During the course of our work we see many SOPs and often come across procedures that are difficult to read and do not clearly describe the procedure.
A long SOP does not necessarily make it a good one! When writing an SOP it is worth thinking about what its purpose is and who is the target audience?
Once a quality system becomes too large, it is difficult to maintain and keep updated.
SOPs give instructions on how an organisation performs key activities in order to ensure compliance standards are met.
Some simple rules for writing SOPs:
Decide your format: All quality system documents should include (minimum) the following:
- Title
- Purpose
- Document Reference
- Version Number
- Issue Date
- Pagination
- Author
- Approval Signatures (where appropriate)
Map the procedure (a simple flowchart can be helpful): Who, how, what, when.
Involve the people who actually carry out the activity
Keep the language simple – avoid using terminology that may be specific to your organisation or overly using ‘quality speak’.
Break up large sections of text with diagrams/pictures.
Avoid ‘bulking’ up the SOP with unnecessary words or over explanation. The SOP should be short and clear.
Test the procedure – perhaps using someone who has a limited knowledge of the procedure.
Remember: Your Quality System is a ‘live’ system. It should be accessible to all relevant staff and reviewed regularly for accuracy, changes in regulations that may affect the procedure or to make improvements.
PCL can help you plan and write your SOPs. For further information, please contact us on +44(0) 1252 302 342