spreadsheet of SOP documents that you need to refer to for daily and routine things. An example of some SOP document ideas are below in Appendix 1.

Keep this “SOP Master List” file in a master folder where you will house all your SOP documents.

SOP Template

Create a Mater Template SOP document. Here are some of the elements that are needed in a SOP:

  • Title must be descriptive to explain what the document is about without having to open the document
  • Purpose section: explains the reason for this SOP and where it is used for
  • Summary of changes: this is a table that lists the changes made to the document, with a date and purpose for the change. This is in reverse chronological order with the most recent change on top. This section can also be at the end of the SOP
  • Table of contents: this is optional – if you use Microsoft Word, there is an option to label each section with a heading, including sub-sections. Then change the view of the document to show “Navigation Pane”. This allows you to display the table of contents on the left side of the page and is clickable to jump to a section – very handy
  • Use tables, diagrams, handwritten or hand drawn items, links to web, etc. Anything that will help you explain to yourself what you are trying to say
  • Referencing other documents: this is important – you will have situations where you want to refer to another SOP or a document. Keep this other document in the same master folder and give it a descriptive title

DNR (Do Not Repeat)

In programming there is a convention for writing good clean code – DNR. Do not repeat code. The same is true in writing SOP documents. Minimalism is beneficial.

Cloud Storage

A practical tip that takes this SOP idea to the next level is to have these SOP documents available on your phone by storing it on the cloud and syncing it to your PC and all other devices. There are numerous cloud storage options out there – I personally use a combination of them for various things. This allows you to view and edit the SOP documents any time on your phone, for example. This is very handy.

Living Document

Finally, remember this SOP is a living document. The system works only if there is a way to constantly evolve and improve. This evolution can be done on the fly as needed, or having a pre-scheduled time slot, example once a year put in the calendar.

The whole experience is quite liberating as now you have created some free time by increasing efficiency.

Have fun!

Appendix 1

Some SOP examples:

  • SOP for morning routine: “insert further explanation here”
  • SOP for cloud storage:
  • SOP for daily goals:
  • SOP for passwords:
  • SOP for investing:
  • SOP for address and phone number changes:
  • SOP for monthly expense tracking:
  • SOP for traveling:

 

Adding Dimensions

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dimensions

When you think about personal development and growth, it is one thing to learn something new to get marginally better, but learning completely new things to “add dimensions” is a whole next level.

As a matter of fact, add dimensions should be the best way to prioritize projects in your pipeline. Allow me to elaborate…

If you are a “flatlander” and live on a piece of paper, you can move either in the X-axis or the Y-axis. If you figure out that there is a Z-axis and start flying out of the paper and landing on a different spot on your paper, you have added a new dimension to your capabilities.

Same is true if you learn a new language, new program, new job skill, etc. You make your competition irrelevant and obsolete very quickly.

Of course it is not easy. But adding a new dimension never is!

Lag Operator

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lag operator

All sensors have a “Lag” factor. This is the amount of time (or some other variable) needed to catch up with the response.

Don’t worry, this is the extent of science I want to discuss here. I am interested in applying this knowledge to practical life. And this is perhaps how the “Lag” factor works:

When you learn a new skill or are acquiring new knowledge, there is a time delay before you start seeing the results. This “Lag” tells you how your mind and body behaves. Understanding your Lag will allow you to improve it.

What gets managed, gets accomplished.

Our Brain and Sensors

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Our brains are just like sensors.

Characteristics of a good sensor:

  • Drift: good sensors do not drift and maintain a baseline. This is analogous to brain maintaining focus.
  • Signal-to-Noise Sensitivity: ability to detect a signal in the background of noise. Analogous to the brain being able to pick out a sensory signal such as someone calling your name in a crowd.
  • Resolution: the ability of a good sensor to differentiate between two close lying signals, like a brain being able to distinguish between two similar things.

The concepts of Sensitivity and Resolution are contrary: you can’t have both of them. The idea is to know what it is you want and find a balance between the two.

So how do you calibrate this brain sensor?

Meditation.

Entropy and Growth

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entropy.jpg

What is the natural state of the universe? If we were to stand still and do nothing, what affect does that have on the universe?

Entropy

To answer the question above, we must look to physics. The second law of thermodynamics states that the total entropy of the universe is increases. What is entropy? In simple terms, entropy is the amount of disorder. If you were to sum up all the chaos in the universe and assign a number to it, this number will get bigger over time.

The reason for this increase of disorder is that the universe is expanding. Without turning this into a physics lesson, we can extrapolate some very practical conclusions here. I will attempt to outline some of these principles below.

Personal Growth

Let’s look at personal growth and development. If you are not growing, then you are shrinking. There is no standing still. This is because the universe is expanding around you. To combat this, one must constantly learn new skills all the time. There are many ways to do this: taking classes, reading, exploring, challenging yourself intellectually, physically, etc.

Growing internally means you are part of the universe around you and will not disappear with time.

Financial Markets

This principle of expansion is very true for the financial markets. Our current financial system works on the premise of growth: inflation, credit and debt increase, fiat currency, are all different words for the same phenomenon – entropy.

It is important to allocate time and energy in investing for financial growth. If not, the buying power of your money will depreciate with time.

Efficiency

To be increasingly productive over time, one needs to increase efficiency. Efficiency is different from productivity. I can be productive with my time by filling it with tasks and keeping myself busy. But if I am more efficient, it means that I can accomplish more in less time.

 

The core message here is quite simple: invest in yourself for personal growth.

Signal-to-Noise

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SN

In science we have this important concept of “signal-to-noise”. It is quite straight forward to understand: signal-to-noise is a ratio to compare the level of desired signal to level of background noise.

The concept of “noise” is also quite important. This noise is the signals coming from factors that are present in the environment – also called the matrix.

The objective of fine tuning the signal-to-noise is to get a better separation of the desired outcome (signal) from the background noise.

Desired Outcome

Applying this simple concept into the daily life, we can do things that will boost our “signal”. It is a well-established practice of most entrepreneurs to work with lists. These lists are for daily to-do tasks, or for key long-term goals. Now why are they so effective?

It comes down to focus. When we make these lists, we are tuning our signal-to-noise detectors on a sub-conscious level. The act of creating these lists – on paper or electronically – sharpens our senses in such a way as to boost these otherwise noise signals. There is no magic here; these signals were already around us, but now because we have fine tuned our sensors, they will “pop-out” of the background noise once we encounter them again.

Let me give you a practical example: say you are looking to buy a new car. You have done your homework and have come up with a “wish list” of SUVs: BMW X5, Audi Q7, Ford Explorer, etc. You suddenly start to notice that there are more SUV cars on the road than before you made your list! You know this is not possible. The only reason you are noticing more SUVs suddenly is that your brain is now sensitized to these cars which were previously just noise.

You want to improve your daily routine and be more productive? Accomplish more at work in the same amount of time? Live a healthier lifestyle? Explore business opportunities for passive income?

Start by making a list. This will tune your detectors which will be more effective at boosting the signal-to-noise and before you know it, the opportunity you are looking for will be staring you in your face.