Policies, procedures and SOP’s – the difference
Let’s start by getting to grips with the basics. There are three familiar documentation terms used by organisations which are crucial for keeping the operational side of your business running smoothly. These are Policies, Procedures and SOPs. They all have a different purpose but understanding how they are related is key if you operate in a regulated environment, or for tracking performance in a certain area of your business.
Policies
A policy is basically a set of rules or definitions that apply to an area of an organisation. Common ones you’ve probably heard of are privacy policies, social media policies, health and safety policies or equal opportunity policies. These documents don’t focus on the details of how to do something or how to operate, they simply set out the rules and language used to ensure the rules can be followed in this specific area.
Processes and procedures
We follow processes in every aspect of our lives and in business it’s essential, especially for those looking to scale and grow. If you need certain tasks completed to turn input into output in a pre-defined way, a process will help you achieve this. Essentially, it’s a step-by-step action list that needs to be completed in a specific order to perform an activity with an end result. It’s usually a document that’s written up or shared verbally with the people responsible for performing it (I recommend writing up all of your processes so there’s no risk of people taking their own spin on things), so everyone in the team is on the same page and can accomplish the given tasks in the correct way with the desired result. Procedures are similar to processes but often carry more weight in terms of the way in which things are done – they are more about HOW we do a task rather than WHAT we do to perform it (the process).
SOPs (Standard operating procedures)
So, what turns a procedure into an SOP and why is it an important difference? An SOP has the word procedure in it so it’s safe to presume that they are similar – a written procedure could look identical to an SOP on paper and it’s easy enough to turn the former into the latter. The thing that sets them apart form one another at the SOP stage is the need for the SOP to provide evidence that the tasks has been performed, along with any specific documentation to support it. They have this to ensure a certain expected result is achieved, driving a high level of consistency and measurable results or KPI’s for that function. This proof is essential for testing, audits, regulatory compliance or industry specific standardisations (ISO).
Image courtesy of Doctract.com
3 tried and tested formats for writing processes, procedures or SOPs
The key here is to make the document as easy to follow as possible. Imagine being completely new to a task and asked to follow a set of instructions. What would the best format be? How would you word and illustrate it? Here are 3 formats you could use:
- Simple steps list format
This is for routine procedures that are short or have few possible outcomes. Apart from any necessary safety guidelines, or evidence documentation required for an SOP, it’s really just a written bullet list telling the reader what to do and in what order.
2. A hierarchical steps format
This is usually for longer procedures with more than ten steps, involving a few decisions to make, clarification and terminology. This is usually a list of main steps all with sub steps in a very particular order.
3. A flowchart format
If the procedure is more like a map with a number of possible outcomes, a flowchart may be your best bet. This is the format you should opt for when results aren’t always predictable.
Example of an SOP flowchart. Image courtesy of Slight.com
A few last things to consider when writing your documents
- Remember to keep your reader in mind. Would a video help explain a certain task better than written words or diagrams?
- Always check the procedure or process with someone who performs it on a regular basis, or even better, ask them to write it themselves and then test it.
- Create a spreadsheet or use a task management system like ClickUp to keep track of your master documents and any revisions or variations over time.
- Make it easy for your team to navigate to the documents when they need it.
I’ve helped many clients start, maintain and develop their procedures and systems over the years, and it’s an area that continues to bring me great satisfaction as it’s often the precursor to growth in many businesses. I hope you’ve found these tips and definitions helpful!
If you’d like more tips on writing your own SOPs, download my handy free guide HERE
Remember, if you need any help with this or any other area of your business, please leave a comment below or book in a coffee chat with me here. Thanks for reading!
