www wikihow com write a standard operating procedure

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1 Choose your format. There is no right or wrong way to write an SOP. However, your company probably has a number of SOPs you can refer to for formatting guidelines, ' -

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. , .

not, you have a few options:

A simple steps format. This is for routine procedures that are short, have few

possible outcomes, and are fairly to the point. Apart from the necessary

documentation and safety guidelines, i t'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 isusually a list of main steps all with substeps in a very particular order.

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.

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2 Consider your audience. There are three main factors to take into account beforewriting your SOP: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.

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.

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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.

Consider your knowledge. What it boils down to is this: Are you the best person to be



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writing this? Do you know what the process entails? How it could go wrong? How to

make it safe? If not, you may be better off handing it over to someone else. A poorly-written --

or, what's more, inaccurate -- SOP will not only reduce productivity and lead to organizational

failures, but it can also be unsafe and have adverse impacts on anything from your team to the

environment. In short, it's not a risk you should take.

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.



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4 Decide between a short or long-form SOP. If you're writing or updating an SOP for agroup of individuals that are familiar with protocol, terminology, etc., and just wouldbenefit from a short and snappy SOP that's more like a checklist, you could just write it in short-

form.

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.



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5 Keep your SOP purpose in mind. What's obvious is that you have a procedure withinyour organization that keeps on getting repeated over and over and over. But is there a

specific reason why this SOP is particularly useful? Does it need to stress safety? Compliance

measures? Is it used for training or on a day-to-day basis? Here are a few reasons why your

SOP is necessary to the success of your team:

To ensure compliance standards are met



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1 Cover the necessary material. In general, technical SOPs will consist of four elementsapart from the procedure itself: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.



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Quality Assurance/Quality Control . A procedure is not a good procedure if it

cannot be checked. Have the necessary materials and detai ls 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 ci ted 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.



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2 For the procedure itself, make sure you cover the following:Scope and applicability. In other words, describe the purpose of the process, itslimits, 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



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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 couldgo 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 speci fy other aspects that require attention.



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3 Make your writing concise and easy to read. Odds are your audience isn't choosingto read this for fun. You want to keep i t short and clear -- otherwise their attention willstray or they'll find the document formidable and hard to grasp. In general, keep your sentences

as short as possible.

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: Remove all dust from air shafts before use.

In general, don't use "you." It should be implied. Speak in the active voice and start



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your sentences with command verbs.

4 If necessary, interview the personnel involved in the process on how theyexecute the task. The last thing you want to do is write an SOP that is just plain

inaccurate. You're compromising the safety of your team, their efficacy, their time, and you're

taking an established process and not paying it any mind -- something your teammates may

find a little offensive If you need to ask questions! You want to get this right



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find a little offensive. If you need to, ask questions! You want to get this right.

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.

Break up large chunks of text with diagrams and flowcharts. If you have a step or

two that are particularly intimidating make it easy on your readers with some sort of chart



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two that are particularly intimidating, make i t easy on your readers with some sort of chart

or diagram. It makes it easier to read and gives the mind a brief hiatus from trying to make

sense of it all. And it'll be appear more complete and well-written for you.

Don't include these just to bulk up your SOP; only do this if necessary or if trying to

bridge a language gap.

6 Make sure each page has control document notation.Your SOP is probably one of



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6 Make sure each page has control document notation. Your SOP is probably one of many SOPS -- because of this, hopefully your organization has some type of larger

database cataloguing everything within a certain reference system. Your SOP is part of this

reference system, and therefore needs some type of code in order to be found. That's where

the notation comes in.

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.

Part

3 Ensuring Success and Accuracy

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1Test the procedure. If you don't want to test your procedure, you probably haven't

written it well enough. Have someone with a limited knowledge of the process (or a

person representative of the normal reader) use your SOP to guide them. What issues did they

run across? If any, address them and make the necessary improvements.

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



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work, thus defeating the purpose.

2 Have the SOP reviewed by those who actually do the procedure. At the end of theday, it doesn't really matter what your bosses think of the SOP. It's those who actually do

the work that it matters to. So before you submit your work to the higher ups, show your stuff to

those that'll be doing (or that do) the job. What do they think?

Allowing them to get involved and feel like they're part of the process will make them



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more likely to accept this SOP you're working on. And they'll inevitably have some

great ideas!

3 Have the SOP reviewed by your advisors and the Quality Assurance team. Oncethe team gives you the go ahead, send it to your advisors. They'll probably have less

input on the actual content itself, but they'll let you know if it meets formatting requirements, if



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there's anything you missed, and the protocol for making it all official and input into the system.

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.



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4Once approved, start implementing your SOP. This may involve executing a formal

training for the affect personnel (e.g. classroom training, computer-based training, etc.)

or it may mean your paper is hung up in the bathroom. Whatever it is, get your work out there!

You worked for it. Time for recognition!

Be sure your SOP remains current. If it ever gets outdated, update i t, get the updates

re-approved and documented, and redistribute the SOP as necessary. Your team's

safety, productivity, and success matter on it.

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Use simple English to explain the steps.

Remember to involve the stakeholders whenever possible, so that the documented process is the

actual process.

Ensure document history is documented for every version change.

Check if an old version of the SOP exists before you write yours. You may just be able to make a

few quick changes. Make sure you still document them, though!

Use flowcharts and pictorial representations so that the reader is clear about the process.

Check for clari ty. Make sure there aren't multiple interpretations. Show the procedure to someone

unfamiliar with the process and have them tell you what they think it says; you may be surprised.

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Categories: Official Writing and Complaints

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Español: redactar un procedimiento de operaciones estándar , Italiano: Scrivere una Procedura

Operativa Standard, Français: rédiger une procédure opérationnelle permanente,中文:编写标准

作业程序, Português: Escrever um Procedimento Operacional Padrão, Русский: написать

стандартную типовую инструкцию, Bahasa Indonesia: Menulis Prosedur Operasi

Standar , Deutsch: Einen standardisierten Arbeitsablauf erstellen

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