Best 10 Tips On How To Write SOP? – CourseMentor

In this blog, we will discuss on how to write SOP. So, let’s get started.

Many years ago, I was assigned to write a process paper in a college English class. 

The teacher said we had to describe a procedure or skill that others might not be familiar with. 

Using detailed explanations and step-by-step techniques, I chose to write about programming a simple four-beat pattern into a Roland TR-505 drum machine.

A few years later, I was asked to establish a standard operating procedure (SOP) for giving release notes with software product releases. 

That seemed simple enough—all I had to do was rewrite some clear explanations and step-by-step methods.

Wrong.

I quickly realised that writing an SOP document entails more than simply writing a process.

What is an SOP?

The full form of SOP is Standard Operating Procedure. 

An SOP is one of the first things I look for when automating a business process. 

IBM defines an SOP as “a set of instructions that specifies all the relevant steps and activities of a process or procedure.” 

Organizations must know what is required to complete specific tasks or procedures, and an SOP provides that advice.

An SOP lays out the tasks and roles that must be completed to achieve a policy goal. 

This removes the dependency on a single person to complete a task or a collection of related tasks. 

To identify what steps are required, anyone can consult a single SOP or a series of related SOPs.

When used properly, an SOP describes the implementation of a corporate policy. This includes:

• Regulatory policies, corporate standards, or industry best – practices are all policies that must be followed.
• Mapping the relevant policy, standards, and practice to a detailed, step-by-step action plan.
• Defining the process’s objectives and breaking them down into individual steps to achieve those objectives.
• Assigning roles to those in charge of carrying out each step.

Why are SOPs important?

Standard operating procedures (SOPs) must communicate your company’s processes to standardise operations and maintain profitability, quality, and efficiency. 

These guides can be used for various purposes, including imposing a set of rules, defining roles and relationships, preventing the loss of key personnel, ensuring compliance, and more.

Their primary responsibility is to ensure that their employees perform their duties correctly. 

Manuals should explain how to do things in clearly defined steps, and each process should have its own SOP.

The process for writing an SOP

The process for writing an SOP is different for each organization. It’s essential to find a drafting method that works for your team. Rather than being overwhelmed by the prospect of this process, use this advice and processes to create a strategy. Trust your system to help create a successful SOP that your team can use once you’ve created a detailed strategy and system.

Of course, there are a few things to keep in mind before beginning to write your SOP:

• First and foremost, ensure that your SOP is simple to read, understand, and use. Otherwise, it will not be used and so will not be effective.
• Make your standard operating procedure (SOP) actionable. Your audience should understand exactly what activities they need to complete the task or achieve the goal.
• Make your standard operating procedure (SOP) specific and measurable. This will allow you to assess the effectiveness of a procedure while making necessary adjustments.

How To Write SOP?

Whatever business you’re in, you should have well-defined SOP documents to help your staff understand how to conduct routine tasks safely, by rules, and consistently, regardless of who completes the activity.

There is no formal document that will educate you on how to write SOP. 

However, there are several steps you may take to present your ideas and prepare the most efficient route to standardizing your procedures.

Begin with the end in mind

Define what the end goal is for the SOP you’re writing.

If you’re producing a paper about how to close a restaurant each night, for example, the purpose is to protect the building until the prep team arrives in the morning.

This step does not include cleaning the floors or arming the alarm systems. 

All you have to do now is figure out what the procedure will accomplish.

Every company has processes and procedures that are followed daily, weekly, and monthly. 

Ask yourself if an SOP document is required for each of your goals as you define them. 

Alternatively, investigate if an SOP has already been produced to achieve the aim, and if so, analyse it and seek ways to improve it.

Consider if there is a clear reason why this aim requires a standard operating procedure document.

It’s much easier to draught an outline and specify the elements of your SOP once you know what you want it to do. It is the first tip on how to write SOP.

Choose a format

It’s likely that your organisation already has some standard operating procedures (SOPs) in place for other procedures. 

Those documents can be used as templates for chosen formatting requirements.

Try one of these ideas if you don’t have any documents to use as a reference:

A simple steps format: This format is best for routine procedures that are quick and simple to follow. This type of format is typically a simple numbered or bulleted list with short, simple sentences that are obvious and easy to follow, in addition to safety standards and other mandatory documents.

A hierarchical steps format: You might want to utilise the structure of the hierarchical steps if your procedures have a lot of steps with certain decisions. A list of specific substeps frequently follows a bulleted or numbered list of direct actions.

