Standard Operating Procedures – A complete guide! – Format & Writing Style
Welcome back to the fourth in our series of blogs describing the Key elements in the SOP lifecycle. So far we have introduced the ‘SOP pie’ and have dived into the first two slices. This blog will dig further into the third slice – Format & Writing Style
This slice goes hand in hand with the previous subject of 'Audience and Authors' to really get to the details of how the SOP will be written, and how it will look and feel to get the message across in the best possible way.
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Keep it simple!
Remember at this stage to keep it simple, sometimes the best SOP is an environmental SOP, where a document or procedure is not required at all. Simple examples of this could be:
- If you want people to walk in one direction around the laboratory or factory, would an arrow on the floor and walls work?
- If things need to be done in a particular order, could that be achieved by layout, labelling and numbering?
These environmental SOP’s used in the correct circumstances can be far more effective than any documented version.
Once we have decided an SOP document is needed there are some simple points to consider before putting pen to paper:
- If it isn't broken, don't fix it!!
- Is this an existing SOP that is working and just needs a refresh and update?
- Do we have a standard format in use for SOPs? - does it work, and would it work in this scenario?
- 83% of human learning and understanding occurs visually - If there are many routes through the process, then it may lend itself to a flowchart layout.
- Clarity and separation of responsibilities - Is the process very long and involves various audience levels? Then it may be better to have hierarchical steps, i.e. a list of main steps with sub-steps underneath.
- Keep it simple - Is it a simple routine with a few steps? As with many things in life, the wisest option is to keep it simple. A list may be the most effective format.
- Clear and concise - Ensure any text in the document is clear and concise. If it is difficult to follow, that will almost certainly stop the SOP being used.
- Try not to reference the person (You, He, She, Him, Her).
- Ease of reference - Ensure steps are clearly shown to help with ease of reference and maintenance in the future.
- A picture paints a thousand words - Break up large chunks of texts with diagrams and flowcharts.
We are now in a position where we fully understand what we are trying to achieve, who our audience is, who the contributors are, and how we will layout the document. The next step is to write the SOP.
Using a Collaborative environment to create your SOP
We recommend that you use a collaborative environment to write the SOP with the participation of the different contributors. Microsoft SharePoint is an example of such a tool. SharePoint has the concept of "Team Sites", where all the contributors can collaborate to create and maintain the SOP document. You can use "Document libraries", "Task Lists", and "Discussion Groups" to record and log all decisions taken during the creation of the document. Once the final version of the SOP is agreed upon, it can be pushed to a corporate SOP library and targeted at the right audiences using tools like Collaboris' DocRead.
These considerations will be covered in more detail in the second half of the SOP pie, starting with the next in the series - Test & Adjust
Other articles in the series:
- 1st in the Series - Introduction
- 2nd in the Series - 'Scope and Purpose'
- 3rd in the Series - 'Audience and Authors'
- 4th in the Series - 'Format and Writing Style' (this post)
- 5th in the Series - 'Test and Adjust'
- 6th in the Series - 'Distribute & Train'
- 7th and final in the Series - 'Review & Update'