10 Tips for Writing a SOP To Maximize Efficiency and Save Money

At its core, a business is a series of processes. If there’s one document that should be the go-to for how to get things done, it’s a standard operating procedure or SOP. Companies create these internal guides to create lean, efficient, and uniform workflows.

Learn how a digital workplace is the most efficient way to create and distribute checklists to your frontline teams. 

Let’s start with the basics. What does SOP stand for and what does SOP mean? It’s the acronym for a standard operating procedure. It’s an instructional document that breaks down a process into steps and can have different formats, from flow charts to checklists. Companies create SOPs for different internal procedures. Instead of recreating the wheel every time, the best tactic is to create a SOP template.

What Is a SOP Document?

SOP stands for standard operating procedure. SOPs are more than simply a written set of work instructions. A standard operating procedure is a document containing step-by-step instructions to guide employees on how to perform a technical, repetitive process within an organization. Think of it as a playbook for how to get a task done. 
SOPs are written for a set of people who will perform the task. Without guidelines, each person might complete the job in his or her own way. The SOP definition is the same no matter what industry you’re in. For example, manufacturing companies might write a SOP for employee training to reduce risks and incidents and ensure a safer workplace.

An SOP creates consistency of process in order to deliver expected outcomes.

For example, HR might create an SOP for onboarding employees.

SOPs can help companies run more efficiently and ultimately save money. For example, manufacturers can create standard operating procedures for line workers to manage machine maintenance. Having a checklist in place that needs to be reviewed daily can avoid unplanned downtime due to equipment failure. 

The general purpose of a SOP document is to: 

• Align every worker to the standard way of working in a company to create consistency
• Provides clarification for every employee
• Result in consistent, superior product or service output
• Reduce chances for costly errors due to miscommunication 
• Stay on schedule
• Ensure compliance, i.e. food manufacturers must follow FDA regulations
• Reduce product recall rates
• Improve operational efficiency
• Increase profits

A SOP is distributed to all relevant employees that are affected or involved in the specific process.

What Is a SOP Template?

Now that we know the definition of SOP, what is a SOP template and why do companies need one? Simply put, a standard operating procedure template is a preformatted document (e.g. interactive PDF document) that a company uses as a starting point to write a SOP. Like any template, this one serves as a basic structural guideline for creating operating procedures. 

A company might have a number of SOPs, written by different people, reflecting methods of completing a variety of assignments. A template creates a single style, like a standard font and spacing, so every one of the documents is structurally consistent. 

A template will dictate what information needs to be in the document and the placement of each topic within the SOP. This consistency from one SOP to the next helps readers (most often employees) easily find the information they need.
Recent events have demonstrated the importance of SOP templates. When COVID-19 emerged, many businesses had to quickly create new operating procedures to ensure workplace safety. Having a template on hand enabled swift changes to processes that support business continuity.

SOP Template Overview: How to Write a SOP Template

Building a template makes it easy to write SOPs for every task that needs one. The first step in building the template is to set a style and layout. From fonts to line spacing to sections, build a framework that you can build on for every different SOP so the flow of information is the same in each one. 

Then, build the sections of your template that ensure you provide employees with the information they need. 

They should include:

1. Title: Every SOP will have a unique title depending on what it’s outlining.
2. Introduction: Some companies like to include a reminder of the organization’s mission.
3. Scope of SOP: This section covers the purpose of the SOP and the process it covers and why it’s important to follow the enclosed steps, like compliance and/or safety.
4. Contacts: Every SOP should identify who the document is intended for, list roles and responsibilities, and contact information for coordinating personnel.
5. Glossary: If the SOP includes specific language or acronyms, include a glossary of terms.
6. Step-by-step process: This section is where the procedure is broken down into step-by-step instructions with relevant information, like specific equipment used. For some processes, this might be a visual representation, like a flowchart.
7. Checklists: Often, itemized checklists are easier to follow and some SOPs might be better described in this form.

Standard Operating Procedure Example

With an annual budget of $3.65 billion, the Georgia Department of Transportation’s 3,817 employees builds and maintain 123,546 miles of highway. In order to keep their numerous projects on schedule and on budget, the DOT has created a master standard operating procedure guide to running the many projects that are happening at any given moment across the state.

Within this master SOP, there are 47 sub-SOPs for specific tasks such as “Inspection of Guardrail Beams” and other work that falls under the department’s domain. By instituting a strict protocol and “how to” guides for every task, managing large projects is simplified and streamlined.

If you want to see how other companies, or specific industries, layout their SOPs, simply do an online search for “standard operating procedure examples”— there’s no shortage of them!

10 Tips for Crafting an Effective SOP

When it comes to operations, what is SOP worthy and what is not? Leaders should determine which processes are complex enough to benefit from written specifications. 

At first glance, SOPs might appear to create rigid structures with no room for flexibility. But an SOP simply dictates the maneuvers of a single task. The truth is, that effective SOPs streamline processes to make room for innovation. The more efficient internal processes become, the less money is spent and greater capital is available to put into growth initiatives. 

Take Apple, for example. The company pushes the boundaries of design thinking by following strict protocols for task completion. Starbucks was able to grow leaps and bounds by standardizing the simple act of brewing coffee. Customers worldwide come back because of the familiarity and reliability of the process and the product. 