A flowchart format: To map out and plan procedures with numerous possible outcomes, you might want to use a flowchart. When the results aren’t always predictable, this is a good option. It is the second tip on how to write SOP.

Ask for input

Get the team and ask them how they think the job should be done. Because these are the people you’ll be asked to follow the SOP, you’ll want to make sure it makes sense to them and that all-important responsibility are included.

There will be several draughts and reviews; ensure that your team is invited to examine the draughts so that they can offer additional suggestions. It is the third tip on how to write SOP.

Clearly define steps and roles

The SOP should include explicit procedures to give the reader clear direction. 

Each stage should also include a description of who is responsible for completing it. 

What needs to be done is made plain by explicit, actionable steps. 

Assigning each task to a responsible party clarifies who is responsible for the effort.

Furthermore, it is critical to specify the role(s) responsible for avoiding instances wherein individuals believe someone else is in charge of a task. 

The SOP should always describe what has to be done and who should do it. It is the fourth tip on how to write SOP.

Test your SOP

Test the SOP after it has been written but before it is implemented to confirm that it is correct and usable. 

Have other team members test it as well. 

This will assist you in identifying and resolving any issues before putting the plan into action.

Review regularly

Over time, policies and procedures change. 

The IT industry is always changing. 

The SOP may be unclear or incorrect. 

How can you keep your SOPs from getting outdated?

SOPs should be updated as changes occur, and they should be regularly checked for clarity and accuracy. 

When I automate an existing process for a customer, we frequently find ways to improve it. 

When a process is discussed and reviewed, it is common to uncover redundant or obsolete steps and can be simplified.

Schedule a review of the SOP every 6 to 12 months at the very least. 

Using your specified and measurable goals, you’ll be able to detect and update any obsolete portions, ensuring that the SOP remains relevant and helpful to those who use it. It is the sixth tip on how to write SOP.

Identify the structure of your SOPs

In a major company, your standard operating procedure will be organised as a formal report, including a title page and relevant reference materials, a list of chapters, and the process itself.

Your SOPs are likely to be far less formal in a small business. Choose a logical structure and stick to it for all of your SOPs.

Here’s a list of example structures:

• Neatly formatted narrative
• Step-by-step bulleted or numbered lists
• Tables
• Step-by-step photos
• Step-by-step graphics
• Flowcharts
• One-page graphics
• Checklists

For quick reference, frontline workers may prefer step-by-step lists with photographs and graphics, whereas legal and management may prefer more information and clearly formatted pages of text. It is the seventh tip on how to write SOP.

Discover your purpose

As you create your standard operating procedures, consider what you want to achieve. If they’re brand new, you’re attempting to create functional systems. 

If you want them to work properly, you’ll need to make sure that the processes’ priorities align with the company’s.

If your SOPs are designed to describe existing workflows and processes, you must evaluate your pain points. 

If your current procedures fail you, you must determine what you can do to improve them. 

The existing method may be excessively slow or produce a product of insufficient quality.

You’ll need to produce a detailed process description of the tasks involved and double-check that the requirements are followed each time the activity is completed. It is the eighth tip on how to write SOP.

Bring together the relevant stakeholders

SOPs should not be written in a vacuum. 

If you’re developing them to document specific workflows, tasks, or processes, make sure you interact with the people already in charge of carrying them out.

If you manage a team that already works on the tasks you want to document daily, you should learn from them and include their best practices into your SOPs. 

Collaboratively developing your processes adds more knowledge and scrutiny to the task and gives those who follow your SOPs a greater sense of ownership. It is the ninth tip on how to write SOP.

Assess potential problems in your process

After you’ve put down your procedure, figure out where things are most likely to go wrong. 

When performing your SOP, where are you most likely to fail?

You can perform the calculations to determine if your SOP works properly if you’re using it to document a manufacturing process. 

Perhaps your process gives a high output level in terms of production but has issues with distribution? 

Every company is unique, and problems are likely to arise in unexpected ways. It is the tenth tip on how to write SOP.

Conclusion (How To Write SOP)

Take the time to carefully research and test your SOPs before releasing them to the rest of the company. 

Create your SOPs collaboratively to make the most of your staff’ knowledge and insight into your processes.

Keep your SOPs up to date to ensure that they remain the single source of truth for your company’s operations. 

Promote your SOPs as processes for your employees to follow on a regular basis, and solicit feedback to help them improve.

Also, read– How to Study Abroad for Free or with Less Money? 

How To Write SOP FAQs