A standard operating procedure (SOP) documents how a task is done so it is done the same way every time, by anyone trained to do it. Good SOPs reduce errors, speed up training and keep important knowledge from living in one person’s head.
When a process needs an SOP
- The task is done differently depending on who does it
- Mistakes are costly, unsafe or hard to catch
- Only one person knows how to do it
- The work must meet contract, quality or recordkeeping requirements
- New staff need to learn it quickly
The core sections of an SOP
- Purpose and scope: what the procedure covers and what it does not
- Roles and responsibilities: who performs, reviews and approves the work
- Materials, tools and forms: everything needed before starting
- Step-by-step procedure: the actions, in order
- Quality checks and records: what to verify and what to document
- Exceptions and escalation: what to do when something goes wrong
- Document owner and revision history: who maintains it and what changed
Write steps people will follow
- Start each step with an action verb, such as “Record,” “Inspect” or “Label”
- Keep to one action per step
- Say who does the step when more than one role is involved
- Include the values that matter: quantities, settings and time limits
- Add photos or diagrams where words are not enough
- Write for the least experienced person who will use it
Build it with the people who do the work
The most accurate SOPs come from walking through the process with the people who perform it. Watch the work, note the real sequence and ask where problems usually happen. Then have those same people test the draft before it is approved.
Keep SOPs current
An outdated SOP can be worse than none. Assign an owner to each procedure, set a review date, and update the document whenever equipment, materials or requirements change. Keep a revision history so everyone knows which version is current, and retire old copies.
Moss Holm develops SOP packages that include written procedures, supporting forms and checklists, and a documented handoff. Request a project discussion to scope a package for your team.