SOP Example and What it Looks Like

SOP Example

If you are looking to build a Standard Operating Procedure you may be wondering what they typically look like or how others may do it.

Need a Standard Operating Procedure Manual Template? This type of Manual will organize your business fast. Learn More.

Really, there is no set rule to creating an SOP. (Standard Operating Procedure). There might be tons of information online about this, however think about it practically.

The purpose of an SOP is to communicate step by step how to complete something correctly.


Firstly, What is an SOP?

OK, I think we have established that SOP stands for ‘Standard Operating Procedure’. This is a great description below of what an SOP actually is.

A standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations. SOPs aim to achieve efficiency, quality output and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations.

Source: https://en.wikipedia.org/wiki/Standard_operating_procedure


Standard Operating Procedure Examples

SOP Example and What it Looks Like

So, really the main point of an SOP as indicated above seems to be that it is a step by step procedure. However, the important aspect of creating an SOP is how it is communicated through text, pictures or whatever way you choose to communicate it.

Let’s take a look at some examples so we can investigate this further.

SOP Example

Below is a very basic example of a SOP. This is just to demonstrate that there is nothing overly complicated about an operating procedure.

The simple example we will use below is:

How to Change a Flat Tyre on a Car

Steps to be followed.

1: Make sure the park brake is on

2: Open the boot

3: Get the spare wheel out

4: Get the jack and wrench out to loosen the wheel nuts

5: Position the jack in the correct spot

6: Loosen the wheel nuts

7: Jack up the car

8: Remove the wheel nuts and wheel

9: Install the spare wheel

10: Tighten the Wheel nuts

11: Lower the jack

12: Check the wheel nuts are tight

13: Put the jack and flat tire in the boor

14: Close the boot…

You can see from above that this example is very simple. However, it outlines exactly what is required to perform the task successfully.

It can become more complicated depending on the task. However, the simple example above identifies the process and outlines it step by step.

Make it too complicated and no one will read it or use it. The key is to keep it simple so people engage with it and actually use the process.

SOP Sample – Keep it Simple

The best thing you can do about creating SOP’s is to keep them simple and straight forward. If it is a complex task you are documenting, you will need to break it down into smaller tasks.

Something that is very complex can still be completed using standard operating procedures. The combination of training and using procedures allows people to deliver complex tasks correctly, accurately and efficiently.


Complicated Tasks Require a Lot of Work

If you are a complex business and delivering complex services or products, then obviously your SOP’s are going to be long and detailed.

They will be broken into tiny tasks which when combined a step by step procedure on how to complete the task. This combined with regular training achieves the goal set of delivering the complicated tasks or product.

Your business may even need to break a task across teams of people if it is a complex task. This becomes even more detailed as teams work together for a common goal and achieve an end result accurately.


Creating Complex Products with SOP’s

To build a complex product or deliver a complex service, the first thing you need to do systematically divide it into its individual pieces. This means looking at the products each piece separately or in the case of a service, each task separately.

This is known as modular design and development. Documenting the pieces and the process or assembly is a SOP or Standard Operating Procedure. Once you document each piece and how each piece fits together you have created procedures on how to construct a complex product.

Another SOP Example

Below is another SOP example. This one however has images as well as text. This enables people to understand the procedure quicker and use visual cues to understand the process required.

Obviously, if you are going to document all your procedures in this manner, it will take a significant amount of work. Check it out below.

SOP Example | Prepare a Meeting Room

OK, this is a fairly simple task to complete. If you had a much more complex task, then obviously you will have pages and pages of instruction.

Another Written SOP Sample

Let’s take a look at yet another example without pictures. This is another standard operating procedure example for small business. Small and medium business doesn’t need to overdo this stuff. Just make it super clear and easy to read.

You can see this is a bit harder to grasp quickly. However the red text does highlight to the reader the important parts of the task.

Check it out below.

SOP Example | Site Visit Procedure

Lots of text makes the procedure harder to follow quickly. However, you may need lots of text in some situations.

The key is to communicate the required tasks effectively so the task gets completed accurately. There is no point in having the SOP if the task gets completed incorrectly each time.

Train your team to provide feedback to you on building your procedures so you can ensure your procedures are clear and usable. This makes people’s jobs and role easier and more effective.


How to Write an SOP

So how do you go about writing an SOP for your business? Review the step by step example below on how you could easily write an SOP for your organization.

Firstly

Firstly, think about how you are going to use the SOP in your business.

Is it for people behind the computer or people on the factory floor or people working from home?

Secondly

Secondly, how will they read the procedure? Will they read it online or do they need access to a hard copy? Will they be able to use it on their phone? Think about the practicalities of how it is actually used.

