Standard Operating Procedures: Definition and How to Write Them

Companies regularly carry out tasks or processes as part of their routines to ensure consistency and efficiency in their operations.

Therefore, it is appropriate to establish quality standard operating procedures (SOPs) that clearly outline the necessary steps and guidelines to carry out these tasks.

In this blog, we’ll explore why standard operating procedures are important and how to create, implement, and maintain them effectively.

What are standard operating procedures?

Standard operating procedures are a set of instructions that outline how a routine task or process should be done within an organization.

It’s like a recipe for regularly getting the desired outcome, such as producing a widget, handling customer service experience inquiries, or following safety regulations.

The procedures can be employed in various areas, including employee training manuals, performance reviews, and checklists of safety procedures.

A well-written standard operating procedure defines routine workflows and tasks, leading to consistent and efficient organizational operations.

Common standard operating procedure formats

There are a few different formats to choose from when developing a well-structured SOP document.

The checklist format

This method usually consists of an established set of steps listed in an order users must follow. For this case, you can utilize certain business process automation (BPA) technologies.

You can easily modify and update checklists as procedures evolve or new information becomes available. Their simplicity makes them easy to change.

Hierarchical format

Hierarchical standard operating procedures offer detailed guidance at each step of a process, including substeps that can be labeled like 2a, 2b, 2c, etc.

They are utilized when additional instructions are necessary for completing a particular task, such as logging in with a username and password.

This approach simplifies complex procedures with many elaborate steps by breaking them into smaller, more manageable components. As a result, it’s easier for employees to follow and execute specific job instructions.

Flowchart or diagram format

Flowcharts and diagrams are frequently used in standard operating procedures to illustrate logical stages with if-than branches, such as escalated issues or directing leads from signup to profits.

Video format

A video procedure uses video footage to show how to complete a specific task or process. For example, video standard operating procedures are a great tool for training new employees, allowing them to see how tasks should be performed.

They are particularly helpful for processes that require specific physical movement or involve components, actions, or results difficult to describe in words.

Key components of a standard operating procedure

For an SOP to be effective, there are some general components besides the actual instructions it should include:

• The title of the procedure
• The most recent modification date
• Process summary
• Document ID number
• Description of the most recent change (if applicable)
• Reviews and approval

Here is an example of an SOP structure for drafting a blog:

How to write an effective standard operating procedure

A few essential measures must be taken while writing an standard operating procedures to guarantee that it is thorough, straightforward, and valuable.

Define the scope and the purpose of the document

Clearly state the purpose of the standard operating procedure . Define the who, what, and when of the procedure. This helps focus your efforts.

State the scope of the document to specify its boundaries, including the processes it covers and to whom it applies.

Collect information from the experts

When gathering information, consult experts and work with employees who regularly perform the task to obtain as much detailed insight as possible.

Usually, a standard operating procedure document is created to streamline existing work processes.

Once you have collected all the information, figuring out how to organize it will be easier.

Find the target audience

Who will be using this document? Consider all the potential people who will need to use these procedures.

Keep in mind that your audience might have different levels of skills and expertise, for example if the document is used to train new hires.

If employees in multiple departments will need to use the standard operating procedure, make sure to use language that can be generally understood, avoiding jargon.

Select the appropriate format

Choose the format that works best for the activity. In most circumstances, the procedure will be either checklist-based or in a text document (Google Docs, Microsoft Word).

As you begin writing, decide whether the instructions require simple steps, hierarchical steps, or a flowchart format.

Draft the document

State the specific task you’ll document and its purpose. Then, break down the entire process into clear, numbered steps that are easy to understand and follow.

To enhance clarity, consider including diagrams or visuals for complex steps.

 Proofread, edit, review, and test the document

A well-written standard operating procedure requires thorough proofreading, testing, and revision, with effective team input:

1. First, seek review from colleagues familiar with the procedure to correct any obvious technical errors in the document
2. Have the document edited for grammar and punctuation to ensure linguistic clarity
3. Share the document with employees less familiar with the procedure to test whether it can be followed easily and accurately. Elicit questions to ensure that the language used is simple, easily understood, and can be successfully implemented
4. Revise accordingly and repeat step 3 until satisfied
5. Seek approval from all concerned leads and managers

Sample of a standard operating procedure template:

Once this is achieved, the standard operating procedure will be ready for use.

