Quick Tips To Write SOPs That Workers Can Follow Without Mistakes

Ever meet an SOP that needed its own SOP? We’re here to avoid that. 

A Standard Operating Procedure (SOP) should make work easier, not harder. Yet too many SOPs read like they were drafted for PhDs instead of the people actually doing the job. The result? Confusion, shortcuts, and errors.

A good SOP should work harder than the person reading it. When it’s clear and simple, it keeps the line moving and errors out of the equation. Here’s how to make your SOPs do the heavy lifting.

Start With the Why

Workers are more likely to follow a process when they understand why it matters. Don’t just write “Step 1: sanitize equipment.” Add one sentence: “This prevents contamination and keeps the batch safe.” Connecting tasks to outcomes helps employees stay motivated and careful.

Keep Language Simple and Direct

SOPs aren’t the place for corporate speak. Write in short, clear sentences:

• Instead of “utilize appropriate cleaning solutions” 

• Try: “use the approved cleaner”

• Instead of: “commence procedure” 

• Try: “Start the machine.”

Plain language eliminates misinterpretation.

Break It Into Steps

A long paragraph hides instructions. Use numbered lists so each action is distinct. One step = one action. Example:

1. Turn off the main switch.

2. Wait until the light turns red.

3. Disconnect the power cord.

Step-by-step formats leave less room for error.

Add Visuals Where Possible

Photos, diagrams, or short videos help workers see exactly what to do. A picture of the correct machine setting is faster and safer than a sentence trying to describe it. Visuals are especially useful for complex equipment or safety-critical steps.

Highlight Critical Points

Not every step has the same level of risk. Call out the big ones clearly:

• CAUTION: Wear gloves before handling chemicals.

• IMPORTANT: Secure bolts before starting the engine.

Highlighting key steps prevents workers from skimming past what really matters.

Test With Real Users

Don’t assume your SOP is clear just because it makes sense to you. Hand it to a worker who wasn’t involved in writing it and watch them use it. Where they hesitate or make mistakes is where you need to rewrite.

Keep It Updated

An SOP that doesn’t match reality is worse than none at all. Review and update regularly: new equipment, new safety standards, or process changes all need to be reflected. Outdated instructions breed mistrust. Workers stop following documents they know are wrong.

Store It Where It’s Needed

Even the best SOP is useless if no one can find it. Put copies at the workstation, in digital dashboards, or on mobile apps. Workers should never waste time hunting for the right document.

When SOPs are written with the worker in mind, they stop being dusty binders and start being everyday tools. At Borrowed Pen, we know how to take complex processes and translate them into SOPs your team can actually use. Work with us, and let’s make your procedures clear, practical, and mistake-proof.