Establish a culture of safety and quality in your organization with an SOP. Learn the SOP meaning, its components, benefits, and examples. Discover how to write SOPs for your business.
A standard operating procedure (SOP) is a step-by-step documentation that instructs how to execute a certain work procedure. It can act as a checklist that guides team members on how to carry out complex and routine work tasks effectively and safely. In a business context, having SOPs ensures that the organization stays aligned regarding standards that will help them achieve their business goals and objectives.
There are significant benefits to incorporating an SOP into a workplace, which should encourage trainers and managers to invest the relevant time into building SOPs. Here are just 4 benefits of implementing standard operating procedures in your workplace:
Implementing SOPs helps prevent this scenario by standardizing all critical processes and reducing work variations. SOPs also assist with improving the Quality Management System (QMS) and can prepare the organization to pass relevant ISO certification and comply with regulatory requirements.
SOPs complement training materials to educate workers and serve as a guide for onboarding new hires. SOPs are an effective tool to supplement classroom and supervised training as workers can follow steps at their own pace when performing their duties.
Following SOPs can help ensure consistent and high-quality delivery of products and services. It helps improve and maintain brand standards and customer satisfaction. This is important to ensure smooth business operations and overall profitability.
SOPs describe in detail how to safely perform work involving hazardous processes, materials, equipment, and conditions. These procedures help reinforce strict compliance with safety protocols to prevent unforeseen accidents and fatalities. Workers and auditors can use SOPs as checklists to ensure that correct work procedures are reinforced by outlining steps and procedures to meet and maintain regulatory standards like ISO certifications.
The structure of an SOP may vary depending on the industry or business need. However, a standard operating procedure should consist of the following key components:
Key Components of Standard Operating Procedures
Title Page
The title page is the first section of an SOP and should include the following information :
SOP identification number
Task SOP is being written for
Date SOP was created
Date SOP was finalized
Date/s SOP was revised
Names of people involved in writing SOP
Department or group SOP applies to
Table of Contents
After stating the title of the SOP, this section will define the intent or main objective of your SOP. It should outline the problems and pain points, and then state a goal to address these problems.
This section describes the extent and coverage of your SOP in your organization. It outlines the boundaries of where the SOP will be used, the people who will be engaging with it or will be impacted, limitations, and expectations.
This section specifies the employees or stakeholders involved in the processes stated. This should clarify who is accountable for each step of the process.
This section describes operating procedures in detail to properly guide employees into completing a task according to company standards and safety regulations. It may include clarification of terminology, health and safety warnings, troubleshooting instructions, and other necessary or additional steps to complete a task. In formulating the procedures, it is important to also choose the appropriate format (e.g., step-by-step, hierarchical, flowchart/decision tree, etc.).
Include any relevant documents, manuals, regulations, or other sources of information that users may need to consult.
This is usually found on the last page or cover. For accountability, your SOP should be signed off by key personnel. Document the names and signatures of individuals responsible for approving the SOP, along with the dates of review and updates.
An SOP structure may be modified to suit your business operations. Usually, different industries come up with similar structures. Check out how various industries utilize SOP Examples.
SOP format is how the list of instructions are presented or structured. Some examples of SOP format are checklist, step-by-step, and hierarchical SOP format. There is only a slight difference between these three and to illustrate this, and to give you an idea of what standard operating procedures look like, the next section features an SOP example written in the step-by-step SOP format and in the hierarchical SOP format.
Preparation
Review the previous inspection report and action items.
Gather all necessary inspection tools and equipment (e.g., flashlight, checklist, camera).
Notify relevant personnel about the scheduled inspection date and time.
Inspection Area
Check that all safety equipment (e.g., fire extinguishers, first aid kits) is in place and operational.
Ensure all exit routes and emergency exits are unobstructed.
Verify that safety signage is visible and legible.
Inspect the condition of floors, walls, and ceilings for hazards (e.g., leaks, cracks).
Ensure proper storage of hazardous materials.
Equipment and Machinery
Confirm that machinery and equipment are well-maintained and in good working order.
Check that all safety guards and protective devices are in place and functional.
Verify that machinery operators are wearing the appropriate personal protective equipment (PPE).
Contact marketing development team
Revamp product based on feedback
Meet with business executives
Plan product launch with PR team
Contact marketing development team
Follow email format
Send email to example.com
Wait 3 days for reply
If no reply, send follow-up email
Revamp product based on feedback
Make changes to core components
Request new design from engineering
Meet with business executives
Use Google Slides only for presentation
Plan product launch with PR team
Negotiate/discuss product launch date
Planning should not exceed 6 months
Inform CEO of final date as soon as possible
Using whichever SOP format depends on the amount of detail needed for each instruction. If the instruction is fairly straightforward and the team members are familiar with how to carry out the instructions, you can choose to go with the simpler step-by-step format. But if the instruction is complex or new to the team, then it would be better to incorporate the hierarchical format.
Note that while using only one SOP format can help in ensuring the uniformity of the SOP. It could be helpful to use both SOP formats in a single SOP, should the instructions be complex. By using the right SOP software, this process becomes simple and efficient.
Before writing an SOP, it’s necessary to ask and answer these important questions first:
Why do you need to write the SOP?
Who is the SOP for?
Who can help you write the SOP?
What is the SOP all about?
Where will the SOP apply?
When do you need to implement the SOP?
What challenges do you expect to experience?
What are the current blockers or obstacles to writing the SOP?
What are possible future blockers or obstacles to SOP implementation?
What else do you need to write the SOP?
Answering the questions above will help writing SOP much easier as it clarifies the objective for everyone who uses it. These questions also feature some logistical or organizational issues that might pop up in the future and for which it is better to be prepared. Afterwards, follow these simple steps to finally prepare your SOP :
Assemble Your Team
Fine-tune the Details
Define Success
Gather Information
Write SOP
Review SOP Thoroughly
See the SOP in Action
Reevaluate, Edit, and Improve
Plan for Implementation
Continuously Review SOP
Learn more about writing an SOP in this step-by-step guide.
Mitti (by SafetyCulture) is a digital platform for driving safety, quality, and efficiency across an organization. It offers ready-to-use SOP Templates that can be downloaded and customized for free to help organizations and employees carry out and monitor tasks.
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Simplify processes by automating manual and repetitive tasks
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