What Is a Standard Operating Procedure (SOP)?

What is a standard operating procedure (SOP)?

A standard operating procedure - abbreviated to SOP - is a binding description of processes and responsibilities, including the associated checks and documentation. It specifies a standardized procedure.

An SOP is particularly useful if you want to optimize processes in your production and streamline them on the basis of uniform procedures - keyword: lean manufacturing. In industries with high safety requirements, such as the pharmaceutical and aviation industries, SOPs are a must for process reliability. They are used, for example, in product approval processes by the authorities.

Step 1: First check which processes are suitable for a standard operating procedure. Not every process can be standardized or benefit significantly from standardization. Ask yourself:

Which processes are particularly prone to errors?
Which processes are critical?
Which processes can be standardized?

Step 2: Gather all relevant information from all knowledge carriers involved, document it and evaluate it. Evaluate the relevance of the information collected in relation to the desired SOP.

Step 3: Once you have collected all the data, structure it and prepare it for the standard operating procedure. Use the data to draw up your SOP. Pay attention to

uniform structure and formatting
simple, clear formulations
the use of visual aids such as images

Step 4: Check the standard operating procedure for stringency, completeness and usefulness. Have the employees involved look over it to get an objective view of weak points and potential for improvement.

Step 5: Inform the employees who have to work with the SOP what exactly is behind it and how it works. Train them thoroughly, including for future updates.

Step 6: Once the standard operating procedure is up and running, you can sit back and relax, right? Well, it won't just be one SOP, and you should also keep reviewing and questioning the existing ones with your employees in order to identify optimization potential.

What are the benefits of a standard operating procedure?

When you implement standard operating procedures, you inevitably establish uniform standards for your employees to work to.

Uniform standards automatically mean more efficient work processes and more uniformity in implementation.

If you follow the principle of always creating SOPs on the basis of uniform structures, this will also enable your employees to familiarize themselves with new processes much more quickly. After all, they already know the “look and feel”.

Standardization also means closing scope for interpretation. This results directly in a minimization of errors.

And, of course, SOPs ensure compliance and adherence to legal regulations.

What belongs in a Standard Operating Procedure (SOP)?

A good standard operating procedure should include a range of data that reflects the key facts behind it and answers all the relevant “W” questions. This data includes

a unique name or a unique identifier
a validity period
a version number
the name of the creator
the name of the approving persons (internal or external)
the aim and purpose of the SOP, i.e. the answer to the question: What is to be achieved and why?
the area of application and scope: where and by whom will the SOP be used?
a process description, including materials and equipment: How and with what will the activity be performed?
Information on responsibility and qualification: Who is responsible? Who is authorized or qualified to carry out the activity?
documentation: How, where and by whom are processes documented?

Standard operating procedure (SOP)