How Do Technical Writers Get Information to Write SOPs?
November 21, 2024
Dear Mr. Higgonbottom,
When drafting SOPs, how do you gather information for your documentation?
Dear SOP-WIP,
A well-written SOP is like a recipe—it requires specific ingredients to cook up something delicious—er, I mean, to write something clear and effective. (Wink.) But when you’re the one writing the recipe, approaching the task of assembling the right ingredients can leave you floundering like the last dumpling in a pot of soup.
But don’t worry: Gathering information for your SOP isn’t nearly as daunting as it might seem at the outset. Grab a fork, because I’m about to serve up some tips!
- Review what’s available. The first thing you want to do is go through all the resources that are already available to you. So, if you have an old and outdated version of the SOP or some related documentation that is available — read it! Be sure to jot down any notes and questions you come up with as you go through the material.
- Write down questions. Write down every question that comes to mind—no matter how “stupid” it may seem. Look: Even though you might feel embarrassed by your lack of insight and understanding of the SOP topic, it’s actually a strength! People inside the process often lose touch of what needs to be included because they already know it all. Your new, external perspective will help you identify the questions and information necessary to writing a complete, useable SOP.
- Interview the experts. While they might be too immersed in the process to write an effective SOP themselves, subject matter experts (SMEs) are key to drafting a high-quality SOP. This is your chance to pick their brain! Show up to the interview with both specific and broad questions to help you understand the process, discern what needs to be included in the SOP, and identify important call-outs.
Remember, thoroughness is your best friend here!
