When Did You Last Actually Read Your SOPs?

Having SOPs doesn't necessarily mean you have useful SOPs.

I've seen procedures that were beautifully formatted, properly approved and safely stored in a document library.

There's just one problem.

Nobody actually uses them.

Sometimes the process has changed but the SOP hasn't. A system was replaced three years ago. A team was restructured. A control was added. Someone found a quicker way of doing the job.

The document still describes the old world.

A simple test:

Pick an SOP and ask someone who actually does the job to read it.

Then ask:

• Is this what you actually do?

• Could a new starter follow this?

• Are any steps missing?

• Are any steps no longer necessary?

• Does it refer to systems, teams or roles that no longer exist?

You might be surprised by the answers.

A SOP shouldn't exist just so you can say “we have a procedure for that.”

It should help somebody do the job correctly, consistently and without relying on the person sitting next to them.

If it doesn't, it's probably time to look at it again.

Documentation only has value if it reflects reality.