Standard operating procedures (SOPs) are essential documents that outline the step-by-step processes of a particular task or activity. They provide clear instructions on how to perform a task, ensuring consistency and quality in the outcome. SOPs are crucial for businesses of all sizes, as they help reduce errors, improve efficiency, and ensure compliance with regulations.
Writing an SOP may seem like a time-consuming process, but it is worth the effort in the long run. It can save businesses time and money by streamlining processes and reducing mistakes. SOPs can’t guarantee performance, but they do standardize the best practices for the entire team or organization, which ultimately improves the quality of the outcomes.
SOPs also help train new employees quickly and effectively by providing them with clear guidelines to follow. There’s a 69% increase in the likelihood that employees will stay with their organization for at least three years if they get to participate in an official orientation program. SOPs are a comprehensive guide that facilitates seamless onboarding, reduces the learning curve, and ensures consistency across the organization.
If you’re looking for an effective guide on writing a standard operating procedure, below we share our best tips on how to create one that will make sense.
Begin With Your Goals
Define the final result or goal of the SOP that you’re writing. If you’re creating a document about the procedures for closing a bar, your goal would be to secure the building before the crew arrives the next morning. You don’t need to include specifics like cleaning the floor or armed alarm systems. This step is simply to determine what the procedure will achieve.
Every organization has processes and procedures that are repeated every day, week, and month. Ask yourself if an SOP is required for the goal you’re defining. You can also see if an SOP has already been created for the goal. If so, you may only need to revise it and look for ways to improve.
It’s easier to define and write the details of your SOP when you have a clear idea of what you are trying to achieve.
Choose a Format
Choosing the right format for your SOPs is crucial to ensuring that they are easy to follow and understand. Try one of these suggestions if you don’t know of any documents that can be used as references:
- Simple steps format: Use the format for short, easy-to-follow routine procedures. This format, which is often used for safety guidelines, other mandatory documents, and short, simple sentences, is a list of numbers or bullets with clear, concise sentences.
- A hierarchy steps format: If you have many steps in your procedure that require decisions, it may be best to use the format of a hierarchical step. This format is usually a list of bulleted or numbered main steps, followed by specific substeps.
- A flowchart format: Use a flowchart for mapping out and planning procedures with many possible outcomes. This is an excellent choice when results are unpredictable.
Ask Your Team for Input
You should gather the team and ask them how a specific task should be performed. Since they’re the ones who should adhere to the SOP, you want to make sure it is clear to them and that it includes all necessary steps. You should also invite your team to review drafts and make additional suggestions.
Define the Scope
You may need to rely on teams and SOPs from other departments for the SOP that you’re working on to be successful. You can either add these procedures to your current SOP or just reference them. Consider using a flowchart or map to identify the responsible parties.
Identify Your Audience
Who is the SOP intended for? Will the procedures also be used by other members of the team to maintain continuity? In this case, you’ll need to create a step-by-step, detailed process that is tailored to their skill level and familiarity with tools and technologies.
Are you someone who is trying to set up a business that operates without you having to be present 24/7? If the answer is yes, it will be useful to document your processes for those who will eventually take over.
Write Your SOP
First, write a draft of your SOP and include the following elements:
Title page
This page includes:
- The procedure’s title
- An SOP identification number
- Publication date or revision date
- Name of the organization, division, or agency to which the SOP applies
- Signatures and names of those who have approved and prepared the SOP
Table of Contents
A table of contents is only necessary if your document has many pages. A table of contents provides easy access to specific sections of a document.
Specific Procedures
This section contains the main body of the document. It includes specific, step-by-step instructions that must be followed to comply with safety and company standards.
Final Words
SOPs are crucial for the success of any organization, as they promote clear communication, consistency, and efficiency. By following the mini-guide above, you’ll be able to create an SOP that not only makes sense but also provides a framework for streamlined processes and increased productivity.