Standard Operating Procedures (SOPs)

Standards operating procedures can be found in any type of organisation. It is the documented process that is supposed to be followed by anyone completing that process. The importance of SOPs lie in the following:

• They are agreed-upon procedures that, when completed, deliver the intended results. If the SOP is followed, fewer mistakes will be made, quality can be controlled and costs better-managed. 
• The company gets more consistent results – potential problems can be identified and corrected sooner.
• The pressure of national and international quality certification systems e.g. ISO9000.
• Sustainability reports – (King 2 report on economic, environmental, social issues).
• Marketing advantage – listing on JSE or New York Stock Exchange.

SOPs vary from company to company but should have the following sections:

• Purpose - Why are we doing this? Clearly express the benefits.
• Responsibilities - Who is involved? Describe the roles of all involved.
• Application - Where and when does this apply? Does it apply to all situations or just specific ones?
• Procedure - How should the process be performed?

Each process should be clearly detailed, using terminology that are familiar to the user of the SOP. Definitions should be supplied for unfamiliar terms or terms with multiple meanings. Rules should be explained. Brevity is preferred – short and to the point.

When writing an SOP, visualise an untrained reader who is new to the process. Write for this reader. Address each step. Make all decisions either/or decisions – give only two options. Always provide the next step when performing the procedure until the process is completed.