Steps For Creating Clear Procedures At Work

90% of SOPs die in Google Drive purgatory because they’re either too complicated, too basic, or written by someone who's never actually done the job. Here's the framework that actually works (written by someone who’s actually used it): 1. Do you even need an SOP? Only document when: The same questions keep coming up repeatedly Multiple team members need to execute consistently The task happens on a regular schedule The current process owner is leaving or scaling More than one person needs to know how to do it 2. Answer these 5 questions first What's the core objective? Who currently owns this process? Who else needs to execute it? How often does it happen? Where is it breaking down right now? 3. Match the detail level to the user For new team members: Step-by-step instructions with screenshots Basic terminology only Clear checkpoints throughout For experienced staff: Fewer checkpoints Technical language is fine Focus on efficiency, not handholding For leadership review: Technical enough to validate without drowning in details Clear success metrics High-level overview with essential specifics 4. Include these non-negotiable elements Every effective SOP must have: Time expectations (how long it should take) Clearly numbered steps Highlighted critical actions Validation checkpoints Common pitfalls and how to avoid them What success looks like 5. Validate with these 5 tests Not done until it passes these checks: Can leadership understand it? Can a new hire execute it without confusion? Does it solve the original problem? Are the time expectations realistic? Is there a clear path to completion? This will never change for how I'm creating or my team is creating SOP's but what will change is how the person uses it and has it evolve over time.

How I Write an SOP That Actually Helps as a Program Manager at Amazon Most SOPs gather dust. Too long. Too vague. Too disconnected from the real work. At Amazon, a good SOP doesn’t just document a process. It makes the next person’s job easier…immediately. Here’s how I write SOPs that people actually use: 1/ I write it like a checklist, not a policy doc ↳ Clear steps ↳ Clear triggers ↳ No corporate speak Example: I once rewrote a 5-page doc into a 1-pager titled “How to Launch a New Data Feed.” Each step was 1 sentence, each had an owner. Adoption went up overnight. 2/ I start with the “when” and “why,” not just the “how” ↳ Why does this SOP exist? ↳ When should someone follow it? Example: I added a top section: “Use this when onboarding a new team to the dashboard. Purpose: prevent access issues and missed metrics.” That framing reduced questions by half. 3/ I link directly to the tools and templates ↳ No “search the wiki” ↳ Just: click → fill → done Example: Instead of “Use the onboarding tracker,” I write “Fill out this tracker → [link].” That one link removes 3 minutes of confusion. 4/ I include edge cases and common mistakes ↳ “If X happens, do Y” ↳ “Avoid this—it’s where people get stuck” Example: I once added a tip: “If permissions fail at Step 3, ping analytics-infra in Slack.” That one line prevented dozens of Slack threads. 5/ I test it with someone new ↳ If they’re confused, the SOP isn’t done ↳ Feedback closes the loop Example: I had a peer follow my SOP step-by-step, cold. Their questions helped me rewrite 4 sections before publishing. A great SOP doesn’t just live in Confluence. It lives in your team’s day-to-day execution. What’s your #1 tip for writing SOPs that actually get used?

“I can't wait to curl up with a good SOP tonight.” Said no one, ever. But in pharma, SOPs can mean the difference between life and death. You want a shared truth that serves as the foundation for safe, efficient, and repeatable workflows. So here’s my advice (having helped companies such as Pfizer and GSK with their documentation) on how to craft your SOPs so your team follows them consistently and successfully: 1️⃣ Know Your Cast of Characters 🎭 • Analyze roles: From lab techs to QA managers, everyone's got a part to play • Understand each role's specific needs (A chemist and a compliance officer walk into a lab...) • Consider how different roles will access and use the SOP A one-size-fits-all approach fits no one well in the pharma world. 2️⃣ Keep It Simple, Scientist 📝 • Short sentences are your friends • Active voice is your superpower ("Add reagent," not "Reagent should be added by you, maybe, if you feel like it") • Consistent terms (Pick a word and stick to it. This isn't a thesaurus contest) Nobody wants to decode War and Peace while handling active ingredients. 3️⃣ Format for the Skimmers (i.e., Everyone) 👀 • Embrace white space (it's not wasted space, it's breathing room) • Clear headings are your roadmap • One step, one action (multitasking = multierrors) A well-formatted SOP is less likely to be used as an impromptu pillow. 4️⃣ Picture This: Understanding 🖼️ • Diagrams and flowcharts (Worth a thousand words, especially when those words are "complex procedural steps") • Visuals that clarify, not confuse (no abstract art, please) • Callouts for the "Don't mess this up" bits Sometimes, showing is better than telling (and retelling, and explaining again). 5️⃣ Sections That Make Sense 📋 • Clear, logical sections (Introduction, Prerequisites, Steps, Troubleshooting, "What Not To Do Unless You Want An Exciting Day") • Keep it relevant (Save your weekend plans for the water cooler) • Include only the must-knows A well-organized SOP is like a well-organized lab: Everything has its place, and you can find what you need without a search party. Because in pharma, SOPs aren't just documents. They're the guardrails keeping us from chaos, contamination, and some very awkward conversations with regulators.

Just reviewed your procedures, …and – well – they’re not good… ->they’re either too detailed, turning into a novel, or so vague they leave the reader scratching their head. The secret? Tailoring your procedures to your audience and hitting that "just right" level of detail. Here’s how I try to strike the balance… ->Write for the people executing the procedure. Are they experienced engineers, junior analysts, or cross-functional (HR, Accounting, etc.) teams? Use language and concepts they’ll understand. ->Avoid unnecessary theory or deep background and PLEASE assume a baseline of competence. Outline clear, actionable steps someone ->skilled in the art<- can follow without needing extra guidance. ->Include enough detail to prevent confusion or missteps, but not so much that your procedure becomes heavy to follow or maintain. ->Use concise, active language. Focus on tasks, tools, and outcomes. Every word should add clarity & value to execution. ->Have someone unfamiliar with the procedure try to execute it. If they ask for clarification, refine it. If they finish without questions, you’re close to “goldilocks.” When procedures are done right, they empower your team to act confidently and consistently. Start by writing a procedure to make a peanut butter and jelly sandwich, then have someone follow it and provide feedback. Iterate and improve. #ciso #dpo #MSP #compliance #procedures