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Standard Operating Procedure
Guidebook
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Table of Contents
1.
Standard Operation Procedures Guidebook ........................................................... 4
1.1
Planning .......................................................................................................................................... 4
1.2
Requirements .................................................................................................................................. 4
2.
Writing Standard Operating Procedures ................................................................. 5
2.1
Level of Detail ................................................................................................................................. 5
2.2
Consistency..................................................................................................................................... 5
2.3
Writing Style and Language ............................................................................................................ 5
2.4
Writing Conventions ........................................................................................................................ 6
2.5
Numerical Information ..................................................................................................................... 6
2.6
Component Information .................................................................................................................. 6
2.7
Procedure Titles .............................................................................................................................. 6
2.8
Headings ......................................................................................................................................... 7
2.9
Action Step Numbering ................................................................................................................... 7
2.10
Procedure Organization .............................................................................................................. 7
2.11
Revision Status............................................................................................................................ 8
2.12
Introduction .................................................................................................................................. 8
2.13
Precautions and Limitations ........................................................................................................ 8
2.14
Prerequisites................................................................................................................................ 8
2.15
Terms, Definitions, Acronyms, and Abbreviations ...................................................................... 9
2.16
Appendixes .................................................................................................................................. 9
3.
Writing Action Steps ............................................................................................. 10
3.1
Writing Action Steps ...................................................................................................................... 10
3.2
Writing Conditional Action Steps ................................................................................................... 11
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1. Standard Operation Procedures Guidebook
Well-written Standard Operating Procedures (SOPs) present actions clearly, concisely, and in the
correct sequence. To do this, you need to consider the following:

Who is your target audience you are writing for?

What is their level of experience?

Does this SOP relate to other SOPs?

What software, networks, training, equipment, and facilities are required to perform this
procedure?

What tasks will the user perform?
1.1 Planning
SOPs are a series of activities carried out by staff that enables them to perform those tasks more
effectively.
Before you start writing your procedure:
1. Identify the goal of the procedure.
2. Plan the research process, i.e. how you will gather data.
3. Identify the SME and staff members who can help develop the procedure.
1.2 Requirements
You must understand how the procedure works before writing it.
1. Locate industry and Government regulations that affect the procedure.
2. Determine technical requirements that apply to the procedure:

Technical requirements

Safety regulations

Other relevant information that should be included in the procedure basis
3. Document the information used to determine the procedure.
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2. Writing Standard Operating Procedures
2.1 Level of Detail
Writing at the appropriate level of detail is the first step in making your SOP understood.
Only include information in the SOP that relates directly to completing the task. Avoid superfluous
material.
1. Write procedures to a level of detail consistent with the users’ qualifications and training.
2. Provide a level of detail that considers the:

Task complexity. As task complexity increases, level of detail can increase.

Task frequency. As task frequency increases, the level of detail can decrease.
3. Determine whether the amount of information provided is adequate:

Can the procedure be performed in the sequence it is written?

Can the user identify equipment referred to in the procedure?

Can the user explain how to perform the procedure?

Can the user perform the procedure without obtaining additional information from persons or
procedures not specified by the procedure?
4. Exclude information for individuals not involved in performing the procedure.
2.2 Consistency
Maintain consistency in style, format, and organization.
Consistency allows users to read the document without getting distracted by interpreting different
styles. Consistency allows users to concentrate on the performance of the instructions.
2.3 Writing Style and Language
As users may be working under stressful conditions, write procedures that can be understood in
one reading.
1. Use simple and concise language.
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2. Use action statements to communicate instructions.
3. Maintain consistency in language.
4. Be specific. Avoid ambiguous words, e.g., “this might happen if you do this”.
5. Specify quantities where necessary
2.4 Writing Conventions
Use “will” and “should” to convey mandatory statements or recommendations.
Use “will” to imply mandatory compliance. Indent or highlight all such requirements with
italics following the topic paragraph. This makes all “will” statements easier to locate and
interpret in relation to the main topic.
Use “should” as a recommendation or guideline.
2.5 Numerical Information
1. Maintain consistency in using numbers (0, 1, 2), and spelled-out numbers (one, two).
2. Use spelled-out numbers when a number is emphasized.
4. Use numbers to present numerical information, as in "Increase Vat to 21 percent."
2.6 Component Information
1. Refer to components using both the equipment name and number, i.e. IBM eServer 2100.
2. Avoid ambiguous descriptors, i.e. "the server runs slowly".
3. Specify numbers and units of measurements as presented on instrument panel displays.
2.7 Procedure Titles
1. Write concise procedure titles that describe the activity.
2. Write procedure titles that allow the reader to identify the activity to which the procedure applies.
3. Write unique procedure titles to assist the user in identifying the correct procedure.
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2.8 Headings
Headings help users locate information in the procedure, break up long series of instructions into
manageable chunks, and track their progress through the procedure.
1. Give each major activity a unique and descriptive heading.
2. Limit the number of heading levels to three (for example, 1, 1.1, and 1.1.1).
3. If headings organize activities, start with the “ing” form of action verbs and complete the
headings with the objects of the verbs (e.g. Purchasing Hardware Equipment).
2.9 Action Step Numbering
Use action steps to identify individual action steps and their sequence.
1. Make action steps distinguishable to the reader.
2. Limit the number of action step levels to two.
2.10 Procedure Organization
SOPs provide the user with the required information to accomplish an activity. It includes the
following elements:

