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Standard operating procedure: What is an SOP?
A standard operating procedure can raise productivity among employees.
A standard operating procedure allows an organization to regulate and establish routine internal operations. It helps eliminate confusion, maintain productivity, and ensure employees are on the same page. An SOP sets a best practice for completing a task so operations work smoothly.
Are you in charge of writing an SOP for your organization? SOPs are simple but require a fair amount of due diligence, depending on the nature of the task. If you’re asking yourself, “What is an SOP?” and wondering how to write one, then keep reading below.
What is an SOP?
A standard operating procedure offers detailed, step-by-step instructions for performing a specific task. Essentially, an SOP acts as a blueprint for instituting internal systems within an organization. With an SOP, businesses can avoid miscommunication, faulty mistakes, or productivity sacrifices. SOPs guarantee consistency within an organization and align employees on how to complete an assignment.
Some companies are overly dependent on senior employees who keep organizational knowledge in their heads. That’s where SOPs come in. SOPs allow anyone to execute a task to keep productivity high and reduce siloing departmental knowledge. SOPs are especially helpful for remote team management, where communication issues may be more common.
SOPs also create a safe and efficient work environment by providing guidelines in compliance with industry regulations. For example, an SOP may document how to operate a piece of heavy machinery by governmental safety standards. You can organize your safety SOPs and streamline other various business documents with Adobe Acrobat for business.
SOPs can come in many different formats, such as PDFs, flowcharts, checklists, or videos. They may use charts, photographs, or other graphics to describe the task accurately. The bigger the organization, the higher the number of SOPs. Organize your SOPs by implementing a standard document workflow to ensure the correct SOPs are accessible.
Standard operating procedure types.
All SOPs are designed to systemize a procedure to achieve an overall outcome. However, not all SOPs are written the same way. Some SOPs are better suited as video instructions, while others are simple checklists. The type of task and its complexity will determine which SOP type makes the most sense.
Written documents
These are the simplest types of SOPs used for straightforward procedures. For example, you can use an e-doc to document simple instructions, like login information for an email account.
Checklists
Checklists are the most common form of SOP and are used for the most routine tasks. A checklist SOP may describe how to shut down a restaurant at the end of the night. Hierarchical steps may be necessary if more instruction is needed.
Infographics
These SOPs are perfect if photographs are necessary to describe a task. For example, an infographic SOP could teach new employees how to use machinery safely.
Diagrams/Flowcharts
A flowchart SOP is helpful when multiple outcomes may occur during a task. For example, escalating customer service complaints may have many possible outcomes.
Benefits of an SOP.
SOPs improve efficiency, reduce confusion, and implement organizational best practices. Not to mention, they enforce compliance with industry safety standards. Here are a few more benefits of an SOP:
- Ensures regulatory standards
- Reduces errors by eliminating miscommunication
- Provides employee training
- Enforces best practices
- Improves work quality
- Meets production requirements
- Improves remote team management
- Adheres to a schedule
- Avoids manufacturing failures
- Enforces safety standards
- Guarantees workflow consistency
- Reduces operational risk
How to write an SOP.
Writing an SOP requires an assessment of all details of a task, including equipment lists, safety standards, employee roles, steps, and procedures. Depending on how complex the task will determine the length and detail of the SOP.
While writing an SOP, consider adding these common elements to the document:
- Title page
- Table of contents
- Glossary terms
- Main content
Learn how to write an SOP that’s comprehensive and well-organized by following the nine steps below.
Step 1: Define the purpose/scope.
Firstly, define your objective for creating this SOP. To determine the SOP’s scope, ask yourself questions like, “Will an SOP raise efficiency by standardizing this routine task?” For example, an organization may create an SOP forwriting a business proposal. Understanding your desired outcome or destination will make writing the SOP’s details much easier.
Step 2: Identify the audience.
