How to Write a Standard Operating Procedure

2024 Author: Samantha Chapman | [email protected]. Last modified: 2023-12-17 09:13

A Standard Operating Procedure (POS) is a document that provides step-by-step information on how to perform a certain task. There are POSs that need to be modified or updated, or you may find yourself in a situation where you will have to write a POS from scratch. It sounds scary, but it's really just a very, very "very" scrupulous list of things. Let's start with the first step.

Steps

Part 1 of 3: Format Your POS

Step 1. Choose the format you prefer

There is no right or wrong way to write a POS. However, your business definitely has some POS that you can refer to for formatting guidelines, following the features the business prefers. If that's the case, use your existing POS as a template. Otherwise, you can choose from a few options:

• A simple format in sequence. It is a model for routine, short-lived, low-outcome operations that end quickly. Beyond the necessary documentation and safety guidelines, it's really just a list of simple sentences that tell the reader what to do.
• A hierarchical format. It is usually used for longer procedures, consisting of more than ten steps, which include few decisions to be made, clarifications and terminology. It is usually a list of main steps with paragraphs in a very particular order.
• A flowchart format. If the procedure is mostly a map with an infinite series of possible outcomes, a flowchart may be the best solution. It is the format to aim for when the results are not always predictable.

Step 2. Consider your audience

There are three main factors to consider before writing your POS:

• Basic knowledge of your audience. Are they familiar with your organization and its procedures? Do they know the terminology? Your language must be a compromise between knowledge and consideration of the reader.
• The language skills of your audience. Is there a chance that someone who doesn't speak your language can "read" your POS? If this is an eventuality, it is a good idea to include many commented photos and diagrams.
• The sheer size of your audience. If many people are reading your POS at the same time (in different roles), format the document as if it were a conversation in a show: the first user completes an action, the second follows, and so on. In this way, every reader can feel like the cog in a well-oiled machine.

Step 3. Consider "your" knowledge

Are you the best choice to write this document? Do you know what the process involves? How could it fail? How to make it safe? If you don't know all of this, maybe it would be better to pass the project on to someone else. A poorly written or inaccurate POS not only reduces productivity and leads to organizational failures, it can also be unsafe and have a dangerous impact on your team or the environment. It's not a risk worth taking.

If you feel compelled (or obliged) to complete the project assigned to you, don't be afraid to ask those who complete the procedure daily for help. Conducting interviews is part of the process of creating a POS

Step 4. Choose between a long or short form of POS

If you are writing or updating a POS for a group of people who are familiar with the protocol and terminology, and you need a short and lively POS, more like a list, opt for the short form.

Apart from the basic proposals and relevant information (date, author, identification code etc.) it is really a simple list of steps to follow. If there is no need for clarification and particular details, it is the best option

Step 5. Keep the POS proposal in mind

It is obvious that you have an organization in the procedure that leads you to repeat it over and over again. But is there a specific reason why that particular POS is useful? Should the emphasis be placed on safety? Are there any measures to be respected? Is the procedure used for daily work? Here are a few reasons why your POS must be successful on your team:

• Ensures regulatory standards are met.
• Maximize production demands.
• It ensures that the procedure does not have a negative impact on the environment.
• Ensures the right security.
• It ensures that everything runs on schedule.
• Prevents manufacturing errors.

• It is used as a training document.

  If you know what the POS needs to emphasize, it will be easier to structure the document around those points. It will also be easier to understand how important your POS is

Part 2 of 3: Write the POS

Step 1. Take care of the necessary material

In general, a technical POS consists of four elements, apart from the procedure itself:

• The cover page. It includes: 1) the title of the procedure, 2) an identification number of the POS, 3) the date of publication or revision, 4) the name of the agency, division, sector to which the POS is applied, 5) the signatures of those who have prepared and approved the POS. This can be formatted however you want as long as the information remains clear.
• The table of contents. It is only necessary if the POS is long enough, so that the references can be easily reached. A simple standard description is what you will find here.
• Quality assurance and control. A procedure is not good if it cannot be controlled. Provide the necessary material and details so that the reader can be sure of getting the desired results. You may or may not include other documents, such as examples of performance reviews.

• The references. Be sure to add any references that are quoted or meaningful. If there are external references to the POS, be sure to mention any necessary information in the appendix.

  Your organization may have different protocols than the ones you need to use. If there are already pre-existing POS that you can refer to, leave your facility and follow the standard templates

Step 2. For the procedure itself, make sure you've covered the following:

• The purpose and applicability. In other words, describe the proposed procedure, its limitations and how it should be used. Include standards, regulatory requirements, roles and responsibilities, contributions and products.

• The methodology and procedures.

  It is the core of the document. It presents a list of all the steps to follow with the necessary details, including the necessary tools. Also include sequential procedures and decision factors. Learn about the risks associated with the eventuality of something happening, possible interference and safety considerations.

