A Guide to Standard Operating Procedures (SOP)

What is a Standard Operating Procedure (SOP)?

A standard operating procedure (SOP) is a step-by-step documentation that instructs how to execute a certain work procedure. It can act as a checklist that guides team members on how to carry out complex and routine work tasks effectively and safely. In a business context, having SOPs ensures that the organization stays aligned regarding standards that will help them achieve their business goals and objectives.

Benefits of Implementing SOPs

There are significant benefits to incorporating an SOP into a workplace, which should encourage trainers and managers to invest the relevant time into building SOPs. Here are just 4 benefits of implementing standard operating procedures in your workplace:

Improves efficiency and quality

Implementing SOPs helps prevent this scenario by standardizing all critical processes and reducing work variations. SOPs also assist with improving the Quality Management System (QMS) and can prepare the organization to pass relevant ISO certification and comply with regulatory requirements.

Facilitates employee training

SOPs complement training materials to educate workers and serve as a guide for onboarding new hires. SOPs are an effective tool to supplement classroom and supervised training as workers can follow steps at their own pace when performing their duties.

Increases profitability

Following SOPs can help ensure consistent and high-quality delivery of products and services. It helps improve and maintain brand standards and customer satisfaction. This is important to ensure smooth business operations and overall profitability.

Ensures a healthy and safe environment

SOPs describe in detail how to safely perform work involving hazardous processes, materials, equipment, and conditions. These procedures help reinforce strict compliance with safety protocols to prevent unforeseen accidents and fatalities. Workers and auditors can use SOPs as checklists to ensure that correct work procedures are reinforced by outlining steps and procedures to meet and maintain regulatory standards like ISO certifications.

Key Components of an SOP

The structure of an SOP may vary depending on the industry or business need. However, a standard operating procedure should consist of the following key components:

Key Components of Standard Operating Procedures

Title Page

The title page is the first section of an SOP and should include the following information :

• SOP identification number

• Task SOP is being written for

• Date SOP was created

• Date SOP was finalized

• Date/s SOP was revised

• Names of people involved in writing SOP

• Department or group SOP applies to

• Table of Contents

Purpose

After stating the title of the SOP, this section will define the intent or main objective of your SOP. It should outline the problems and pain points, and then state a goal to address these problems.

Scope

This section describes the extent and coverage of your SOP in your organization. It outlines the boundaries of where the SOP will be used, the people who will be engaging with it or will be impacted, limitations, and expectations.

Responsibilities

This section specifies the employees or stakeholders involved in the processes stated. This should clarify who is accountable for each step of the process.

Procedure

This section describes operating procedures in detail to properly guide employees into completing a task according to company standards and safety regulations. It may include clarification of terminology, health and safety warnings, troubleshooting instructions, and other necessary or additional steps to complete a task. In formulating the procedures, it is important to also choose the appropriate format (e.g., step-by-step, hierarchical, flowchart/decision tree, etc.).

References

Include any relevant documents, manuals, regulations, or other sources of information that users may need to consult.

Approval Signatures

This is usually found on the last page or cover. For accountability, your SOP should be signed off by key personnel. Document the names and signatures of individuals responsible for approving the SOP, along with the dates of review and updates.

An SOP structure may be modified to suit your business operations. Usually, different industries come up with similar structures. Check out how various industries utilize SOP Examples.

Examples of SOP Format

SOP format is how the list of instructions are presented or structured. Some examples of SOP format are checklist, step-by-step, and hierarchical SOP format. There is only a slight difference between these three and to illustrate this, and to give you an idea of what standard operating procedures look like, the next section features an SOP example written in the step-by-step SOP format and in the hierarchical SOP format.

Using whichever SOP format depends on the amount of detail needed for each instruction. If the instruction is fairly straightforward and the team members are familiar with how to carry out the instructions, you can choose to go with the simpler step-by-step format. But if the instruction is complex or new to the team, then it would be better to incorporate the hierarchical format.

Note that while using only one SOP format can help in ensuring the uniformity of the SOP. It could be helpful to use both SOP formats in a single SOP, should the instructions be complex.

How to Prepare an SOP

Before writing an SOP, it’s necessary to ask and answer these important questions first:

• Why do you need to write the SOP?

• Who is the SOP for?

• Who can help you write the SOP?

• What is the SOP all about?

• Where will the SOP apply?

• When do you need to implement the SOP?

• What challenges do you expect to experience?

• What are the current blockers or obstacles to writing the SOP?

• What are possible future blockers or obstacles to SOP implementation?

• What else do you need to write the SOP?

Answering the questions above will help writing SOP much easier as it clarifies the objective for everyone who uses it. These questions also feature some logistical or organizational issues that might pop up in the future and for which it is better to be prepared. Afterwards, follow these simple steps to finally prepare your SOP :

1. Assemble Your Team

2. Fine-tune the Details

3. Define Success

4. Gather Information

5. Write SOP

6. Review SOP Thoroughly

7. See the SOP in Action

8. Reevaluate, Edit, and Improve

9. Plan for Implementation

10. Continuously Review SOP

Learn more about writing an SOP in this step-by-step guide.