What Is Standard Operating Procedure (SOP)?

A standard operating procedure is a set of step-by-step instructions for performing a routine activity. SOPs should be followed the same way every time to guarantee that the organization remains consistent and in compliance with industry regulations and business standards.

SOPs outline policies, processes, and standards to reduce errors, boost efficiency, enhance profitability, ensure safety, and guide problem-solving.

How to write a standard operating procedure
An effective SOP clearly explains task steps, highlights risks, and provides simple, focused instructions on how to perform the task.
Before writing an SOP, the author should assess risks and identify potential obstacles in the procedure.

Key questions to answer as part of an SOP include the following:
– Who performs what role?
– What does each role do?
– What is the goal or outcome of each person’s role?
– Is what needs to happen clearly explained?

Organizations should list all business processes and review daily tasks with employees to identify routine procedures suitable for SOPs.

Flowcharts show who’s responsible for each step in a standard operating procedure. Business process modeling notation is used in this flowchart to explain each action involved. Different shapes symbolize different BPMN actions.

Components of an SOP
A standard operating procedure should include these components:

Title page. This would show the title of the procedure, who it’s intended for — the specific role, department, team or agency — its SOP identification number, and the names and signatures of people who prepared and approved it.

Table of contents. This provides easy access to the various sections in long SOPs.

Step-by-step list of procedures. This includes explanations of the task’s goal, roles and responsibilities; regulatory requirements; terminology; descriptions of what needs to be done to complete each step; and a discussion of decisions that must be made. This section will make up most of the SOP.

SOP best practices
Some best practices for writing and using SOPs include the following:

– Use a consistent style and format for all SOPs, with clear language,
defined headings, fonts, layouts, and visuals.
– Include a table of contents to help employees easily find information.
– Store all SOPs in a central, preferably online, location using a knowledge base
or management system.
– Regularly review and update SOPs to keep them relevant and accurate.
– Share SOPs with relevant employees and provide initial and ongoing training to ensure understanding and compliance.

Credit : https://www.techtarget.com/searchbusinessanalytics/definition/standard-operating-procedure-SOP