Publish the document after approval

Once you get the approval, publish the final standard operating procedure document in an internal knowledge base for easy accessibility by the employees.

Make sure relevant employees know it’s there.

Use analytics to evaluate the documentation

It’s best for businesses to track how the standard operating procedures have been used and modified.

After putting a lot of work into creating this type of document, you may discover via a tracking tool that the document is not being accessed.

What a waste of time and effort. It could be that you failed to announce its publication or put it in a location difficult to access. Now that you know, you can remedy this.

You should also obtain employee feedback on whether the documentation is easy to follow or if they still get stuck while performing the activity.

The information provided will help you adjust and improve.

Benefits of standard operating procedure documents

Standard operating procedures offer numerous advantages to organizations. Here are some key benefits to consider when having a well-structured one:

• Streamlines operations within an organization: These steps provide clear instructions for task execution, reducing confusion and errors.
• Provides training materials: Creating clear standard operating procedures can streamline employee onboarding and speed up training, ensuring all staff follow the same protocols.
• Decreases errors: Such operating procedures provide guidelines to ensure employees know how to perform common tasks without asking for help or needing to track down incomplete references. This prevents guesswork and incorrect or outdated information from being used.
• Enhances organization’s efficiency and effectiveness: Robust standard operating procedures provide guidelines that help streamline operations, ensure consistency, and reduce confusion in your organization.
• Ensures compliance with regulations and industry standards: They outline the correct procedures for activities, including ensuring employees adhere to laws and regulations for tasks that require such measures.
• Maintains organization’s information: Keeping these procedures in repositories like knowledge base software safeguards an organization’s knowledge during workforce changes and ensures seamless internal customer service and client support.

What are the challenges involved in developing SOPs?

To build comprehensive and useful standard operating procedures, several obstacles need to be resolved.

Accessibility, visibility, and centralization of information

Without accessibility and visibility, team members may return to outdated practices, defeating the purpose of creating the procedures.

Pro tip: Implement a centralized online repository, communicate updates regularly, and ensure real-time access to the latest standard operating procedure documents for all employees.

Outdated content

It is a continuous challenge to ensure that these procedures remain relevant and up-to-date during changing processes, technologies, and regulations.

Pro tip: Regularly review and update the documents. Identify necessary changes to reflect current best practices and regulatory requirements.

Clear and understandable language

Drafting a standard operating procedure template that is easily understood by all relevant employees can be difficult when they have diverse specialties and technical skills.

Pro tips: Include visual aids like diagrams, flowcharts, and images to make the document easier to understand. Avoid jargon.

Ensuring completeness and accuracy

Accurately capturing all necessary steps and details can be challenging, particularly for complex processes. Omission of an important step may result in inaccuracies and errors.

Pro tips: Work with other experts who regularly complete the tasks. Conduct tests to pinpoint and rectify gaps or mistakes.

How the BoldDesk knowledge base can help with your SOPs

By utilizing the BoldDesk’s knowledge base features, companies can efficiently manage their standard operating procedures, guaranteeing that all employees can easily access, maintain, and benefit from using them.

This help desk software improves organizations’ operating efficiency while encouraging uniformity, compliance, and ongoing development. Standard operating procedures can be managed with the help of a BoldDesk knowledge base in several ways:

• Centralized storage: All standard operating procedures can be stored in a central, cloud-based location for remote and on-site employees to access easily.
• Version control: The knowledge base keeps track of changes to standard operating procedure documents, so those in charge of keeping them updated always know when the most recent revisions were made. They can easily see which documents may be outdated.
• Search functionality: A BoldDesk knowledge base software uses advanced search features, making it easier for users to locate specific standard operating procedure documents quickly. The documents can be tagged with keywords to make this easier.

Create effective standard operating procedures for your organization

Standard operating procedures ensure consistency and quality across operations, enhance productivity, improve safety, and facilitate compliance with regulatory requirements.

By clearly outlining the steps necessary to complete tasks, standard operating procedures provide employees with a reliable framework that reduces errors and confusion, ultimately leading to more streamlined processes and better overall outcomes.

Book a 30-minute live demo with BoldDesk developers to see how its knowledge base software can help you create and maintain better standard operating procedures for your support teams. Contact us if you have any questions or sign up for a 15-day free trial to test out BoldDesk’s features for yourself.

Feel free to leave your suggestions in the comments section below.

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