• Clarifications and terminology. Identify acronyms, abbreviations, and all phrases in an uncommon language.
• Health and safety warnings. List them in a special section "and" when describing the steps to follow when they are important. "Don't overlook this section".

• Tools and supplies.

  Complete the list by listing the necessary things, how and where to buy the tools, what standards to follow when buying, etc.

• Warnings and Interference. Basically, this is the troubleshooting section. Include anything that may not work, what to watch out for, and what may interfere with the ideal end product.

  • Give each of these topics its own section (marked by numbers or letters) to prevent your POS from being verbose and confusing and to allow for easy consultation.
  • This is by no means an exhaustive list; it's just the tip of the procedural iceberg. Your organization may specify other aspects that need attention.

  

  Step 3. Make your writing concise and easy to read

  Your audience might not choose this reading for fun. Make it short and clear, otherwise the reader's attention would be lost and the document would be considered arduous and difficult to understand. In general, keep your sentences as short as possible.

  • Here is a "bad" example. Make sure you can clean all the dust out of the vents before you start using them.
  • Here, however, is a "good" example. Remove dust from the vents before using them.
  • In general, do not use the subject: it must be understood. Speak in an active tone and begin each sentence with an imperative verb.

  

  Step 4. If necessary, interview the people involved in the process to ask them how to perform certain tasks

  The last thing to do is write an inaccurate POS - you could compromise the security of your team. its effectiveness, the working time. Also, you would write a full process without consulting anyone. Some of your workmates might be offended. If you need, don't hesitate to ask! It is important to write correctly.

  Of course, if necessary, ask different sources, covering every role and responsibility. One team member may not be following the POS, while another may only be partially involved

  

  Step 5. Break up the extended parts of the text with diagrams and flowcharts

  If there are any particularly hostile passages, make them clear to readers with a diagram. This will make reading easier and give your mind some space to try and make overall sense of the document. The procedure will appear more complete and better written.

  Don't include these things just to lengthen the POS; do this only if necessary or if you want to fill a linguistic void

  

  Step 6. Make sure each page has document control notes

  Your POS will be one of many, because your organization will likely have a large archive with all procedures and a reference system. Your POS will then be part of the system, and will need a code to be found. This is why notes become important.

  Each page must have a short title or identification code, revision number, date, and "page # of #" in the upper right corner (for most formats). Based on your organization's preferences, you may or may not include this data in footnotes

  Part 3 of 3: Ensures Success and Accuracy

  

  Step 1. Make a test of the procedure

  If you don't want to test the procedure, then you probably haven't written it well. Find someone with "limited knowledge" of the project (or a person representing a regular reader) to use the POS as a guide. What problems did she run into? If found, fix them and implement the necessary improvements.

  • It would be better to have a few people try the POS. Different individuals will be able to detect different problems, allowing you to receive a wide variety of responses.
  • Make sure you test the procedure on someone who has never done it before. Anyone with previous knowledge will tend to tie the procedure to their knowledge, failing, in this way, to really help you.

  

  Step 2. Have someone review the POS to follow the procedure

  In the end, it's not so much what your boss thinks about the POS, but what those who really need to use it thinks. So, before presenting the work to superiors, propose it to those who will have to do (or already do) that specific job. What is it that "they" think?

  Make them feel involved in the process, so they will more easily accept the POS you worked on. And they will surely have great ideas

  

  Step 3. Have your presenters and the Quality Control team review the POS

  Once you have the positive opinion of the team, send it to the speakers. They will probably have few innovative ideas to present to you, but they will be able to tell you if the procedure meets the formatting requirements, if something is missing, what is the official protocol to implement it and insert it into the system.

  • Initiate POS towards approval using the document management system to ensure the final control mechanism for approval. This varies from organization to organization. Basically, it is vital that you comply with all guidelines and regulations.
  • Signatures are required. Many organizations today have no problem accepting electronic signatures.

  

  Step 4. Once approved, start taking your POS into effect

  This will involve either a formal probationary period for the people involved (one for colleagues, one for computer use, etc.) or your document simply being hung up in the bathroom. It doesn't matter how the stage will be organized. Put your work into practice! You worked for it! It's time for recognition!

  Make sure your POS keeps up with the times. If it becomes out of date, update it. Make updates approved and documented, and redeploy the process if necessary. Your team's safety, productivity, and success depend on it

  Advice

  • Always seek clarity. Make sure there are no multiple interpretations. Show the procedure to someone who doesn't know it and ask what they think the document means; you might be surprised.
  • Remember to involve stakeholders whenever possible so that the documented procedure becomes the real procedure.
  • It uses flowcharts and photographic representations, so that the procedure appears clearer to the reader.
  • Ask people to review the document before approval.
  • Use simple Italian to describe the steps to follow.
  • Make sure the history of the document is well documented, for each new version.
  • Check if there is an older version of the POS before writing your own. You may only need to make small changes. Be aware, however, before making them!