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A standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations. SOPs aim to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations.
How to make an SOP
Creating an SOP involves the following steps:
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Identify your objective and scope of the SOP. Understand what the SOP should accomplish and what processes it will cover.
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Ensure you have a clear understanding of the process and its purpose. Define the process flow in a clear, step-by-step manner.
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Write out the procedure, describing every action step in sequence.
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Make sure the SOP is clear and concise, using plain language and clearly defined terms.
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Include any relevant safety or warning information.
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Review, edit and test the SOP. Validation of the procedure by actually following the SOP can help identify any unclear or omitted steps.
How to use an SOP template
SOP templates can simplify the process of creating a standard operating procedure. Begin by selecting a template that fits your organization’s style and needs. Then, replace the placeholders in the template with specific information relevant to your procedure. Add, remove, or modify steps as necessary until the template accurately represents your process. Once this is done, review the document for clarity and comprehensiveness.
FAQ about SOPs
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Why are SOPs important? SOPs play a crucial role in ensuring that procedures are performed correctly, consistently, and safely. They help improve communication and training, and ensure compliance with industry regulations.
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Who should write an SOP? Subject matter experts and those who are proficient in the task should write SOPs. Many times it is a collaboration between managers and those performing the tasks.
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How often should SOPs be updated? SOPs should be reviewed and potentially updated if a process changes, an incident suggests the SOP might be improved, or a set review period has passed.
Author
Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.
