Home Standard Operating Procedure: What is an SOP? How To Write an SOP?
Standard Operating Procedure: What is an SOP? How To Write an SOP?
Learn what standard operating procedures mean and how to write targeted SOPs for your organizations with this guide.
No organization, no company, no task - big or small - can work without a prior plan. Plans like these offer baseline knowledge on how to carry out operations. They help standardize things within an organization and ensure consistency. In official terms, we refer to them as standard operating procedures, or SOPs or short. SOPs are literally what run things around. Let's have a deeper look into what they are and how you can design your own.
see also: 30 Best Corporate Training Companies in 2022.
To simply put it, these are a sort of step-by-step instructional guide that enable people to carry out tasks. Moreover, they help provide base knowledge for hiring, onboarding, day-to-day official management, office protocols, etc. However, they are not like every other guide or business process. Certain features make them special:
Why go through all the hassle of designing a to-do managerial document? Well, just saying that it makes things easier is not enough. Here are key advantages in favor of developing standard operating procedures for your organization.
Hopefully, these reasons were enough to convince you of the necessity of having workplace standard operating procedures. Now let's look into the very process of developing and designing them.
It can be a daunting task for someone new to this. Where to begin, how to proceed, what to focus on, etc. There are just so many elements to keep in mind. Also, the responsibility of drafting such a document is huge. One minor setback and you mess up the very operations of the organization.
Here are some standard formats for drafting SOPs. These are sure to help both rookie and expert managers with the task.
There are three major formatting ways:
Now to get down to business! Sadly, there is no one-size-fits-all formula for this. Since writing as a process differs from person to person and from purpose to purpose. However, as a sort of guide, this section offers a four-step structure for writing a standard operating procedure.
Yes, it sounds a little strange, suggesting to begin writing with action. What I mean to say is that start with what you already have on your hands - or agenda. Take a look at the tasks you are already doing or have been doing. It is important to be confident about them. You can not just choose any tasks but ones you feel like you have somewhat mastered.
Begin then by outlining these tasks and breaking them down as instructions for someone else. Here your focus should be to enable the other person to do the task as you do but via writing alone.
Before you begin noting down the steps for SOPs, keep in mind what sort of tasks are you targeting, who are the taskers, where do you intend to carry them out, and when. These will help you be more specific. Furthermore, make sure to explain all the technical bits. These procedures move between departments and often people from differing departments do not understand even the simpler terms from other departments. So use simple language to avoid confusion.
You can even include visuals where necessary. For instance, you can include some video tutorials or add pictures for a better explanation of things. Before final drafting, ask people from other departments if they can understand the points and interpret them in the same way as you do. If they do not, then you will have to revise things.
Once you are done with the writing part, your task is to share it with others and determine if the SOPs achieve the desired outcomes. For this, seek someone completely unfamiliar with the task and ask them to carry the task according to the given instructions. Take notes where they struggle and need help and use them to later fill in the gaps.
One important thing to understand is that standard operating procedures are not rigid. They are specific, yes but they are also adaptive. The goal is not to keep the SOPs standardized but the actual company operations standardized for greater optimization - that is the intrinsic goal.
Since standards also change over time, make sure to review and renew your procedures over time to meet the new standards. You can even make this a rotational responsibility by involving more members of the team. Whenever someone comes across something new and there is a need to modify things, they can contribute to the editing process. Keeping things fresh and collaborative.
A standard operating procedure is an integral component of workplace operations. It acts as a bible of sorts for your organization, giving direction to people on how to achieve the tasks. So make sure to give it the due attention it deserves. For your further assistance, here is a good resource of template samples for designing SOPs from TemplateLab. Check them out and get started!
Competency vs Capability: Which Holds More Weight in the Workplace?
Competency vs Capability: Discover the key differences, importance, and impact of competency and capability in the workplace for optimizing talent and achieving business success.
98+ Employee Training Statistics That Will Blow Your Mind in 2025
Discover the latest trends and insights in employee training and development with our comprehensive list of the 90 best employee training statistics for 2025.
OKR Training Playbook: Proven Strategies for Goal Achievement
Discover the power of OKR training to align goals, foster accountability, and drive lasting success. Learn strategies to set measurable objectives and achieve impactful results.
Corporate Training: How to Apply Cohort-based Learning?
From major organizations to small businesses, every corporation makes use of corporate training. Be it for employee onboarding or for compulsory compliance training, corporate training is the need of the hour if one wishes to grow their business...
Continuous Learning in the Workplace: What are its Benefits?
Continuous learning in the workplace is the ultimate investment. It ensures the growth of both company and employees simultaneously.
120+ Best Employee Evaluation Comments Examples for Constructive Feedback
Explore our collection of over 100 practical employee evaluation comments examples. Enhance your performance reviews with our comprehensive guide, offering effective tips for constructive feedback.