How To Write a Standard Operating Procedure (SOP)?
In order for businesses to grow and continue their success, they need to have a standard operating process. The most effective method to use at this point is the standard communication procedure. In this way, you can ensure consistency and order between processes. However, preparing an SOP is a detailed process, more than just a piece of paper.
You should pay attention to every step in the preparation process and do it in an understandable way.
What is a standard operating procedure?
SOP, which stands for standard operating procedure, is a guide used to set up routine tasks for employees. SOP is seen as the backbone of operating processes and provides a clear roadmap. The main purpose of preparing SOP is to help routine work be carried out systematically and efficiently. It allows operating processes to be managed in a uniform manner by providing clear instructions.
SOPs can be used in many areas such as education, production, health, and technology. As they are used in more than one area, there is no uniform template. The criteria and the tasks to be included vary from business to business.
Benefits of standard operating procedures
Standard Operating Procedures are a fundamental tool for the successful management of a business’s processes. Therefore, this tool provides many advantages. These advantages can be listed as follows:
- SOPs create standardized methods for performing tasks, which results in consistent results and increased efficiency.
- It can be used to train new team members. Every time a new person joins the team, SOPs are used and how the process works is taught in an effortless way.
- SOP documents contain valuable information about health and workplace safety. In this way, new team members can be informed more easily in workplaces such as restaurants, factories, or warehouses. In addition, it ensures the security of customer data with the instructions it contains.
- Using SOP allows businesses to perform tasks in the same routine, therefore the result is the same in every task process and high-quality standards are achieved.
- All businesses have legal regulations and responsibilities. Failure to comply with these will create problems for them. SOP documents regulate the processes and prevent the risk of non-compliance and related penalties.
Formats for standard operating procedures
Standard Operating Procedures (SOP) are used to ensure organization and efficiency within a business. Therefore, the formats chosen are important. There are three main formats: Checklist, Flowchart, and Hierarchical. Let’s take a closer look at these formats:
- Checklist
The most commonly used format is the checklist. It is preferred for completing simple tasks and tasks that are not repeated frequently. It is especially used when the order of operations is not important. Moreover, it allows team members to track progress and not to miss steps.
One of the reasons why this format is preferred is that it provides flexibility to employees. The flexibility provided in this format is the change in the order of operations. Team members can start tasks in any order they want. As long as the tasks are completed, the order does not matter.
- Flowchart
Flowcharts are preferred for processes with multiple decision points and possible outcomes. This format can be used to create a representative visual of workflows. The focus of the format is the order of operations. It is often preferred in processes such as product returns and customer service. As this format shows each step and path in order, even complex procedures can be simplified.
This format is one of the most educational formats. It helps novice team members understand and perform complex procedures.
- Hierarchical
Finally, there is the hierarchical SOP format. The most important purpose of using this format is to indicate which steps are most essential. When there are processes that require detailed instructions, it is useful to use a hierarchical format. This structure lists the steps that must be followed during the process from the main step to the sub-steps.
This order provides comprehensive guidance and provides clarity. Additionally, it involves multiple layers. Therefore, it may be possible for the process to proceed more simply and effectively.
How to write a standard operating procedure
Creating a Standard Operating Procedure (SOP) is a challenging and tedious process. There are 6 steps you can follow in the creation process. These steps are:
- Define your objectives
In the first stage, it is necessary to determine the purpose of the SOP to be used. This stage forms the basis of the SOP document. In this way, you will have a clearer and more efficient document. In the initial stage, criteria such as the purpose of preparing this document, its benefits, the tasks it contains, and its sectoral compatibility should be taken into consideration.
- Understand your audience
Another step is determining your target audience. When creating SOP documents, it is essential to understand the target audience. Whether your target audience is new employees or other people, then consider your target audience’s level of expertise, specific needs, and mastery of the process.
- Select your format
After determining your goals and target audience, you should determine the SOP format by taking these into consideration. You should choose one of the checklists, flowcharts, and hierarchical formats.
- Choose your template
Use a template that is consistent with your chosen format and goals. Using a template will simplify the SOP preparation process. Templates have a consistent structure, making it easy to follow and maintain the SOP.
- Draft the SOP
Then, prepare a draft SOP by considering the previous steps. Make sure that each step of your draft is detailed and clear. Include the necessary resources, documents, and relevant measures in your draft. Diagrams or screenshots can be used at this stage.
- Solicit and implement feedback
Before you finish creating an SOP, get feedback from the people who will use it. Their feedback can be used to improve any uncertainties.
Standard operating procedure FAQ
How should an SOP be structured?
Before you begin structuring the SOP, it should be clear and logical, guiding the user step by step through the process. The target audience and list of responsible people should be added at the beginning. Then, the purpose and format can be added.
What are the uses of SOPs?
SOPs are versatile tools that can be used in a variety of industries. They are used to make repetitive work cycles more understandable and easier.
What are the main components of an SOP?
The components of an SOP may vary for each business, but it includes basic elements such as title, goal, responsibilities, process details, instructions, date, and tools.
