How to Write an SOP

A standard operating procedure, or SOP, is used in business and government to ensure consistency and efficiency in the day-to-day completion of certain tasks or functions that are repetitive or routine in nature. Basically, an SOP negates the necessity to reinvent the wheel. Good standard operating procedures should be understandable and able to be followed by any employee who is qualified to do the task described, whether they have ever done it before or not. There are basic aspects of writing an effective SOP, which should go with the policies and procedures manual of your business or government agency.

Things You'll Need

• A complete understanding of each job or task that the SOP covers.

Instructions

1. Either a person that does the job or task, or is one that is responsible for supervising and training those employees who do the job, should write the SOP. You can also have a group of individuals contribute to it.

2. Be concise, use a step-by-step approach and use an active voice with present tense verbs. Start with a title page, the table of contents, the procedures, the applicability, and any references that are needed to complete the task.

3. Be explicit. Write the SOP thoroughly with every detail necessary to complete the task listed.

4. Use a flowchart. A flowchart will provide a visual picture of the steps and how they relate to each other and the end product.

5. Attach required forms. Any forms or checklists that are required or that will assist in the completion of the task should be attached to the SOP.

6. Review it before you publish it.The standard operating procedure should be reviewed, not only by supervisors and managers in the chain of command, but also by other subject-matter experts, for their input and improvement.

Tips & Warnings

• Update the SOPs every time a method for completing the job is changed.

• Have management reinforce the requirement for following an SOP. They can do that by referring to the SOPs in their general management or training manuals and during indoctrination.

References

• Penn State: Standard Operating Procedures -- A Writing Guide