Standard Operating Procedure (SOP) is a document that consists of information on the steps to carry out a task. An existing SOP may just need to be modified and updated, or you may be in a scenario where you have to write from scratch. It may seem like a lot of work, but it's really just a very, very, "very" exhaustive list. See Step 1 to get started.
Step
Part 1 of 3: Creating Your SOP Format
Step 1. Choose your format
There is no right or wrong in writing SOPs. However, your company may have a number of SOPs that you can refer to as a guide for formatting, outlining the preferred way of carrying out a task. If this is your case, use an existing SOP as a template. If that's not the case, you have several options:
- Simple steps format. This is for a routine procedure that is short, has several possible outcomes, and is straight to the point. Apart from the necessary documentation and safety guidelines, this document is simply a list of simple sentences containing execution orders for the reader.
- Step-by-step format. This is generally for long procedures -- procedures that are more than ten steps, involving some decision making, clarification and terminology. This list is generally the main steps with sub-steps in a particular order.
- Flowchart format. If the procedure is more like a map with infinite possible outcomes, a flowchart may be your best bet. This is the format you should choose if the results are not always predictable.
Step 2. Consider your readers
There are three main factors to consider before writing your SOP:
- Your readers' prior knowledge. Are they familiar with your organization and its procedures? Do they know the terminology? Your language needs to match the reader's knowledge and investment.
- Your reader's language skills. Is there a chance that people who don't understand your language will "read" your SOP? If this is possible, it's a good idea to include pictures and diagrams with captions.
- Your readership. If many people are reading your SOP at once (each with a different role), you need to format the document like a conversation in a play: user 1 performs the action, followed by user 2, and so on. In this way, each reader can see how they become an integral part of a smooth running business engine.
Step 3. Consider your knowledge
The bottom line is: Are you the right person to write this? Do you know what this process involves? Is there a possibility of error? How to make it safe? If not, you might be better off giving it to someone else. Poorly written SOPs -- or even inaccurate -- will not only reduce productivity and can lead to organizational failure, but they can also be unsafe and have a negative impact on everything from your team to the environment. In short, this is not a risk you should take.
If this is a project given to you and you feel you have to (or are obligated) to complete it, don't be shy about asking those who complete the day-to-day procedures for help. Conducting interviews is a common part of the SOP creation process
Step 4. Decide between short or long SOPs
If you are writing or updating an SOP for a group of individuals who are familiar with protocols, terminology etc., and would benefit from a short, concise SOP that is more of a checklist, you can write it in abbreviated form.
Apart from the basic objectives and relevant information (date, author, ID number, etc.), this is just a short list of steps. If details or clarification are not needed, here's how you should do it
Step 5. Remember the purpose of your SOP
What is clear is that you have procedures in your organization that are repeated over and over again. But is there a specific reason why this SOP is useful? Should there be an emphasis on safety? Compliance measures? Is this SOP used for training or in daily activities? Here are some reasons why your SOPs are important to your team's success:
- To ensure that compliance standards are met
- To maximize production requirements
- To ensure that the procedure does not have a bad influence on the environment
- To ensure safety
- To make sure everything goes according to schedule
- To prevent failure in manufacturing
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To be used as a training document
If you know what your SOP needs to emphasize, it will be easier to build your writing around those points. It will also be easier to see how important your SOP is
Part 2 of 3: Writing your SOP
Step 1. Cover the required material
In general, a technical SOP consists of four elements that are "separate" from the procedure itself:
- Title page. This includes 1) the title of the procedure, 2) the identification number of the SOP, 3) the date it was issued or revised, 4) the name of the agency/division/branch where the SOP was applied, and 5) the signature of those who prepared and approved the SOP. This section can use any format, as long as the information conveyed is clear.
- list of contents. This is only necessary if your SOP is long enough, for easy reference. What you will find here is a simple standard framework.
- Quality Assurance/Quality Control. A procedure is not a good procedure if it cannot be examined. Prepare the necessary materials and details so that readers can ensure they are getting the results they want. This material may include other documents, such as performance evaluation samples.
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Reference. Be sure to write down all references used or important. If you use other SOP references, be sure to attach the required information in the appendix.
Your organization may have a different protocol than this SOP. If there is a previous SOP that you can use, ignore this structure and follow the procedure that has been done
Step 2. For the procedure itself, make sure you include the following:
- Scope and application. In other words, it describes the purpose of the process, its limitations, and how the process is used. Covers standards, regulatory requirements, roles and responsibilities, as well as inputs and outputs.
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Methodology and procedures.
The crux of the matter -- list the steps in detail that's important, including the equipment needed. Include sequential procedures and decision-making factors. State the "presupposition" and possible interference or safety considerations.
