Standard operating procedures (SOPs), explain how to complete repeatable processes and tasks with clear step-by-step instructions. When well-written, they improve efficiency, lower risk, reduce errors, speed up training, and promote consistency and safety. If your organization is lacking this type of documentation, we highlight exactly what you need to know about SOPs, why they matter, and how they are created below.
What is SOP Documentation?
SOPs are detailed step-by-step instructions that explain how to complete a specific tack, process, or other action within a workplace. They can cover everything from how to report a phishing email to performing complex maintenance on major machinery.
Depending on the user and company, an SOP can be a physical copy, digital content, or both. They are more than checklists, because they highlight responsibilities, required tools or systems, and desired outcomes. Some also include relevant visuals, graphs, and tables for further reference points.
Good SOP documentation includes:
- Scope: Explains what the SOP includes, who it applies to, and any important exclusions.
- Definitions: If there are any unavoidable complex terms, acronyms, or jargon in the document, they should be defined at the start of the SOP.
- Responsibilities: To Identifies each person’s role, including job titles and assigned tasks, particularly when a process involves multiple people.
- Safety information: Include warnings, compliance requirements, required personal protective equipment (PPE), and other critical safety details at the beginning of the document and reinforce them throughout the instructions.
- Required materials and tools: Identifies the tools, materials, systems, and access necessary to perform the procedure.
- Step-by-step instructions: Exact instructions on how to complete the task is the core of an SOP. Each step should be numbered and in sequential order with clear, action-based instructions highlighting decision points and expected outcomes as necessary.
- Further information: SOPs can also provide information on references, related documents, what to do in the event of an emergency, and contact details.
Why Do SOPs Matter?
SOPs play a critical role in promoting consistency and safety in the workplace. When all employees follow the instructions, a company can be confident that the task is performed consistently each time it is performed.
This improves quality control, reduces mistakes, maintains service or product quality, and creates predictable outcomes. It also reduces risk and the chances of an accident. In some industries, SOPs are required as part of compliance regulation.
SOPs also eliminate guesswork, improving productivity. By highlighting everyone’s role in a process, it is easier to track performance while clarifying roles and responsibilities. In training, SOPs help align new hires from the outset, streamlining training and reducing costs.
How are SOPs Created?
Creating an SOP goes beyond writing instructions, especially for more complex tasks. It requires some legwork and research. Once you identify the process that requires an SOP, these are the general steps to follow:
- Gather information. Interview employees who regularly perform the task to understand their process and identify any concerns or questions. Observe the task when possible, and review existing documentation for additional details.
- Write the scope and responsibilities. Define who the document is for, when it should be used, who is responsible for each part of the process, and the expected outcome.
- Create the steps. Document each step in sequential order using numbered lists and simple language to make it easy to understand. Limit each step to one action.
- Add safety information. Highlight any important safety warnings at the beginning of the document and throughout the steps as necessary. Detail what to do in the event of an emergency and who to contact if the reader has questions.
- Include supporting details and visuals. Add a section for required tools or materials, images that elevate the content, helpful checklists, and relevant tables or graphs.
- Format and edit. Organize the information into a single document with clear headers for easy readability, following any brand style guides. Edit and proofread the document.
- Test. Test the SOP with employees, making sure it is easy to use and follow. Answer any questions employees may have, ask for feedback, and consider returning to the document to address any issues or concerns that arise.
Developing SOPs is a process in itself, and getting them right takes time, expertise, and a clear understanding of your organization’s unique workflows and compliance requirements. Shea Writing and Training Solutions specializes in creating clear, accurate, and professional SOPs tailored to your industry, team, and brand standards. Whether you need a single procedure documented or an entire library built from the ground up, we handle the research, writing, and formatting so your team can focus on the work. Find out more here.
