How to Document Standard Operating Procedures
Standard operating procedures (SOPs) are instructions on how to accomplish a task. All types of entities use SOPs to ensure that essential tasks are accomplished correctly. SOPs also create consistency in the way tasks are accomplished. SOPs need be properly documented and maintained for easy reference by affected personnel. The following steps explain how to document SOPs properly.
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Instructions
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Establish a committee to write the SOPS for a certain activity or process. The committee should include representatives from management, engineering, legal and the employees that will be carrying out the task. A chairperson should be appointed for the committee.
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Write a first draft of the SOP, with input from the entire committee. Also draw a process map of the procedures (flow chart) to accompany the narrative with input from the entire committee. The first draft should be circulated for comments to all members of the committee, as well as employees not on the committee that perform the subject tasks.
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Edit the first draft narrative and map based on the comments received from the team and other employees, and produce a final draft. Circulate the final draft for comments, just like the first draft.
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Edit the final draft based on the comments received and produce the final SOP document. The format of the document is not as important as the content, but a standard format should be used. It should give the date of approval, as well as a version number and dates of any updates and/or amendments, the purpose, scope, definitions, methods etc.
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Place the final SOP document (narrative and the process map) in a binder for easy reference. You may need to have several copies of the SOP manual, and there should be one copy put away under lock and key in case the other copies go missing.
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Repeat this process for each SOP needed for your activities. When you are finished, you will have an SOP manual that the personnel from your organization can refer to when necessary. There should be a periodic review of the SOPs (annually) to determine if updates are needed.
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Conduct training for your personnel on the SOPs. Make sure each employee signs the manual, acknowledging that they attended the training and have reviewed the manual. Now your SOPs are documented and the employee training is also documented. You could have the employees fill out an evaluation of the training for further documentation that they attended training on the SOPs.
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