A simple steps format. This is for routine procedures that are short, have few possible outcomes, and are fair to the point. Apart from the necessary documentation and safety guidelines, it’s really just a bullet list of simple sentences telling the reader what to do. A hierarchical steps format. This is usually for long procedures – ones with more than ten steps, involving a few decisions to make, clarification and terminology. This is usually a list of main steps all with substeps in a very particular order. [2] X Research source A flowchart format. If the procedure is more like a map with an almost infinite number of possible outcomes, a flowchart may be your best bet. This is the format you should opt for when results aren’t always predictable. [3] X Trustworthy Source Penn State Extension Educational organization dedicated to delivering science-based information to people, businesses, and communities Go to source
Your audience’s prior knowledge. Are they familiar with your organization and its procedures? Do they know the terminology? Your language needs to match the knowledge and investment of the reader. [4] X Research source Your audience’s language abilities. Is there any chance people who don’t speak your language will be “reading” your SOP? If this is an issue, it’s a good idea to include lots of annotated pictures and diagrams. The size of your audience. If multiple people at once are reading your SOP (those in different roles), you should format the document more like a conversation in a play: user 1 completes an action, followed by user 2, and so on and so forth. That way, each reader can see how he or she is an integral cog in the well-oiled machine.
If this is a project you’ve been assigned that you feel compelled (or obligated) to complete, don’t shy away from asking those who complete the procedure on a daily basis for help. Conducting interviews is a normal part of any SOP-creating process.
Apart from basic purpose and relevant information (date, author, ID#, etc. ), it’s really just a short list of steps. When no details or clarification are needed, this is the way to go.
To ensure compliance standards are met To maximize production requirements To ensure the procedure has no adverse impact on environment To ensure safety To ensure everything goes according to schedule To prevent failures in manufacturing To be used as training document If you know what your SOP should emphasize, it’ll be easier to structure your writing around those points. It’s also easier to see just how important your SOP is.
Title page. This includes 1) the title of the procedure, 2) an SOP identification number, 3) date of issue or revision, 4) the name of the agency/division/branch the SOP applies to, and 5) the signatures of those who prepared and approved of the SOP. This can be formatted however you like, as long as the information is clear. Table of Contents. This is only necessary if your SOP is quite long, allowing for ease of reference. A simple standard outline is what you’d find here. Quality Assurance/Quality Control. A procedure is not a good procedure if it cannot be checked. Have the necessary materials and details provided so the reader can make sure they’ve obtained the desired results. This may or may not include other documents, like performance evaluation samples. Reference. Be sure to list all cited or significant references. If you reference other SOPs, be sure to attach the necessary information in the appendix. Your organization may have different protocol than this. If there are already preexisting SOPs you can refer to, abandon this structure and adhere to what’s already in place.
Scope and applicability. In other words, describe the purpose of the process, its limits, and how it’s used. Include standards, regulatory requirements, roles and responsibilities, and inputs and outputs. Methodology and procedures. The meat of the issue – list all the steps with necessary details, including what equipment needed. Cover sequential procedures and decision factors. Address the “what ifs” and the possible interferences or safety considerations. Clarification of terminology. Identify acronyms, abbreviations, and all phrases that aren’t in common parlance. Health and safety warnings. To be listed in its own section and alongside the steps where it is an issue. Do not gloss over this section. Equipment and supplies. Complete list of what is needed and when, where to find equipment, standards of equipment, etc. Cautions and interferences. Basically, a troubleshooting section. Cover what could go wrong, what to look out for, and what may interfere with the final, ideal product. Give each of these topics their own section (usually denoted by numbers or letters) to keep your SOP from being wordy and confusing and to allow for easy reference. This is by no means an exhaustive list; this is just the tip of the procedural iceberg. Your organization may specify other aspects that require attention.
Give each of these topics their own section (usually denoted by numbers or letters) to keep your SOP from being wordy and confusing and to allow for easy reference. This is by no means an exhaustive list; this is just the tip of the procedural iceberg. Your organization may specify other aspects that require attention.
Here’s a bad example: Make sure that you clean out all of the dust from the air shafts before you begin using them. Here’s a good example: Vacuum all dust from air shafts before use. In general, don’t use “you. " It should be implied. Speak in the active voice and start your sentences with command verbs.
Of course, if you don’t know, ask multiple sources, covering all roles and responsibilities. One team member may not follow standard operating procedure or another may only be involved in a portion of the deed.
Don’t include these just to bulk up your SOP; only do this if necessary or if trying to bridge a language gap.
Each page should have a short title or ID #, a revision number, date, and “page # of #” in the upper right hand corner (for most formats). You may or may not need a footnote (or have these in the footnote), depending on your organization’s preferences. [8] X Research source
It’s best to have a handful of people test your SOP. Different individuals will have different issues, allowing for a wide variety of (hopefully useful) responses Be sure to test the procedure on someone who’s never done it before. Anyone with prior knowledge will be relying on their knowledge to get them through and not your work, thus defeating the purpose.
Allowing them to get involved and feel like they’re part of the process will make them more likely to accept this SOP you’re working on. And they’ll inevitably have some great ideas!
Route the SOP for approvals using document management systems to ensure audit trails of the approvals. This will vary from organization to organization. Basically, you want everything to meet guidelines and regulations. Signatures will be necessary and most organizations nowadays have no problem accepting electronic signatures.
Be sure your SOP remains current. If it ever gets outdated, update it, get the updates re-approved and documented, and redistribute the SOP as necessary. Your team’s safety, productivity, and success matter on it. [10] X Research source