Coversheet

Revision status

Table of Contents

Introduction

Precautions and limitations

Prerequisite actions

Performance

Appendixes
Note: Not all procedures require each of these elements. For example, not every procedure needs
an appendix.
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2.11 Revision Status
Include the revision number on each page of the procedure to ensure that the latest revision is
used.
Highlight changes (additions, corrections, or deletions) made in the procedure.
2.12 Introduction
The introduction should address the purpose, scope, and applicability of the procedure.
1. Describe the goals achieved by performing the procedure.
2. Describe the scope, activities and limitations of the procedure.
3. Specify the conditions that require the procedure to be performed.
2.13 Precautions and Limitations
Highlight activities that affect the procedure or that occur at more than one point in the procedure.
1. Write precautions and limitations to inform users of harmful conditions and their potential effects
i.e. testing equipment parts.
2. If action is required by users to respond to the precaution or limitation, identify the appropriate
location in the procedure.
2.14 Prerequisites
Identify actions that must be completed before starting the procedure.
1. Include the following sections as applicable:

Performance documents

Special tools, equipment, parts, and supplies

Approvals and notifications
2. Vary the sequence of procedure subsections as appropriate.
3. Ensure all required permissions and notifications are obtained prior to starting the procedure.
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2.15 Terms, Definitions, Acronyms, and Abbreviations
Include glossaries of terms, definitions, acronyms, and abbreviations to ensure consistency across
the document.
2.16 Appendixes
Examples of items that may be placed in an appendix are forms, tables, figures, graphs, and some
checklists that are too large to incorporate in the sequence of action steps.
1. Reference appendixes within the text of the procedure
2. Avoid using vendor information as appendixes
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3. Writing Action Steps
An action step is a command to perform a specific action. It tells the user what needs to be done.
Additional information, such as cautions, pre-requisites and conditions, clarify the instructions.
3.1 Writing Action Steps
1. Start with a singular present tense action verb, such as Start, Print, Open.
2. Describe the direct object of the verb, for example, the server.
3. Identify each action step (and sub-step) with a unique identifier to distinguish each action step.
4. Use words that will be easily understood by users.
5. Divide action steps into sub-sections if it clarifies the procedure.
6. When there are three or more objects of the verb, list them or place them in a table.
7. Use emphasis (e.g. bold, italics, or underlining) to highlight important information. Avoid using
(a) all capital letters, (b) capitalizing the first letter of any words unless they are formal, proper
nouns.
8. Include articles (a, an, the) when referring to general items; omit the article when referring to
specific items (for example, “Close the IBM Server,” “Close server xyz”).
9. Use action sub-steps to provide specific details.
10. Present numerical information in Arabic numbers, as opposed to Roman numerals.
Example
Step
Action
1
Notify the user's instructor or supervisor of the investigation.
2
Suspend or restrict the user's computing privileges during the investigation.
3
Inspect the user's files and/or other computer-accessible storage media.
4
Refer the matter for possible disciplinary action to the appropriate manager.
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3.2 Writing Conditional Action Steps
Use conditional action step when a decision is based upon a condition or combination of conditions.
Use the following approach:
IF or WHEN to present the condition to the user
THEN to present the action
OR or AND to present more complex conditions
NOT to negate the condition
1. Describe the condition first and then the action to be taken if that condition applies.
2. If two conditions are required place AND between the conditions.
3. If two conditions are involved and one, or both, of these conditions must be met before the
action is taken, place OR in underlined capital letters between the conditions.
Example
Step
1
Action
Follow these steps to locate where the issues reside
If
Then
You cannot access your email
or a specific device
Go to www.website.net.
If this works, your have web access.
You cannot access
website.net
Try to access from another computer.
If this fails, go to Step 5
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