What are the best tools and formats for documenting and sharing your SOP?

A standard operating procedure (SOP) is a document that describes how to perform a specific task or process in a consistent and efficient way. SOPs are essential for operational planning, as they help you streamline your workflows, reduce errors, ensure compliance, and train your staff. But how do you document and share your SOPs effectively? In this article, we will explore some of the best tools and formats for creating and distributing your SOPs.

1 Choose a tool

When choosing an SOP tool, there are several factors to consider. How easy is it to create, edit, and update SOPs? Is the format and layout flexible and customizable? Does the storage and backup offer security and reliability? Is the interface accessible and user-friendly? Additionally, how well does it integrate with other tools and systems? With many options available, from word processors and spreadsheets to dedicated SOP software and platforms, you can find a tool that suits your needs and preferences.

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Ashley Flemming, PMP, CSSGB

Lockheed Martin Supplier Quality Field Rep | Regulatory Compliance Expert | Center of Excellence SME | U.S. Air Force Veteran
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One thing that is often overlooked in selecting an SOP tool is whether or not the necessary tool is within our budget. One should look for the tool that offers good value and contains the features that are most important to the end user or customers. When we look at the functionality that we hope to achieve with the SOPs, it can be easy to overlook what the cost of doing business is. Frugality in the tool selection will not only make sure you get exactly what you need in an SOP tool, but also simplify the tool for the users.

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2 Define a format

The next step is to define a format that is clear, concise, and consistent. This should include a title that summarizes the purpose and scope of the SOP, a date and version number indicating when it was created or revised, a table of contents outlining the main sections and sub-sections, a summary providing an overview of the SOP and its objectives, a list of roles and responsibilities specifying who is involved and what they do, a list of resources and equipment identifying what is needed and where to find it, steps describing how to perform the task or process in detail, quality checks and safety measures ensuring the SOP is followed correctly and safely, and references and appendices providing additional information and support.

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Ashley Flemming, PMP, CSSGB

Lockheed Martin Supplier Quality Field Rep | Regulatory Compliance Expert | Center of Excellence SME | U.S. Air Force Veteran
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One thing that I've found helpful is to think of an SOP as an open book test for the individuals that will be following the procedures. Any personnel following the SOPs should be able to pick them up and easily find what section they need to refer to, interpret what information pertains to their operations, and execute the specified task with minimum outside interference. In the same respect, I would find it useful that an SOP is formatted so well that an individual outside my organization would be able to follow a procedure based on how well laced out the data is.

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3 Use visuals

The third step in creating effective SOPs is to use visuals to enhance them. Visuals can be used to illustrate complex or abstract concepts, provide examples or scenarios, and emphasize important points. Images and photos can show real-life situations or results, while diagrams and charts can illustrate relationships or patterns. Tables and matrices are useful for comparing or classifying, while flowcharts and mind maps can show sequences or structures. Finally, icons and symbols can be used to categorize or identify functions.

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Ashley Flemming, PMP, CSSGB

Lockheed Martin Supplier Quality Field Rep | Regulatory Compliance Expert | Center of Excellence SME | U.S. Air Force Veteran
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Actually I disagree with visuals in SOPs as they might be too cumbersome to update if a process changes. Oftentimes we create an SOP and the speed of technology forces us to change how we approach task. A rewrite of an SOP to address visuals could pose a serious delay in production or some other area of operation. Symbology here and there are fine, but if the specific task guide is available, then visuals should be placed there.

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4 Follow best practices

To ensure your SOPs are effective and engaging, it is important to follow some best practices. Use language that is simple and precise, avoiding jargon and ambiguity. Incorporate active and imperative voice, addressing the reader directly and clearly. Utilize short sentences that focus on one action or idea per sentence. Additionally, use bullet points and headings to organize and emphasize key information. Ensure consistency and appropriateness of terminology, formatting, and style that align with your brand and standards. Finally, use feedback and reviews to improve and validate your SOPs.

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Ashley Flemming, PMP, CSSGB

Lockheed Martin Supplier Quality Field Rep | Regulatory Compliance Expert | Center of Excellence SME | U.S. Air Force Veteran
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Utilizing industry familiar language could enhance an SOP as it reduces the learning curve which could result in increased efficiency. One might also consider electronic versions with hyperlinks that direct members to regulations and instructions as to reduce the size of the overall SOPs. It's imperative to be concise and to the point with the SOPs as the normal size of renditions tend to scare users off.

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5 Share your SOPs

In the fifth step, you need to share your SOPs with your target audience. Depending on your goals and needs, you can share them internally or externally, online or offline, publicly or privately. For example, you can publish them on your website or intranet, upload them to a cloud service or database, email them to staff, clients, or partners, print and distribute them in hard copies, and present them in meetings, workshops, or training sessions.

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6 Monitor and update your SOPs

The final step is to monitor and update your SOPs regularly. It's important to recognize that SOPs are not static documents, but rather dynamic and ever-evolving ones. You should keep track of their performance, impact, and relevance and make changes as needed. Reasons to update your SOPs could include changes in regulations, policies, processes, roles, resources, equipment, technology, feedback, results, or outcomes.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best tools and formats for documenting and sharing your SOP?

1

2

3

4

5

6

7

1 Choose a tool

2 Define a format

3 Use visuals

4 Follow best practices

5 Share your SOPs

6 Monitor and update your SOPs

7 Here’s what else to consider

Operational Planning

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What are the best tools and formats for documenting and sharing your SOP?

1

2

3

4

5

6

7

1 Choose a tool

2 Define a format

3 Use visuals

4 Follow best practices

5 Share your SOPs

6 Monitor and update your SOPs

7 Here’s what else to consider

Operational Planning

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