Article - HDI: So, You Want to Write an SOP?

An SOP (Standard Operating Procedure) is a documented procedute that describes the activites neccessary to complete a task. The 3 parts to an SOP manual include:

• Policy: Answers the "Why". It provides a general guide
• SOP: Answers the "What, When and Why". This goes into details about what needs to be done, when it should be done and why it needs to be done.
• Work Instructions: Answers the "How". This provides a step-by-step direction on how to handle a task.

Why SOPs? Challenges of writing SOPs

SOPs provide an actionable policy that can be enforces to ensure that a company is achieving its mission, vision and goals. One challenges that that there are no rules governing how to write and SOP. One style may not necessarily work for all companies. The other challenge is that SOPs need to be maintained. As the business changes, so do the SOPs otherwise they become outdated and irrelevant.

Basic Considerations for SOPs

• Readable: SOPs should be formated in such a manner that it is easy to follow along. Just like reading a book .
• Consumable: Using a template or predefined format make it easy to read
• Understandable: Use simple terms and remain focused and to the point
• Actionable: Clearly and succinctly describe what needs to be done
• Measurable: Activities should be specific and measurable.

A Plan for Writing an SOP

• Draw a simple flowchart to map the activities of the procedure from beginning to end
• Combine any closely related tops into a single activity
• Balance the number of activites in an SOP. About 5-7 steps is sufficient to provide enough depth without being overwhelming
• Revise the actual number of steps and the position of each step if needed.
• Write a brief opening overview paragraph that briefly describes the topic of the SOP, inputs, output, expected results, and involved roles

Five Guiding Principles

• Keep it simple
• SOPs must be portable
• Flowchart and diagrams tell a story
• Consitency counts
• Its all about the audience.