Before writing an SOP, you must know which team members will use the document. Ask questions like, “Do they have prior knowledge of the task?” or “Are they familiar with the terminology used in the SOP?” Learning more about the SOP’s intended user will help determine the audience’s role and responsibilities.
Step 3: Choose an SOP format.
The SOP format will determine the best way to communicate and share your procedure. For example, a written document SOP, like a new hire checklist, is a simple format for describing employee onboarding. Don’t overcomplicate this step — instead, find the simplest way to communicate the procedure with the intended audience in mind.
Step 4: Gather information.
Gather as much information and details about the SOP task. Research the process intensely, including best practices, industry guidelines, and other helpful procedures. You may consult subject matter experts or observe the task as it’s performed to gather data.
Step 5: Write the specific procedures.
Finally, once you’ve completed the previous steps, write out the procedures of the SOP. This section will include team member roles and responsibilities, safety considerations, equipment lists, terminology definitions, and other necessary details to describe the task. Consider including a troubleshooting questionnaire to address any probable interferences. Use clear, concise language and write in an active voice.
Step 6: Review the SOP and ask for input.
It’s time to review, proofread, and test the SOP before publishing it. Consult every colleague mentioned within the SOP to check for accuracy. Then, test the procedure to see if it achieves the desired outcome. Incorporate feedback if necessary and repeat this task until the SOP works seamlessly.
Step 7: Publish the SOP.
Once you receive approval from stakeholders, it’s time to finally publish the SOP. Save it within a centralized internal knowledge base, like a shared drive, that’s accessible to anyone who will need it.
Step 8: Update regularly.
Finally, plan to update or amend the SOP within a designated time frame. The best practice is to review the SOP every six to twelve months. Writers should stay current with regulatory standards or other industry compliances as required. Also, consult other team members and track and save each version of the SOP.
Standard operating procedure formats.
Choosing the best format and tool for sharing an SOP is essential to the SOP process. The right tool should be customizable and provide easy edits for when the SOP needs to be updated. It should also be easily accessible and user-friendly if the audience is unfamiliar with the software. Here are some examples of standard operating procedure formats:
- PDF. A PDF may be the best SOP format since it can be shared quickly and accessed internally.
- Wiki. This type of webpage is used for uploading and storing internal content. Its collaborative editing feature makes it easy to change the SOP.
- Shareable online document. This format works best for a simple SOP checklist and can be stored easily in the cloud. If the SOP was written by hand, try document digitization and share it via cloud or email.
- PowerPoint. Microsoft Office Suite includes PowerPoint, a perfect SOP format for infographics, videos, or flowcharts. You can share PowerPoint files internally and save them directly to the organization’s drive.
Frequently asked questions about standard operating procedures.
What is the difference between a process and a standard operating procedure?
A process describes steps or activities to achieve a goal. Comparatively, a standard operating procedure is a detailed overview of a complicated, routine procedure. An SOP is akin to a detailed instruction manual for executing a task.
What are the five parts of an SOP?
The five most essential parts of an SOP include the title, purpose, scope, procedures, and responsibilities. These elements clearly define the desired outcome or end goal of the SOP and include detailed instructions and the team members responsible for carrying out the SOP.
What is an example of an SOP?
An SOP helps eliminate miscommunication among team members and sets certain standards and rules surrounding a routine task. For example, an HR team may create an SOP for how to conduct an employee performance review. This could be a flowchart SOP, including information like the time of year to conduct the review, the managers involved in the review, the employee rating process, how to submit the review to HR, and anticipated steps following the review’s possible outcomes.
What should you not include in an SOP?
An SOP is meant to guarantee consistency within an organization, so it should be as clear and concise as possible. An SOP should not include clunky language or unfamiliar jargon that may result in a lack of clarity. Instead, an SOP should outline clear step-by-step instructions for how to complete a task. Also, an SOP should not include every possible scenario if these steps are not followed accurately. An unnecessarily long SOP may cause confusion or human error. Finally, an SOP should not include personal opinions by the writer of the SOP.
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