what is a SOP

							What is a SOP?
Dr.Kedar Karki



An SOP is a set of instructions or steps someone follows to complete a job safely, with no adverse impact on the environment (and which meets regulatory compliance standards), and in a way that maximizes operational and production requirements.



Write SOPs for any processes an individual or group performs: unloading raw materials, manufacturing products, shutting down an operation, repairing a faulty electrical circuit, and thousands of other workplace activities.

Who should you write an SOP for?


Write different SOPs for people who perform jobs by themselves, people who work together on a job, and people who supervise other people doing a job. The primary audience for an SOP, however, is the person who will perform a particular job.

Who should you write an SOP for?


Consider such factors as the age, education, knowledge, skills, experience and training of a person who will perform a job, and the "social culture" or work history within which the individual works. Some work cultures disdain SOPs so you must work to overcome rejection.



SOPs also can be used by managers, government safety inspectors, environmental regulators, lawyers, engineers, planners, vendors, contractors and customers.



Sometimes the same SOP material is used to write a description of how a job is done—a process—which can be useful if a company representative must explain operations to the media and public.

When should you write an SOP?


Write (and test) SOPs for all jobs before a job is begun. Test SOPs before putting them into final application. Revise SOPs after an on-the-job trial. Also revise SOPs when any changes or modifications are made to equipment, machinery, buildings or other structures, or procedures within the immediate work area that might affect performance of a job or the "environment" in which it is performed. For example, if a change in storage location of toxic chemicals is made, then an SOP for fork-lift truck operation in the vicinity of the chemicals should be reviewed and revised, and all personnel should be trained in the revisions.

When should you write an SOP?


You can't write SOPs for every job overnight, so set priorities. Write SOPs when new equipment or processes create new work situations. Write or rewrite SOPs when new information suggests benefits from modifying work practices to improve performance.

When should you write an SOP?


Accident investigations might show you that procedural, safety and environmental guidelines are insufficient, incomplete, or even missing for certain jobs or parts of jobs.

When should you write an SOP?


Systematically update all safety and environmental guidelines by asking workers to evaluate existing SOPs, work practice guidelines and other documents that contain work, safety and environment guidelines. Then rank these jobs as to which should be revised first through last. These procedures could be revised, perhaps by the groups that ranked them.

How long should an SOP be?


SOP writers often don't know how long an SOP should be. Sometimes writers are pressured by operations supervisors to "make it short" rather than comprehensive. Clearly these supervisors don't understand the purposes and audiences an SOP serves.

How long should an SOP be?


SOPs can be either long, short or both. Because SOPs are used for a variety of reasons and audiences, they first must be comprehensive, which means they are as long as necessary to cover a job. For long SOPs or for jobs performed infrequently, it pays to keep the long-form SOP handy.

How long should an SOP be?


Once an employee is familiar with a process, he or she will most likely be able to perform a series of short SOP steps from memory. These steps can be written as a short-form SOP. If someone is going to use a short-form SOP, it should be prepared after a full long-form SOP has been tested and approved and should be handed out after an employee has passed the appropriate training.

uncomfortable following a long list of steps for the following reasons:
A long list looks formidable, which makes the task daunting and tedious for many people who then don't want to perform the steps.  A long list is difficult for your eyes to follow. You forget where you are on the list and forgetting leads to mistakes.


uncomfortable following a long list of steps for the following reasons:
A long list scares people and makes them nervous or anxious to "get it over with."  A long list can hide steps that should be done with caution.


uncomfortable following a long list of steps for the following reasons:


A long list is difficult for writers to write while ensuring that the step sequence is clear.

Who should write SOPs?


Often SOPs are written by one person, as described at the beginning of this article, and are reviewed by one or more others, one of whom may approve a final version.

SOPs should be written by teams that include some or all of the following people:
those who will perform the job  those who will perform maintenance on equipment involved in an SOP


SOPs should be written by teams that include some or all of the following people:

engineers or others who design equipment and processes  technical writers


SOPs should be written by teams that include some or all of the following people:
safety personnel  environmental personnel  equipment manufacturers


Team writing accomplishes several goals besides just producing an SOP:

It ensures that comprehensive knowledge acquired from different perspectives is applied to the SOP.  It creates "buy-in," which increases the likelihood that the SOPs will be implemented under the guidance of the writers.


Team writing accomplishes several goals besides just producing an SOP:
It trains trainers the people who write the SOP. Having participated in in-depth decision making about the SOP, writers know it intimately and are more likely to be effective trainers (coaches).  It involves people from diverse parts of the operations as a whole, which helps ensure that when new and modified processes are implemented, someone goes back and updates the SOP.


Team writing accomplishes several goals besides just producing an SOP:


It encourages employees to follow the SOP and listen to the coaches because the employees know that the writers invested time and effort on behalf of the employees.



Writing teams do not have to sit together to write. They can write or edit parts of an SOP independently and then one person can combine the individual contributions. Once combined, circulate the draft SOP for review among the writers before editing a final draft for review by supervisors and subsequent supervised testing by employees.



Ideally a writing team should meet at least once in the beginning of a project to establish writing objectives, targets and responsibilities, but then can work semiindependently with one person serving as coordinator.



Most importantly, SOPs should be reviewed by several people qualified to evaluate the SOP in terms of its completeness and clarity of safety, environmental and operational components.



In keeping with the intent of various International Standards Organization (ISO) standards, these reviews should be based on the maximum safety, health and environmental considerations, not merely "what the law requires. "