Introduction to SOPs – SOP Writing Styles


SOP Writing Styles

There are some basic rules for writing good SOPs:

  • SOPs should be written in a concise, step-by-step, easy-to-read format.
  • The information should be presented in an unambiguous and not overly complicated way.
  • It is best to use the active voice and present verb tense, to clearly define the actions to take.
  • The term “you” should not be used, but implied in the text.

IntelliSOP is respectful of the style and format of your SOPs. It interfaces nicely as a middleware, linking your existing systems and adding a layer of integration to often dispersed and isolated systems. IntelliSOP is also a standalone application, that is able to store your documents and help you share contents with the right people in the right context, just when they need it.

The usual scenario of limited visibility of data is the source of almost every non-compliance issue. Companies usually have independent systems for document management, learning & training management, intranets, storage, etc. IntelliSOP provides the opportunity to exchange data from and to these various systems, without urging to abandon your existing systems or adapt them unless you desire to do it, profiting from the safe environment provided by IntelliSOP.

This integration of IntelliSOP with your platform and application is simple: the configuration of the system and integration to your company usually takes some hours, not months or years like with other solutions. This provides an additional dimension of cost savings: IntelliSOP runs as a service (SaaS), and is also extremely easy to configure and use, providing immediate benefit, comfortable user experience and cost reduction from the beginning. The responsive, non-cluttered layout of IntelliSOP provides a identical degree of satisfaction, both on portable devices and desktop computers, even under bad connectivity conditions. There is no need to install any client software: IntelliSOP simply uses your tablet’s or smartphone’s internet capability to access the proper version of each SOP and related documentation.

As a rule of thumb, SOP documents should not be wordy, redundant, ambiguous or overly lengthy. They should be kept simple and short. Clearly and explicitly convey the necessary information to prevent any doubt as to what is required. Flow charts may be used, as they are extremely helpful to illustrate the process being described. IntelliSOP natively supports Visio documents, as well as their open source counterparts Calligra, Dia, LibreOffice Draw, etc. In addition, the style guide used by the organization should be followed, like font size, margins, page format, etc. All SOP styles, formats and layouts are supported by IntelliSOP. The format you choose should ideally work in conjunction with a browser, so that no external plugins are required. The typical formats are PDF documents, or office documents (e.g. MS Office, OpenOffice, LibreOffice, etc.).