How to Change the Order of Standard Operating Procedures

Changing SOPs is necessary to stay current.

A standard operating procedure (SOP) is a written instruction for how a task is required to be performed. Owner quality standards, governmental regulation, and legislation drive their creation. As legal, government-compliance documents, the SOPs themselves have standard organization and writing requirements. They are required to be kept current, so they are constantly revised. To change the order of standard operating procedures, a strict order of form must be followed.

Instructions

1. Create a document revision page as the first page of the change order. Include author's printed name, signature and date of change, as well as an official's approval printed name, signature and date. Give the date the change is effective, write in the change version number, and the nature of the change.

2. 

   Distributing these changes promptly is mandatory.

   Assign the change a number, as in 1.0, and write what the scope of the change is on page 2. Tell the purpose for the change order, and why it is being written and added. Include a sentence stating who is affected by the change. Number, 2.0, list and define any abbreviations used while writing the scope, and number, 3.0, and state the office/department responsible for doing it.

3. Assign the Introduction the number, 4.0, and write it. Tell what needs doing and why as the introduction. Number Procedure 5.0 and write how the task must be done. Use numbered subheadings, 5.1, 5.2..., under 5.0 to list the specifics of doing the task. Go to 5.1.1, 5.1.2...if needed to complete task specifics.

4. 

   SOPs all follow the same basic format.

   Number and list the Format of the change order. List this under the Procedure number of 5.0, and assign it the 5.1 designation. Format includes specifics such as Font type and size, spacing, date formatting and page numbering. Procedure, at 5.0, will usually make up the bulk of the change order.

5. Write in and number the next section, still under the 5.0-Procedure heading, 5.2-Section Order. Use this section to explain that all sections appear in the same order every time within change orders. Keep in mind they are always the same, and they always appear in the same order: Scope-1.0, Abbreviations-2.0, Responsibilities-3.0, Introduction-4.0, Procedure-5.0, References-6.0, and Appendices-7.0.

6. 

   Each change is sequentially numbered.

   List Author as Section 5.3. He is the knowledgeable person within the company who writes the draft of the change order. Describe the Numbering System of the change order at 5.4.

7. Use section 5.5 to write the change order for the SOP. Write the word DRAFT in the title. If the new SOP is approved, the word, DRAFT, will be removed. Assign the change a number, increased in sequence, related to the section it addresses. For instance, SOP 001.01 becomes 001.02, SOP 201.20 becomes SOP 201.21, or any other sequential series.

8. 

   Every SOP change must be approved before being implemented.

   Note the new SOP or the changes to an existing one on the front page of the SOP. Highlight the differences from the old version. Send it to the appropriate company official for approval. Have staff read it and initial the highlighted differences before the effective date. Assign proper training to the affected personnel before its effective date.

Tips & Warnings

• Plan implementation dates with sufficient training time allowed.

• Immediate dispersal and confirmation of receipt are keys to timely implementation.

References

• MDDI Online: How to Write Standard Operating Procedures | MDDI Magazine
• Portal EBMT: Writing, Reviewing and Layout of Standard Operating Procedures
• Priyambodo71: Validation Standard Operating Procedures: A Step by Step Guide for ...

Resources

• NMC Online: STANDARD OPERATING PROCEDURES: MANAGING THE HUMAN VARIABLES ...