Standard Operating Procedure Template (SOP Document)
There are many components to running a successful business, which all rely on clear processes that employees can actually follow. A Standard Operating Procedure aims to provide just that. SOPs go a long way in ensuring that employees can carry out activities and tasks with precision and speed. Especially in large organizations, these practices will be standardized across departments to be aligned with the company. Without instruction, there could be situations where employees are left scrambling to find solutions or answers, which could eat into time and morale.
Business processes aren’t just regular workflows like supply chain management, sales or customer service. Unexpected situations come up too, and an SOP spells out the next steps so there’s no miscommunication and the business keeps running smoothly. For instance, do teams know what to do when the manager is home sick? Do they know who to report to, or turn to for instructions?
What is a Standard Operating Procedure (SOP)?
A Standard Operating Procedure (SOP) is a documentation of step-by-step routine instructions for business processes and internal workflows. This ensures that employees within an organization produce work of a consistent standard and quality. In a nutshell, SOPs are a type of process documentation that helps with regulatory compliance. Having protocols in place also helps to avoid mistakes, leaving no room for interpretation and error. SOPs are usually beneficial for business activities that are conducted frequently, but can also include what to do in case of emergencies. This keeps workflows consistent and avoids wasted effort.
The benefits of having an SOP
Avoid mistakes
When employees are given step-by-step instructions on what to do, they’re less likely to make silly mistakes. Work that follows the organizational standard is less likely to be bounced back or rejected.
Produce standard quality of work
Keeping everyone on the same page about processes, objectives, strategy and plans will help to produce consistent work that is up to par. An SOP is the one verified resource that employees in the company should turn to, rather than taking different information from multiple sources that may not be accurate.
Quicker and more comprehensive onboarding
Onboarding is a critical component of a business and helps set new hires up for success. Employees who are not properly onboarded may face issues later on in their careers, leading to attrition or termination. In some cases, quality hires may not have the right support to thrive. An SOP gives new hires the guidance they need in their first days at the company.
Be prepared for unexpected situations
Prevention is better than cure. SOPs ensure regulatory compliance when completing assignments. This protects an organization from mistakes serious enough to end up in litigation.
Promotes workplace harmony
When an organization is informed, workflows and processes run more smoothly, and everyone is aligned on business objectives and knows what is expected of them. Process documentation goes a long way in fostering an independent work environment that benefits from employee feedback and ideas.
What should an SOP include?
Depending on the nature of the procedure, an SOP can include different aspects and instructions. SOPs are written to be clear and detailed. Typically, SOPs will name the business activity, the department/nature of the procedure, employees involved in the process, step-by-step instructions from beginning to end, and any standards or timelines.
Store the SOP in a company-wide knowledge base like Kipwise so it’s easy to securely manage, access and edit when necessary.
Sample Standard Operating Procedure (SOP) Template
If your organization doesn’t use a SOP to outline business procedures, it may be time to start one. Perhaps you already have a couple of SOPs in the database, but they may not be up to date or follow best practices. Use the Standard Operating Procedure Template above as a starting point for any business vertical or department.
Standard Operating Procedure (SOP) Document Tips and Best Practices
Getting a Standard Operating Procedure right will need the collective effort from SOP writers, leaders and teams to adhere to the standards in the document. That is why some organizations fail to make good use of SOPs even when they have an existing file.
Here are some tips and best practices for writing SOPs that actually get used:
Keep information updated and accurate
Having incomplete, outdated or incorrect instructions may have a negative effect on workflows. Keep SOP information as accurate as possible, reflecting the latest updates and practices in the organization.
Ease-of-understanding
SOPs should be written in a way that is readable and understandable to the user. It can help to have other members in the department review an initial draft to ensure that instructions convey the proper meaning.
It has to be accessible
Even the most detailed document will be rendered useless if it is stored in a place that is hard to find or inaccessible to employees. Some companies rely on more traditional forms of process documentation, such as using physical files. This can deter remote employees from finding it. Using a company wiki or central database will enable teams to quickly access the SOP when needed.
Ensure accountability
On the ground floor, teams and managers have to be aligned with the objectives and practices of having an SOP. If employees do not realize the value of process documentation, they may not want to rely on the information at all. A manager, or someone with similar authority, needs to make sure the SOP actually gets used as a resource, not just filed away. This can be done through checking on engagement with digital files and emphasizing the consequences of straying from organizational standards.
Keep it flexible
Business processes are in a constant state of flux, whether from internal reorganization or external change, so an SOP is never set in stone. However, when documents are formatted in a way that is hard to edit, it can add to the workload. Then, businesses end up with outdated SOPs because employees find it too tedious to update.
Start documenting internal processes with Kipwise today
Kipwise gives businesses a knowledge sharing tool to build a reliable knowledge hub. Keep teams on the same page by storing, managing and collaborating on important documents like SOPs digitally and in real time. Find out more on our website.
