A standard operating procedure, or SOP, is a written set of step-by-step instructions on how an employee should handle a specific task or situation that arises in business. The purpose of a standard operating procedure is to ensure the successful outcome of a task and to make sure the outcome is consistent no matter who completes the task.
Write down the result or goal you expect to accomplish with the SOP. For example, if you are writing an SOP on how to close the office each day, then the goal is to secure the office for the evening until the next workday begins.
Write a rough draft of the steps in a clear and concise way, but also make sure to include enough detail so the person performing the task can carry it out it correctly. When writing the steps for the SOP, it helps to go through the actions as if you are completing the SOP so you don’t miss any important information.
Test the SOP yourself. After you write the first draft of the SOP, follow the steps you have written to make sure the SOP is complete. Make any necessary adjustments or revisions to the steps.
Test the SOP with an employee or someone you know to see if they can complete the SOP by following the instructions. Elicit feedback from the tester on any steps or instructions of the SOP that were unclear, hard to understand or missing.
Create the final draft, incorporating the feedback from your tester. Make the final adjustments to the SOP copy to create a final version.
Distribute the SOP to employees. You may keep a hard copy in a binder with other SOPs, post it on a company bulletin board, or distribute the SOP via email or hard copy.
Train employees. Hold a meeting or training session to update your employees on the SOP. Go over each step with the employees and answer any questions they may have about the new procedure.
- As your business processes change, so will your SOPs. Schedule an annual or bi-annual check of your SOPs to ensure each is up-to-date or is still in use. Make any updates to the SOP that are necessary.
- The form for the letter. image by Andrey Khritin from Fotolia.com