How to Ensure SOPs are User-Friendly

Dear SOP Writer,

Here are some tips and best practices for writing effective, user-friendly SOPs:

Know your audience.

Before you start writing, it’s essential to understand your audience and their needs. Who will be using the SOPs?  Are they new hires, experienced professionals, or external contractors? Each group may need varying levels of detail and background information. What is their level of technical proficiency? Less experienced users may need more detailed background information and explanations; a more seasoned group requires more brevity and clarity.

It’s a good idea to involve potential users before and throughout the writing process to get feedback. This ensures your SOPs are practical and relevant for the intended audience.

Write for the end user.

Write your SOPs from the point of view of those who will actually perform the procedure. Your SOPs should speak directly to the user who will be following them.  

Write clearly and concisely, using the active voice.

Use plain language and a step-by-step format.Make your document and procedures easy to follow.

Follow a logical structure.

Start with an introduction that includes an overview, followed by detailed steps. Conclude with additional resources and/or troubleshooting tips.

Include the essential elements.

While your specific needs may require some variation, the recommended elements to include in your SOPs are:

• Header
• Purpose
• Scope
• References and related documents
• Terms and definitions
• Roles and responsibilities
• Process overview
• Procedure(s)
• Appendices
• Revision history
• Approval signatures (as required)

Avoid ambiguity.

Be clear and consistent in your use of terms–like “may”, “must”, and “should”, for example.

Use clear, consistent formatting.

Format your document and procedures so information is easy to read, follow, and reference. Make liberal use of headings, bullets, numbered lists, and white space. Avoid long paragraphs and dense blocks of text. Consider using a template so the formatting is standardized throughout.

Utilize visual aids.

Research has shown that over half the population are visual learners, so a written list of steps isn’t always the most appropriate or effective format. Visual or graphic elements are useful for mapping out detailed processes. Use diagrams, tables, flowcharts, and screenshots to present complex information and show step-by-step procedures. Photos showing how a procedure or product should look at various stages are also important to include.

Test your SOPs.

Have the team members who perform the activity follow the new SOPs before final approval. This is a critical step to “test drive” and confirm the logical flow of the document. It ensures the SOPs are easy to follow and that no steps or critical details are missing.

By understanding the needs of your audience and applying these strategies, you can create SOPs that are both user-friendly and effective.

Best Regards,