No one is going to follow the procedure if it is not:

  • Clear
  • Easy to Follow
  • Understandable
  • Makes Sense
  • Logical
  • Using Simple Language
  • Memorable

There are many ways to ensure your team actually want to use the procedure. Forcing them is not the best way to make the SOP’s effective. Using common sense is.

Thirdly

Thirdly and most importantly. Ask your team for help. Get an understanding of how they complete their tasks and ask them what they think is the best way to document the SOP.

Involving your team in this tasks gives them ownership and allows them to contribute to the growth of the business. This is really important if you want your business to grow.

Remember you are developing a business that operates without you and achieving team ownership ads significantly value to your business, their lives and provides a meaningful job.

Let’s Not Make this More Complicated Than it Needs to Be

The world is becoming more complicated. Is it because there are too many complicated SOP’s?

SOP’s are not rocket science. There is tons of information online about SOP’s and how to write them and what you should and shouldn’t do.

But realistically – it should be kept simple.

Think about an IKEA furniture pack and the instructions that come with it. Terrible! However, they do work even if you have to think about what the picture is actually trying to get across.

The point is – SOP’s should be kept simple but not so simple they are annoying to follow.

Personally the Step 1, Step 2 process with a related image is the simplest and best way to create an SOP. Anyone that tells you otherwise, I think, is pulling your leg or trying to sell you something.

You can only build or create something 1 step at a time so it makes logical sense that complicated processes are broken down into smaller tasks.


Standard Operating Procedures Examples in an Office

Writing SOP’s for an office has to be one of the easiest SOP’s to complete. Office workers have it easy right? Office-workers typically have easy access to a desktop where as other roles such as a truck-driver or delivery driver wouldn’t be facing a desktop screen all day.

Therefore it is easier to roll out procedures to office-workers and get them to read them. Delivery drivers would have to take the time when they are not driving to read the procedures. This can be harder for them to absorb a lot of information at once.

If you would like to review some Standard Operating Procedures Examples for an office then check out our template where we include quite a few typical office procedures.


What are Your Thoughts?

Got any examples of other SOP’s or any other comments? Leave them below.

Need a Standard Operating Procedure Manual Template? This type of Manual will organize your business fast. Learn More.

What Is a Standard Operating Procedure (SOP)?

Are you looking to improve your business? You must consider SOP’s or Standard Operating Procedures if you want to see dramatic improvement.

SOP stands for Standard Operating Procedure.


Step by Step

Standard Operating Procedures are step-by-step instructions. These instructions inform people how to perform tasks or duties. The aim is to meet quality, performance and uniformity while reducing errors. In addition, they are useful to meet regulations and standards in any particular industry.

A simple representation of this process is below.

Image of Standard Operating Procedure Process
Standard Operating Procedure Process

A Standard Operating Procedure is part of quality control. There are many terms around quality control in any business.

Quality manual, operating procedures, ISO 9001, ISO 9000 family, quality management, employee handbook, policy manual and policies. The list goes on and on.

This area of business is huge.


What is it all for though?

Simply, if you want to stay in business you need to deliver your products to a high standard. The only way you can do this is by ensuring every time you deliver your product or service it meets high quality control standards. In other words, your products or services need to meet standards you have set in your business.

Above all, the goal of SOP’s in your business is to maintain quality. Further to this, to also maintain it in a repetitive manner. That means each and every time you deliver it.

Refer to the simple image of the repetition process below.

Image of Standard Operating Procedure Process Repetition
Standard Operating Procedure Process Repetition

Sounds difficult?

Well yes, it can be difficult. However, it would depend on your type of business. If you have a complex business, you can break everything down into the tiniest tasks and quality manage each task. This is the only way to do it. After that, you would then be heading in the right direction.

Couple this with the right team who are knowledgeable, qualified and appropriate for your business, is going to help you meet those quality goals.


Further definition of an SOP – (Standard Operating Procedure)

Standard operating procedures (SOP’s) are processes. They are documented and ensure services and/or products are delivered the same every single time.

Image of Standard Operating Procedure Manual Template Cover Page

As a business grows, the owner cannot be in one place for everything. SOP’s allow business to grow. They do this by ensuring quality is maintained at all times by management and team members.

Step by Step

Typically, SOP’s or Standard Operating Procedures are step by step instructions. They are very detailed and include tiny steps to ensure that nothing is missed in the manufacturing or delivery process.

It is all about controlling quality as your business grows.


How do SOP’s apply to all of a company?

SOP‘s can be in all areas of a company. For instance, it is not just the manufacturing process or service delivery process that have SOP’s within it. It is also the marketing department, the finance department, the delivery department and any other department.

Lots of relevant information

In other words – that’s a lot of work! More importantly, it needs to be relevant information. Procedures that people will actually use. Otherwise people are at risk.

