5 Key Parts in a Standard Operating Procedure (SOP) Template

What Is a Standard Operating Procedure? 

Maintenance teams across businesses and industries are frequently tasked with various projects to keep equipment up and running. Clear instructions are crucial: Without them, mistakes can occur, as each team member will typically approach the job differently.

Enter the standard operating procedure (SOP). An SOP document serves as a step-by-step guide that provides mid- to high-level instructions for completing specific tasks with consistency. The idea being that, if you streamline business processes, efficiency is improved across teams.

For example, without an SOP, an aircraft’s maintenance team members may each follow slightly different methods in how they carry out maintenance tasks. This could lead to overlooked steps, inefficiencies or errors — not to mention safety risks for workers and passengers. An SOP gets all team members to be on the same page when it comes to complex tasks. When everyone follows the same internal processes, the likelihood of errors and accidents is reduced considerably, breakdowns are fewer and equipment lifespan is extended.

Standard Operating Procedure vs. Process Document: What’s the Difference? 

A standard operating procedure template and process document are similar in that they both standardize and organize how tasks are carried out by teams. Both lend consistency to procedures with the goal of reducing errors, improving efficiency and maintaining quality control. Each also clarifies team member roles, sets task expectations and ensures all stakeholders are in alignment with a company’s goals.

But that is where the similarities to both ends. A process document gives teams a broad overview of a company’s processes — such as how human resources handles the employee onboarding process for new hires — while an SOP breaks tasks down step-by-step, guiding team members as they work on an individual task. For example, an SOP might tell you how to repair a specific part of an HVAC unit.  

Benefits of Creating an SOP 

Creating and using SOPs offers businesses many benefits for operational success. These include:

• Helping with quality control: SOPs ensure quality control as tasks are performed with consistency by all team members to meet business standards. Overall, errors are minimized and equipment reliability is maintained.
• Improves team efficiency and communication: With all team members on the same page, communication becomes easier.  Not only is project management more consistent, but team members are also aware of their specific roles, expectations and workflows.
• Increases compliance: SOPs help reduce the risk of legal issues for businesses by increasing compliance with regulations.
• Enhances equipment uptime and lifespan: With tasks detailed instructions for individual maintenance tasks, equipment breakdowns are less frequent and asset lifespans are extended.
• Standardizes training: With SOPs, team members receive uniform training, lessening gaps in knowledge between them.
• Reduces safety risks: Because all team members learn duties and perform tasks at the same level, a safer working environment is made possible.

Types of SOP Formats 

An SOP can be written in a variety of ways in a variety of formats. Typically, instructions are written as a Google Doc or Microsoft Word document that can be stored for anyone to see. Maintenance teams, for instance, can store SOPs alongside a given asset or work order to ensure work is always performed the same.

Here are some of the most common SOP formats:

• Checklists: Team members check off boxes when they complete tasks. Checklists work well for changing processes, as workers can perform their duties in their preferred order, and a checklist allows them to plainly see what they’ve missed. 
• Step-by-step guides: This type of SOP offers detailed instructions in chronological order, from beginning to end. Step-by-step SOPs are easy to follow and often used by new employees.
• Flowcharts: Some projects are complex and have multiple outcomes. In this instance, a flowchart helps visually illustrate the path team members will follow to achieve a specific outcome. Flowcharts also help teams establish alternative plans when unexpected challenges occur. 
• Hierarchical SOPs: This type of SOP is used for long, complex projects that would otherwise be overwhelming. It consists of multiple larger headers with subtasks listed beneath each. 

5 Key Parts Included in an SOP Template 

An SOP template is broken up into five main parts that give a team all the information they’ll need for a project from start to finish. They are: 

• Title: The title clearly identifies the procedure or process covered by the SOP. It should be concise, allowing team members to easily locate it for reference.
• Purpose: This section explains the need for the SOP. It gives a clear explanation as to why the procedure is taking place and its importance in ensuring consistency, compliance or efficiency.
• Scope: This section details to whom or what the SOP applies, the boundaries or limitations of this application and who’s involved in carrying out the procedures within it.
• Procedure: This section involves the step-by-step instructions to perform the task or process at hand.
• Responsibilities: This section assigns team members to their specific roles in executing, overseeing or ensuring compliance with the SOP’s directives. 

How to Create a New SOP 

The key to creating a clear and effective SOP is to keep it simple with bold headings and words or abbreviations that everyone can understand. If the SOP is detailing a more complex process, then you may even want to include a table of contents for easy implementation. No matter what, here’s the basic eight-step process in creating a new SOP: 

1. Define your goal: What purpose does your SOP serve? Whether you’re streamlining a complex process, meeting compliance requirements or maintaining equipment to ensure breakdowns are minimized, defining the goal of your SOP is the best starting point in ensuring its effectiveness.
2. Know your audience: Understanding who will be using the SOP will help you create its content. What you write should match the intended reader’s level of expertise and familiarity with the process. 
3. Collaborate with a team: Consult with teams and individuals whose experience and insights will help you create a step-by-step guide that is not only accurate but practical for those carrying out its processes. 
4. Determine the SOP scope and format: Once again, think about who will use the SOP and identify what materials or assets they’ll need to perform its tasks. Determine the format that will best communicate these instructions. 
5. Start outlining the SOP: Once you’ve decided on your SOP’s goals, you know who will be involved and you know the format you’ll use, you can start to outline the project’s tasks in detail.
6. Assign roles and responsibilities: Define who is responsible for each task — creating clear roles for team members will prevent accountability issues and confusion as the project goes forward. 
7. Implement and train: Once you’ve completed the SOP, make sure everyone understands how to read it and carry out its tasks. Provide proper training to teams wherever necessary. 
8. Review and continue to improve: Frequently review the SOP for updates. As processes and tasks evolve, the SOP should reflect these changes.

SOP Template & Example 

Let’s use the example of a manufacturing company that needs to create a process for fixing a broken conveyer belt. This free SOP template shows exactly where to begin, including the five key elements — title purpose, scope, responsibilities and procedure — as well as safety precautions and approval and revision history.

SOP Challenges 

Creating and using SOPs comes with several benefits but also many challenges. For example, executives and management drive a business’ processes, and while they should be involved in the creation of an SOP, they don’t perform the listed tasks. It is, therefore, necessary to involve team members who do understand these processes and can ensure that SOPs are practical and reflect real-world procedures.

If a team member cannot easily access an SOP, it becomes ineffective. A CMMS helps with this issue by providing access to SOPs for all team members. It’s as simple as storing a document within a given’s asset history or within a work order itself. This allows any maintenance technician performing the task to refer to the SOP real time from any location.

Finally, not having a straightforward strategy or goal can also undermine an SOP’s effectiveness. SOPs typically require specific elements like quality parts, proper scheduling and routine tasks. If these factors aren’t included in an SOP, its processes may not meet performance goals. This can lead to downtime or inefficiencies in assets or overall production.