When you’re organizing your standard operating procedures it’s important to consider how the information flows. It’s difficult for employees to understand what is expected of them when the SOPs are poorly written; whether it be from run-on sentences or lack of details, it’s imperative to have effectively written SOPs.
Avoid phrasing that could be taken out of context – words like “might, should, could” etc. They need to be direct, containing action phrases, such as “use the following instructions to complete this task”.
Is it listed step-by-step? If yes, does it follow chronological order? Or does it jump around from place to place?
Organizing your standard operating procedures to reflect an idea.
Before organizing your standard operating procedures, write out a description. Put this description before the instructions so the reader understands what the task is, why it’s important, and what is gained by accomplishing this task.
For example, my brief description for changing the oil would resemble something like this:
- What the task is:
- There are a few different preventative maintenance (PM) tasks to perform on your vehicle, but we’re going to focus on one of the more important ones: changing the oil.
- Why it’s important:
- Changing the oil consistently ensures your engine is running smoothly, and that the gears are lubricated properly. The longer the oil cycles through the engine, the more dirt and grime is collected. To ensure the longevity of your vehicle, the used oil needs to be replaced with fresh oil regularly.
- What the goal is:
- Being proactive and maintaining your cars health will prevent costly repairs in the long run, saving you time, money, and heartache.
Is it listed sequentially? Does it flow?
How the instructions flow affects how well they are comprehended by the reader. If it jumps around without any continuity, rearrange the order so that it flows naturally.
Instead of this:
- Make sure to have the jack aligned with the car frame to ensure proper support. Lift to the desired height.
- Slide the drain pan underneath where the oil plug is.
- Insert the jack stands to catch the car in the event that it falls off the floor jack.
- Block the wheels to keep the car from moving while you are jacking up the car.
Try this:
- Block the wheels to keep the car from moving while you are jacking up the car.
- Make sure to have the jack aligned with car frame to ensure proper support. Lift to the desired height.
- Insert the jack stands to catch the car in the event that it falls off the floor jack.
- Slide the drain pan underneath where the oil plug is.
While they both have the same information provided, the first one is not listed in the proper step-by-step order. Rearranging it into chronological order and changing the bullet points to numbers, naturally improves the flow while maintaining efficiency.
Reiterate the purpose of this task by connecting the dots.
At the end of the instructions, reiterate what they just did, the importance of it, and how it affects them – just like at the beginning. Any additional information that pertains to this task should be added here.
To keep with the same example, I would include something along the lines of this:
- You changed the oil and now your engine is happy. Remember to complete this task regularly to ensure the longevity and health of your car. When it’s not done consistently, it leads to more mechanical issues that can result in costly repairs.
“Sandwiching” your information.
Think of the sandwich technique when writing your SOPs.
Top Bun:
- Introduction of the task with brief overview of what to expect and why it’s important/relevant.
The insides – meat, cheese, lettuce, tomato, onion, pickle, sauce, etc.:
- The details of how to complete this task including step-by-step instructions.
Bottom Bun:
- Review of what they completed, how it affects the reader, and why it’s important.
What are your thoughts on the matter?