Best Practices For Writing Step-By-Step Instructions

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?

If I had a dollar for every organization I've worked with where the SOPs were good, I wouldn't have a dollar. From my work with companies such as GSK, Novartis, and Pfizer, I hold that: 📋 SOPs must be functional above all else. Their purpose is to help people complete tasks successfully and safely, on time, with expected outcomes. ❌ But most SOPs fail because of: 1. Too Much Information • Every task 20+ steps • Information not concise or focused • Steps containing rationales (belongs in policy docs) • Poor titles that don't indicate task purpose Example of what NOT to do: "Please take a moment to review the testing documentation below." (It's not a favor—just write "Review the testing documentation") 2. Format & Language Issues ⚠️ • Walls of text without reading cues • No white space for visual breaks • Complex words where simple ones work ("utilize" vs "use") • Multiple actions crammed into single steps Real example of what NOT to do: "Remove one packet from the pouch and carefully add all contents to the water sample, swirl the sample until all the reagent dissolves into the solution." (That's 3 separate steps crammed into one!) 3. Structure Problems 🔍 • Steps not chronological • Sections bleeding into each other • Missing process mapping (critical for understanding flow) • Key information (like definitions) buried at the back ✅ The solution starts with three key principles: 1. Map Before Writing 🗺️Process mapping isn't optional; it's the foundation for any usable SOP (like your clinical trials, start with a protocol, not a prayer). 2. Write for Real Use ✍️One action per step, simple language (save the fluff for your cotton swabs). 3. Structure for Success 🎯Put key information where readers need it (hint: definitions belong up front, like your safety goggles). 💡 As I tell my pharma clients: "Will incorporating these concepts make your SOPs longer? Yes, sorry. Will it make them more usable? Yes, not sorry." ⚠️ Because in pharma, unusable SOPs aren't just inefficient—they're a compliance risk (or worse, accident) waiting to happen. Questions? AMA in the comments ⤵︎

Most scheduling specs are unreadable. They are written in a way that makes them impossible to follow. Packed with legal jargon. Buried in complexity. The result? They get ignored. But it doesn’t have to be this way. If you want your scheduling requirements to be effective, they need to be clear, actionable, and useful. Here’s how: 1️⃣ Drop the Legal Language—Make It Understandable Legal-sounding contract language might seem official, but it often confuses the people who need to follow it. Instead of writing like a lawyer, write like a leader. Keep it simple. Use short sentences. Structure it so a scheduler can read and immediately understand what they need to do. Example: Instead of saying, "The contractor must provide a detailed schedule demonstrating logical relationships and dependencies among activities with a clear critical path." Say, "Submit a schedule that clearly shows activity relationships and the critical path." Pro Tip: Include graphics, tables, and even video explanations. A well-placed Gantt chart or flow diagram can make a world of difference. If a specification isn’t clear, it won’t be followed. 2️⃣ Explain Why Each Requirement Exists People don’t like being told what to do without understanding the reasoning behind it. If you want buy-in, explain why the requirements matter. For example: Instead of saying, "All schedules must use a cost-loaded CPM methodology,” explain that "Cost-loading ensures we can track project cash flow and make better financial decisions. Your reporting contributes to financial statements seen by shareholders and analysts." A little explanation goes a long way. When people understand the why, compliance goes up. 3️⃣ Provide Templates and Examples Don’t just tell people what you expect—show them. Provide sample schedule layouts. Include example narratives that meet your expectations. Give a step-by-step guide on how to structure updates. The more examples you provide, the less room there is for misinterpretation. 🎯 Tactical Takeaway Review your current schedule specifications, identify areas for improvement, and start with small, manageable updates. This incremental approach allows for gradual improvement without overwhelming the team or disrupting ongoing projects. 💡 Final Thought A scheduling specification should be a tool for clarity, not confusion. If schedulers struggle to understand or implement it, the problem isn’t with them—it’s with the spec. Make it clear. Make it visual. Make it practical. Want more insights on improving scheduling practices? Subscribe to my newsletter: https://lnkd.in/gPiR6pth