What’s an Standard Operating Treatment?

SOP indicates Standard Operating Procedure. An SOP document provides directions on how best to perform routine tasks to boost compliance and effectiveness with quality standards, along with standardising processes. SOPs are employed in every industries almost, including retail (electronic.g., chain stores), providers, and, needless to say, maintenance management.

Why employ an SOP?

You should look at applying SOPs if:

  • you manage many customers too;
  • you’ve got a large number of workers;
  • the efficiency of the business isn’t consistent;
  • you’ve struggled to put into action agile procedures;
  • your operations include various repetitive duties.

Do you know the benefits of an SOP record?

✔️ Enhance compliance

The usage of SOPs enables the implementation of guidelines in each industry and stimulates compliance with global guidelines such as for example ISO standards. Thus, it is possible to save resources, minimise difficulties, and increase performance.

✔️ Standardise procedures 

One of many advantages of generating an SOP is improving the regularity of the services you supply to your visitors. Operations turn into a well-oiled device, agile and quicker, with specific processes to create decisions and respond to each obstacle.

✔️ Facilitate the onboarding

Another benefit of SOPs is producing the employee’s teaching and onboarding easier. When there is someone brand-new on the team actually, all they have to perform is follow the SOPs to execute the ongoing work purchase successfully.

✔️ Preserve information

Let’s suppose you don’t end up having compliance, your processes are streamlined and that you don’t have any issues to train new specialists. In that case, is any benefit in SOPs there? Yes, because they’ll protect the (superb) know-how that you obtained for future years.

Be sure you c entralise info . SOPs ought to be accessible to all or any united team members. Otherwise, people will head to their old methods back. Work with a maintenance management system to centralise all provided details and automatise processes.

How exactly to get ready an SOP record

1. Pick the procedures that require an SOP

First, create a list of the functions and tasks which are section of your usual operations. Then, choose those be eligible for an SOP best, considering your objectives and advantages we mentioned previously.

2. Define the record structure

An SOP doesn’t need to be too official. It can follow a straightforward structure – e.g., an overview, task explanation and associated documents. Nevertheless, you can pick the construction proposed by the ISO 9000 standard also, which is a little more detailed:

  • name of the task;
  • objective;
  • reference papers;
  • acronyms/glossary;
  • duties; 
  • software and

  • scope;
  • protection and

  • health steps;
  • set of amendments and revisions.

3. Prepare and compose the SOP

When you’re preparing the record, keep the end-user at heart. That getting:

  • concentrate on the working work and responsibilities of an individual ;
  • choose a satisfactory writing design and vocabulary , staying away from technical conditions with which staff are usually unfamiliar overly;
  • explain precisely what is necessary at each action, but do not overexplain . You can find no benefits in worrying an individual with technical specs that don’t affect their function.

Besides that, you ought to be careful with the way you organise the provided information itself. SOPs must be simple and scannable to search, and key information can’t be “hidden” in lengthy paragraphs. They are the three most typical formats in upkeep SOPs:


Checklists are perhaps one of the most common formats utilized by maintenance groups to standardise processes. They’re a fantastic option for function orders with short guidelines.

Checklists are employed in preventive maintenance broadly, either in “free of charge” format (where the purchase of the tasks isn’t relevant, so long as every item are carried out) or in “step-by-step” format, having an established purchase. In order to give detailed directions for every step (electronic.g., “replace filter”, accompanied by an description on how best to do it), consider instead preparing a hierarchical SOP.

Hierarchical lists

Whenever there are too several instructions for every step, it is better organise the given info inside sections and subsections. Hierarchical SOPs divide the written text into several factors (1., 1.a, 1.b) and so are ideal for complex processes or even processes with basic safety hazards, such as for example set-ups and installations.

Hierarchical procedures are of help to teach and guide new workers also, in industries with higher turnover especially. Furthermore, you’ll be able to incorporate some choices “ what if/when “, as because the solutions are small long. For procedures with a number of variables, a diagrammatic scheme is usually more suitable.

Flow chart 

Once the sequence varies based on the outcomes of each step, movement charts will be the best method to describe all the variables. This kind of charts is suitable for reactive and troubleshooting servicing, for example.

According to the failure, the chart can instruct the operator to resolve the problem independently or&nbsp either;record the fault to complex assistance. The charts are employed by maintenance groups to assess priority furthermore, plan the fix, decide if it’s going to be carried out on-web site or at the workshop, and provide the same degree of service consistently.

4. Evaluation the last document

After you’ve finished, stroll through the process. Will there be anything missing? In the event that you had nothing you’ve seen prior done an identical job, could it really is completed by you? Perform the instructions cover all of the possibilities? In case you are pleased, it is possible to implement these docs in your internal procedures.

5. Optimise an SOP

Nothing remains exactly the same forever. You shall have to update your SOPs as maintenance practices evolve. You may make updates as challenges and doubts arise as time passes also. We suggest reviewing your SOPs every half a year to produce a risk evaluation and verify which jobs could be automated.