A standard operating procedure is a document with step-by-step information on how to execute a task.If you have to write a new one from scratch, an existing one may need to be modified and updated.It sounds daunting, but it's just a list.You should see Step 1 to get the ball rolling.
Step 1: You can choose your format.
There isn't a right or wrong way to write an SOP.You can refer to your company's standard operating procedures for guidelines on how to format it.Use the pre-existing SOPs as a template if that's the case.A simple steps format is one of the options.This is for procedures that are short, have few possible outcomes and are fair to the point.It's not much more than a list of simple sentences telling the reader what to do.A steps format.This is usually for procedures with more than ten steps and a few decisions to make.A list of main steps with sub steps in a specific order.A diagram.If the procedure is like a map with an infinite number of possible outcomes, a flowchart may be your best bet.When results aren't always predictable, you should use this format.
Step 2: Consider your audience.
Your audience's prior knowledge is one of three main factors to take into account.Are they familiar with your organization's procedures?Do they know what they are talking about?Your language has to match the investment of the reader.Your audience's language skills.Is there any chance that people who don't speak your language will read it?It's a good idea to include annotated pictures and diagrams if this is an issue.The size of your audience.The document should be formatted like a conversation in a play, with user 1 completing an action, followed by user 2 and so on.Each reader can see how important he or she is to the machine.
Step 3: Consider what you know.
Are you the best person to write this?Do you know what the process is?How could it go wrong?How to keep it safe?It might be better to give it to someone else.It can also be unsafe and have adverse impacts on anything from your team to the environment if you have a poorly written SOP.It is not a risk you should take.Don't shy away from asking those who complete the procedure on a daily basis for help if this is a project that you feel compelled to complete.Interviews are a normal part of any process.
Step 4: Decide between a short or long form.
If you're writing or updating an SOP for a group of individuals that are familiar with protocol, terminology, etc., you could just write it in short-form.There is more than basic purpose and relevant information.It's a short list of steps.This is the way to go when there is no need for clarification or details.
Step 5: Keep in mind your purpose.
It's obvious that you have a procedure within your organization that is repeated over and over.Is there a specific reason why this is useful?Does it have to stress safety?What are the compliance measures?Is it used for training or on a day-to-day basis?To ensure compliance standards are met, to maximize production requirements, and to ensure the procedure has no adverse impact on environment are some of the reasons why your SOP is necessary to the success of your team.It's easier to see how important your SOP is.
Step 6: The material needs to be covered.
There are four elements apart from the procedure in technical SOPs.The title of the procedure, an identification number, a date of issue or revision, and the signatures of those who prepared and approved the SOP are included.As long as the information is clear, this can be formatted in a variety of ways.There is a possibility that this is not the case.This is only necessary if you have a long SOP.A standard outline is what you'd find here.There is a possibility that this is not the case.If the procedure can't be checked, it's not a good one.The reader can make sure they've gotten the desired results if they have the necessary materials and details.Performance evaluation samples may or may not be included in this document..List all cited or significant references.Attach the necessary information in the appendix if you reference other SOPs.This may not be the same as your organization's protocol.Abandon this structure and adhere to what's already in place if there are already preexisting SOPs.
Step 7: Make sure you cover the procedure in its entirety.
There is a possibility that this is not the case.Explain the purpose of the process, its limits, and how it's used.Standards, regulatory requirements, roles and responsibilities, and inputs and outputs should be included.List all the steps with the necessary details.There are sequential procedures and decision factors.The "what ifs" and safety considerations should be addressed..All phrases that aren't in common parlance are identified.There is a possibility that this is not the case.It should be listed alongside the steps where it is an issue.This section should not be downplayed.A complete list of what is needed and when..A section that deals with problems.What could go wrong, what to look out for, and what may interfere with the final product are covered.Give each topic its own section to make it easier to reference and keep it from being wordy and confusing.This is just the tip of the procedural iceberg, and it's not an exhaustive list.Other aspects that require attention may be specified by your organization.
Step 8: Make your writing easy to read.
Your audience probably won't read this for fun.They'll find the document difficult to understand if they don't keep it short and clear.You should keep your sentences short.Before you start using the air shafts, make sure you clean out the dust from them.Dust from air shafts should be vacuumed.Don't use "you."It should be implied.Start your sentences with command verbs if you speak in the active voice.
Step 9: Interview the personnel involved in the process to find out how they execute the task.
The last thing you want to do is make an inaccurate statement.Your teammates may find it offensive that you're compromising the safety of your team, taking an established process and not paying attention.Do you need to ask questions?You need to get this right.If you don't know, ask multiple sources, covering all roles and responsibilities.One team member may not follow standard operating procedure or another may only be involved in a portion of the deed.
Step 10: Use diagrams and flowcharts to break up large chunks of text.
If you have a step that is intimidating, make it easy on your readers with a chart or diagram.It makes it easier to read and gives the mind a break from trying to understand it all.It will appear complete and well- written for you.If you're trying to bridge a language gap, don't include these, only do this if necessary.
Step 11: Each page should have control document notation.
Because of this, your organization might have a larger database cataloging everything within a certain reference system.This reference system requires some type of code in order to be found.That's where the code comes in.Each page should have a short title or ID #, a revision number, date, and "page # of #" in the upper right hand corner.Depending on your organization's preferences, you may or may not need a footnotes.
Step 12: The procedure should be tested.
If you don't want to test your procedure, you should have written it well.Someone with a limited knowledge of the process can use your SOP to guide them.What issues did they run into?Make the necessary improvements if any.It's a good idea to have a few people test you.It is important to test the procedure on someone who has never done it before.The purpose will be defeated by anyone with prior knowledge who rely on their knowledge to get them through.
Step 13: Those who actually do the procedure should review the SOP.
Your bosses don't really matter at the end of the day.The work matters to those who actually do it.Before you submit your work to the higher ups, show your stuff to those that will be doing the job.What do they think?Allowing them to get involved and feel like they're part of the process will make them more likely to accept the standard operating procedure.They'll have some great ideas.
Step 14: The Quality Assurance team should review the SOP.
Send it to your advisors after the team gives you the go ahead.They'll probably have less input on the actual content itself, but they will let you know if it meets formatting requirements, if there is anything you missed, and the protocol for making it all official and input into the system.Document management systems can be used to ensure audit trails of approvals.This will be different from organization to organization.Everything should meet guidelines and regulations.Electronic signatures are accepted by most organizations.
Step 15: Implementation of your SOP will begin once approved.
Formal training for affect personnel may be involved.There are computer-based training and classroom training.It could be that your paper is hung up in the bathroom.Get your work out there.You worked hard for it.It's time for recognition.Make sure your SOP is current.If it ever gets outdated, update it, and get the updates re-approved and documented.Safety, productivity, and success are important to your team.