Here are 10 top tips for creating an effective SOP:

• Identify your audience. Your audience will guide the level of detail in your SOP and the language you use. If you’re addressing a group already experienced in this particular process you might opt for more technical wording. 
• Break the process down logically. Walk through the process and break the steps down in sequential order. Make sure you don’t forget any steps or information. 
• Be clear and concise. Your goal is to reduce ambiguity for employees. Use simple language and be brief. Use the active voice to engage your employees. Begin instructions with command verbs. For example, “Clean the machine after every use.” 
• Survey employees. Before crafting an SOP, you need to do some legwork to make sure it contains all of the necessary information. Interview employees to make sure you’re covering every step in the process. 
• Create an SOP format. There’s no need to reinvent the wheel with each SOP. Create an SOP template that works for your team and stick with it. This might be a visual guide or flow chart, a bulleted list, or a more formal written report. Find the format that fits your purpose and works best for your employees.

• Distribute SOPs digitally. In today’s workplace, the most effective way to distribute a SOP is through a mobile workplace app which gives every employee access to the document on their mobile device. 
• Use visuals. Illustrations, flow charts, or photographs are a fast, user-friendly method of conveying a complex process. 
• Do several trial runs. Test out your SOP by asking subject matter experts, often people who regularly perform this task, run through the steps to . Repeat again with someone unfamiliar with the task to 
• Implement standard operating procedures. Now that you’ve crafted your SOP, it’s time to put it into action! First, let everyone in your company know about the new SOP and where they can find it. Create a SOP stream on your mobile communication tool to ask for feedback on the SOP. 
• Update SOPs as necessary. Companies are constantly evolving. Make sure your SOPs are reviewed and updated regularly to reflect change in processes and procedures.

Best Practices When Rolling Out New SOPs

You’ve written a new SOP…now what? It’s time to get it out to your team! Here are five best practices to implement standard operating procedures:

1. Let everyone know when you release a new SOP. When a new SOP is ready, let your teams know. Send out a message to all relevant employees so they know it’s available and they’re expected to follow it.
2. Be open to questions and feedback. SOPs are meant to be guides that create consistency and you want to make sure they’re correct. Make sure employees know that you want to hear from them. Is the SOP clear and easy to follow? Are any steps missing? Have employees message you with feedback.

Make the SOP available to all. You don’t want SOPs just tucked away in a file drawer. You want them to be accessible to everyone. In organizations with a frontline workforce, put them in the document library of your mobile productivity tool so people can access them right on their mobile device whenever they need it.

Communication Challenges with SOPs – and How to Overcome Them

Writing SOPs seems straightforward, but there are a few communication stumbling blocks you might encounter as you craft them. Here are five common challenges in writing effective SOPs and how to avoid them.

1. Unclear SOP. You don’t want anyone asking, “so, what do I do?” after reading your SOP. Use action-oriented language in each step-by-step guide. Have your in-house communication team write your SOPs. Don’t have one? Then hire a freelance writer familiar with the purpose and style of SOPs. 
2. Convoluted SOP. You’re not writing Homer’s The Odyssey here! Remember: SOPs are meant to be to-the-point guidelines that are easy to read and easy to follow. Be brief and direct and use visuals and flow charts.
3. Incorrect SOP. Accuracy is key to writing SOPs. While you might have a freelance writer or communication team write the SOP, make sure they work with the employees who are intimately familiar with the task so every step is outlined correctly and nothing is missed. 
4. Outdated SOP. An employee pulls up a standard operating procedure only to find that the equipment has been updated, but the SOP has not. Make sure your SOPs are continually reviewed and edited to reflect any changes to the process and procedures within your organization. 
5. Inaccessible SOP. SOPs are only effective if employees can find them! Make sure to put them right where workers can easily access them. That might be printed out near the station where a task will be performed. But ideally, SOPs are digitized and stored in the cloud and accessible on an employee app so they can access them right on their mobile device exactly when they need them. 

Why You Should Use a SOP Employee App

Your SOP might be a well-written, thorough document, but it’s only effective if it reaches your intended audience. A mobile-first digital workplace can serve as a SOP app and is the perfect distribution method to reach everyone. 

A workplace app is a perfect medium for storing and sharing SOPs. They are easily accessible and can be built in a user-friendly format like digital checklists allowing workers to record the completion of every action item. 

Another benefit to digital SOPs is the information can be translated into the reader’s preferred language. A company with a diverse, multilingual workforce can easily share a checklist that everyone can follow. 

Here are several other ways a digital platform can increase the reach and effectiveness of a SOP:

• A mobile workforce app reaches everyone in your organization in real-time. Employees can easily access the document on their mobile devices when needed. 
• Employees are more engaged when job expectations are clear and they have a sense of purpose. The explanatory nature of SOPs contributes to the overall understanding of responsibilities and helps boost engagement and productivity.
• In order to be effective, workers must follow the exact steps outlined in a SOP to ensure the process is replicated the same way every time. 
• With a mobile app managers can use the read receipt feature to make sure employees are accessing the SOP protocols.
• Managers can obtain valuable input and feedback from employees who regularly do the work in order to create an error-free SOP. 

Deeper engagement, greater productivity, increased innovation, and higher profits, Aligning an organization by creating standard operating procedures is a business practice with big returns.

Learn how Beekeeper can help streamline your operations and help save you money. Download our Ultimate Operations Management Strategy for Frontline Workforces playbook.

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