- Terminology clarification. Explain acronyms, abbreviations, and all phrases that are not common terms.
- Health and safety warning. To be written in a separate section and along with the steps when a problem occurs. Don't skip this section.
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Equipment and supplies.
Complete list of things needed and when and where to find equipment, equipment standards, etc.
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Warnings and interruptions. Basically, the troubleshooting part. List possible problems that could occur, what to look out for, and what could affect the ideal final product.
- Give each of these topics its own section (generally indicated by numbers or letters) so that your SOP does not contain confusing long sentences and for easy reference.
- This is not a complete list, but only a small part of the procedural steps. Your organization can mention other aspects that need attention.
Step 3. Keep your writing concise and easy to read
Chances are your readers didn't choose to read this SOP for fun. You'll want to keep this document short and clear -- otherwise their attention will shift and they'll find the document scary and difficult to understand. In general, keep your sentences as short as possible.
- Here is a bad example: Make sure you clean all the dust from the air outlet before starting to use it.
- A good example is as follows: Remove all dust from the air outlet before use.
- In general, don't use the word "you." This word should be implied. Speak in an active voice and start your sentences with command verbs.
Step 4. If necessary, interview officers involved in the process of completing a task
The last thing you want to do is write a completely inaccurate SOP. You're jeopardizing the team's safety, effectiveness, their time, and you're explaining the process without due consideration -- something your teammates may find offensive. If necessary, ask questions! You'll want to write the exact procedure, of course.
You can ask various sources if you don't know, to cover all roles and responsibilities. One team member may not follow standard operating procedures or another member may only be involved in part of the procedure
Step 5. Break long text into diagrams and flowcharts
If you include a specific step or two that scares you, create a chart or diagram to make it easier for readers. This will make the document easier to read and give the mind a pause after trying to understand everything. In addition, your documents will be more complete and well written.
Don't include charts or diagrams just to reinforce your SOP; do so only when necessary or if you are trying to bridge the language barrier
Step 6. Make sure each page has a control document notation
Your SOP is most likely one of many -- therefore, your organization probably has some kind of large database that catalogs everything with a specific reference system. Your SOP is part of this reference system, and therefore requires a certain type of code to be found. This is where you will find the notation useful.
Each page should have a short title or ID number, revision number, date, and "page # of #" in the top right corner (in most formats). You may need a footnote (or write the above notation in a footnote), depending on your organization's preferences
Part 3 of 3: Ensuring Success and Accuracy
Step 1. Test the procedure
If you don't want to test your procedure, you probably haven't written it well. Have someone with limited knowledge of the process (or a general reader representative) use your SOP to guide them. What problems did they encounter? If so, resolve the issue and make the necessary repairs.
- It's best to have several people test your SOP. Different individuals will experience different problems, allowing different kinds of responses (which are expected to be useful)
- Be sure to test the procedure on someone who has never had the procedure done before. Everyone who has prior knowledge will rely on their knowledge to perform the task steps and not through your SOP, so your goal is not achieved.
Step 2. Have your SOP reviewed by the people performing the procedure
In the end, your boss's opinion of the SOP doesn't really matter. This SOP is important for those who actually do the related work. So before you send the SOP to the boss, show the job to the people who will be doing (or have done) the related work. What do they think?
Involving them and making them feel part of the process will make them more likely to accept your SOPs. And they might even have some great ideas
Step 3. Have your advisor and the Quality Assurance team review the SOP
Once the team gives you the green light, send it to your advisor. The input they give to the actual content may be less, but they will tell you whether your SOP meets the format requirements, if you missed anything, as well as the protocol for formalizing the SOP and entering it into the system.
- Direct SOPs for approval using a document management system to ensure an audit trail of those approvals. This process can differ from one organization to another. Basically, you want things to meet guidelines and rules.
- Authorized signatures are required although most organizations now do not mind accepting electronic signatures.
Step 4. Once approved, start executing your SOP
This can be formal training for the employee in question (classroom training, computer-based training, etc.) or it can mean your SOP paper hangs in the bathroom. Either way, spread your work! You worked hard to make it. It's time to get compliments!
Make sure your SOPs stay up to date. If this SOP is out of date, update it, get updates re-approved and documented, then redistribute the SOP as necessary. The safety, productivity and success of your team depend on these SOPs
Tips
- Remember to involve stakeholders at all times, so that the documented process is the actual process.
- Check for clarity. Make sure there are no double interpretations. Show the procedure to someone unfamiliar with the process and ask them to say what they think about the procedure; You may be surprised.
- Use flowcharts and image representations so readers can clearly see the process.
- Use simple Indonesian to explain the steps.
- Ask people to review your document before getting approval.
- Ensure document history is recorded for each version change.
