Reading SOPs Should Not Be a Cure for Insomnia

May 24, 2024

Standard Operating Procedures (SOPs) are the backbone of any efficient and effective organization. These documents provide step-by-step guidance to ensure tasks are executed consistently, helping teams uphold quality and comply with standards.

But let’s face it—too often, SOPs are dense, overly technical, and hard to follow. If your team finds them confusing or frustrating, they’re less likely to use them correctly—or at all.

So, what makes an SOP not just informative, but readable? In this article, we’ll explore how to craft SOPs that are clear, concise, engaging, and—most importantly—useful.

Understanding the Audience: The Foundation of Readability

Creating an effective SOP starts with one essential question: Who is going to use it?

SOPs are not one-size-fits-all. A document written for newly hired front-line workers will look very different from one written for seasoned engineers or technical specialists.

Tailoring your SOP to its audience is key to making it not just readable, but actionable.

Match the Language to the User

If your SOP is aimed at experienced professionals, using technical terms or industry-specific language may be appropriate. However, when addressing a general audience or new hires, it’s better to opt for plain, jargon-free language.

Including glossaries or callouts for unfamiliar terms can help bridge the gap when technical language is necessary.

Customize by Role or Department

Some SOPs span multiple teams or job functions. Instead of overwhelming users with irrelevant steps, consider structuring the document so that each role has a clearly marked section. Alternatively, create role-specific versions of the SOP to minimize confusion and maximize clarity.

Gather and Apply User Feedback

Creating with your audience in mind doesn’t stop at the first draft. Getting input from the people who will actually use the SOP can reveal where instructions are unclear, steps are missing, or navigation is cumbersome. Treat your SOP as a living document—review it regularly and update it based on user experience.

Language and Tone: Clarity Drives Compliance

The language and tone used in an SOP can make or break its effectiveness. Even the most accurate information can fall flat—or worse, be misinterpreted—if the writing is dense, convoluted, or unnecessarily formal.

Prioritize Clarity and Brevity

Every word in an SOP should serve a purpose. Aim for short sentences that convey one clear idea each. Long paragraphs or overly complex phrasing slow the reader down and increase the risk of mistakes.

Instead of:
“To begin operation, it is imperative that one should ensure the activation lever is engaged.”
Write:
“Engage the activation lever to begin operation.”

Use Active Voice

Active voice clearly identifies who should do what. This eliminates ambiguity and helps instructions feel direct and actionable.

Example:
“Inspect the safety latch before pressing the start button.”
Not: “The safety latch should be inspected before pressing the start button.”

Minimize Jargon—and Define It

Some technical terms are unavoidable, but they should never be a barrier to understanding.

Define unfamiliar terms within the document or provide a linked glossary. Where possible, use plain language that conveys the same meaning more accessibly.

Maintain a Consistent Tone and Terminology

Use the same words to refer to the same things throughout the document. Calling a tool a “lever” in one section and a “switch” in another can confuse readers and slow down the process.

A consistent, professional, and approachable tone fosters clarity and confidence.

Structure and Format: Make It Easy to Follow

The way an SOP is structured is just as important as the content itself. A logical flow and user-friendly layout enhance both comprehension and usability.

Start with a Clear Introduction

Open with a brief overview of the SOP’s purpose, scope, and who it applies to. This sets the stage and ensures that users are in the right place before diving into the steps.

Break Content into Sections with Headings

Use clear, descriptive headings and subheadings to organize content.

This makes it easier to scan, navigate, and understand the structure of the document at a glance.

Use Bullet Points and Numbered Lists

Wherever possible, list procedures in bullet points or numbered steps. Numbering is especially helpful for tasks that must be done in a specific sequence.

Example:

Turn off the main power switch.
Remove the safety cover.
Press the reset button.

Format for Readability

Clear formatting helps users quickly find the information they need and follow instructions with ease.

Keep paragraphs short: Aim for no more than 3–4 sentences per paragraph.
Use ample white space: Visually separate sections and avoid walls of text.
Stick to one or two fonts: Choose easy-to-read styles like Arial or Calibri.
Use bold or color sparingly: Highlight safety warnings or critical steps, but avoid visual clutter.

Make Important Information Stand Out

Use callout boxes, icons, or bold text to draw attention to warnings, tips, or key steps.

Readers should be able to quickly spot essential actions or risks.

Visual Aids: Show, Don’t Just Tell

SOPs are often easier to follow when paired with relevant visuals. Diagrams, images, and flowcharts can significantly boost comprehension—especially for complex or hands-on tasks..

Include diagrams or flowcharts to illustrate processes or decision trees.
Use photos or illustrations to show proper technique, setup, or equipment.
Keep visuals close to the related text. Don’t make readers flip pages to connect the dots.
Label images clearly so users understand exactly what they’re seeing.
Maintain a consistent style for all graphics to give your SOP a professional polish

Visuals help cater to different learning styles and reinforce written instructions.

Accessibility and Usability: Make It Work for Everyone

An SOP isn’t useful if people can’t easily access or navigate it. Accessibility and usability ensure your SOP reaches its intended audience and performs its intended purpose.

Use Digital-Friendly Formats

Most SOPs today are distributed digitally. PDFs with interactive elements (like a clickable table of contents) improve navigation. Web-based SOP platforms can also provide responsive designs for mobile and desktop viewing.

When referencing other procedures, forms, or resources, hyperlink them directly. This makes it easy for users to dig deeper without getting lost.

Prioritize Searchability

Add a table of contents, section numbers, and searchable keywords.

Users should be able to locate what they need within seconds.

Keep Documents Up to Date

Always display the version number and revision date. Have a schedule or owner for reviewing SOPs regularly—especially after process changes or incidents.

Testing and Feedback: The Final Step Before Finalizing

Before rolling out an SOP, test it in the field. Real users, in real settings, can reveal gaps or misunderstandings that aren’t obvious during drafting.

Pilot the SOP with a Sample Audience

Select users from various roles or experience levels to try out the SOP and note where they get stuck, ask questions, or take alternate paths.

Observe Real-World Use

Watch how users interact with the SOP. Are they flipping back and forth? Missing steps? Do they hesitate? This real-time feedback is gold for improving the document.

Collect Structured Feedback

Ask users specific questions:

Were the instructions clear?
Did any sections cause confusion?
Were visuals helpful?
How long did it take to complete the procedure?

Revise and Re-Test

Use the feedback to refine the SOP. This might involve rewriting steps, adding visuals, or clarifying terminology. Re-test if major changes are made to ensure clarity and usability.

Document the Changes

Maintain a log of updates and revisions to ensure transparency and support future improvement cycles.

Conclusion: A Living Document for Long-Term Success

Creating a well-written, user-friendly SOP is not a one-time project. It’s an ongoing effort that evolves with your processes, people, and tools. A good SOP:

Reflects the needs of its users.
Communicates clearly and concisely.
Is structured for easy navigation.
Uses visuals strategically.
Stays current and accessible.
Is tested and refined based on real-world feedback.

By applying these principles, your SOPs can become more than just documentation—they can become operational assets that drive consistency, safety, and efficiency across your organization.

Reading SOPs Should Not Be a Cure for Insomnia