How to write an

Effective SOP
Exercise:
• Your team is expected to prepare a king size burger.
• Your are expected to suggest them a step by step
process to complete this task?
Out Objective:
• Result (What to achieve how much)
• Quality (What to achieve of what quality)
• Procedure (How to achieve)
So it’s What Vs How

“Quality is everyone’s responsibility”

- W. Edwards Deming
What is an SOP
• Formal document that describes how an individual or an
organization perform a task in ideal way and document it.
• SOP provides step by step set of instructions to the person
performing a task
• Standard operating procedures are written, step-by-step
instructions that describe how to perform a routine activity.
• Employees should complete them in the exact same way
every time so that the business can remain consistent.
• Standard operating procedures help maintain safety and
efficiency.
• It should specific enough to provide clarity
and practical enough to implement.
Importance of SOP:
SOP are important to have consistent quality output in any
process by design (not by chance).
• Consistency
• Accuracy
• Precision
• Right Result
• First time
• Every time

Some Real Life Examples to share

SOP helps in:
• Optimize the efforts
• Saving time in routine activity by standardizing process
• Provide consistency in output
• Improve Communication
• Define the accountability
• Increase the safety at work
Structure of SOP
• Header:
• Title of SOP
• Department Name
• Process / SOP no.
• Effective Date
• Revision Date
• Version no.
• Page no. of Page
Structure of SOP
• Main Content of SOP:
• Purpose of the process
• Scope / Applicability
• Prerequisites
• Procedure
• Process Chart
• Out put / Other process triggered
• Responsibility & Accountabilities
• Documentation / Record keeping
Structure of SOP
• Footer:
• Name & Signatures:
• Prepared by (Author)
• Reviewed by
• Approved by
• Controlled copy
SOP document terminologies:
• Master Copy: Original Signed copy
• Controlled copy: Used at actual working place
• Uncontrolled copy: For information purpose only
• Obsolete copy: For obsolete activity
• Superseded copy: Previous Copy replaced with new one
• Approved copy: For the dossier & regulatory submission
SOP by whom?
• Should be written by individuals knowledgeable with the
activity and subject matter expert.
• By an individual who performs the tasks routinely
• Think about methodology, required tools, technologies etc.
• Inputs should be taken from:
• Team members who perform the task.
• Safety policy of the organization
• Compliance provisions of various controlling and regulatory
authority e.g. RERA, Taxation, GST, NBC, GDCR etc.
• Engineering standards, Manual of equipment manufacturer
Define Process Effectively

As is
Process

To be
Process

SOP
SOP Review & Approval
• Below are the factors for review and approval of SOP:
• Adherence to standards
• Readability, Comprehensibility, general Understand ability
• Degree of completeness
• Appropriate level of details
• Simplicity of process
• No redundancy in process / content
Exercise:
• On this Monday you are suppose to reach Delhi by 3 pm
by car.
Explain the entire process one should follow?
Implementing SOP:
• Train and Retrain the user is the most Important Step in
implementing SOP.
• While Training the users the HOD should:
• Share the reason Why SOP must be Followed.
• Explain the SOP and demonstrate it step by step
“Quality is not act, It’s Habit”

Thank you!
Irfan Shersia
Irfan.hrd@gmail.com