SOP’s can also apply to safety aspects of personnel tasks. For example, safety SOP’s are instructions on how to keep people safe on a work site.

image of sign Standard Operating Procedures Under Construction
Standard Operating Procedures Under Construction

Clearly you can see that SOP’s can be an extremely important part of a company and allow a company to run smoothly and efficiently.

SOP’s are Needed Because…

As mentioned above, SOP’s allow a business to operate efficiently and safely. They provide an excellent resource for personnel to refer to in their daily work.

Imagine no SOP’s in a large company and trying to deliver a product that is complicated to manufacture? Potentially it would be CHAOS!

Each employee would be completing their tasks on how they thought was best – not as a team and not to any particular quality control. What a nightmare.

SOP’s are critical to deliver anything in a business accurately, efficiently, and to any particular quality.


How Important are SOP’s?

Important or Just a Waste of Time?

What are your thoughts? Are they important or do you think that they are just a waste of time?

Consider the situation below.

Image of SOP Importance
Standard Operating Procedures Importance

Just from the image and text above you can see how important SOP’s are in any business. You might want Standard Operating Procedures when you need them most. They may not seem important or relevant at all times, however when things get hard or difficult, this is when they are most effective.

SOP’s are very important to how your business operates. If you work in an industry where safety is paramount, they become even more important.


So what does an SOP look Like?

Let’s take a look at a real world example of a Standard Operating Procedure from a typical business.

Boeing Aircraft Start Up Example

For example, check out this procedure below which relates to a Boeing Aircraft start up.

Image of Boeing 737- Annotated Standard Operating Procedures
Boeing 737- Annotated Standard Operating Procedures

Source: Scribd

SOP‘s are usually simple to read, are process or task based and consist of a number of steps within the procedures.

There are 3 columns and laid out in a simple to read manner. There is 1 column for Procedure, 1 column for Action and 1 column for Notes.

Also note the instructions in brackets at the top under the headings. These instructions require action in addition to just reading the procedure. This procedure has no step by step direction indicated in a graphic which is beneficial, and it is assumed that the checklist is followed by moving down the list.

It is pretty simple really. The hard part is the quantity of documentation required, and the effort required to put processes in place. Typically, there is usually a lot required.

Let’s take a look at another one

OK, so let’s have a look at another real world procedure. This one is a little bit different.

Image of SOP Example Equipment Cleaning Sanitizing
SOP Example Equipment Cleaning Sanitizing

Source: iastate

So you can see from above, this one is simply a list of what to do. It is simple enough. Possibly presented slightly better and include headings in step format such as, step 1, 2, 3 etc. This would likely make it easier to read without too much more effort of creating the procedure.

It shows when the procedure was last revised. I’m not sure why this is important. Does it really matter when the procedure was last revised? I would think the more important thing is if the procedure is correct, accurate and still relevant.

Anyway, you can see the procedure is simple, easy to read and shows each step in the process for completing the task and also refers to the managers responsibility with regard to the task.

Let’s take a look at a third one

This example below is definitely different. I am not sure I would like to be following the procedures in this organization. Take a look below.

Image of SOP Example Accounting
SOP Example Accounting

You can see it is pretty simple but also graphically doesn’t really have much zing. There are no steps and it looks like a list of items.

This was also in a document with hundreds of pages. Imagine trying to wade through all this?

If you are creating a SOP, it should be easy to read and use and relevant. This means laid out well. Step by step instructions make a massive difference. Include graphics to make the instructions more meaningful.


Enough Examples, how will you create yours?

So, if you need to produce a Standard Operating Procedure Manual, Quality Manual, Policy and Procedure Manual or Employee Handbook you are in for a lot of work.

Note – all of these things are usually the same thing. They just have different names.

It is a great idea to find a template that suits your business instead of starting one from scratch. Digital Documents Direct have a number of options available. Refer to our Standard Operating Procedure Template.

Image of Standard Operating Procedure Manual Template Cover Page

In Conclusion

Standard Operating Procedures are an extremely important part of business.

Important for small business

Image of Tick

If you run a small or medium scale business and don’t have any you should get them immediately. In other words, they are going to help your business run much more smoothly. It is also likely to reduce your stress level.

Create procedures carefully

Image of Tick

Creating procedures should be carefully considered. Just whacking a list of things on a sheet is likely to not do the job well enough. You need to think about it a bit more and lay them out in a manner that makes them easy to read and use.

They need to be relevant

Image of Tick

Remember, they need to be relevant. Irrelevant procedures will simply not get used. People will ignore them and do their own thing, so it is important they are accurate and relevant.

Let your team create them

Image of Tick

You can create your procedures with your team. In fact, they are likely to have a very good understanding of the process. However, you will need to check the procedures and ensure they are suitable, accurate and relevant.

Comment below

Comments are open below. In your experience, what is the best way to create a standard operating procedure and ensure it is useful to your business? Leave a comment below.