When I joined a growing organization, I was given access to the company’s standard operating procedures (SOPs). At first glance, it seemed like the perfect roadmap for success. But as I dug deeper, I noticed outdated instructions, convoluted steps, and a clear disconnect between what was written and how people worked. It became obvious: having SOPs isn’t enough. If they’re not practical, relevant, and actively maintained, they can become more of a liability than an asset. So, I’ve focused this article on the common issues that arise when companies start working with SOPs and the best practices to address each problem.

Lack of Employee Buy-In

Engagement is always a major issue when introducing change. Employees may feel disconnected from the process of making SOPs or fail to see their relevance. These documents can feel overly prescriptive, almost like a tool for micromanagement, but you’ll need to change people’s attitudes to them.

How to Improve Employee Engagement with SOPs

  1. Engage users while drafting and testing the SOPs.
  2. Offer hands-on training sessions before rolling them out.
  3. Create a culture where everyone feels comfortable suggesting improvements to these documents.
  4. Acknowledge those who follow SOPs effectively or contribute to their improvement.

Complex Standard Operating Procedures

Overly complex SOPs often result from the desire to include every detail and account for every possible scenario. While the intention is to be thorough, this approach can be counterproductive. Such SOPs may overwhelm users, confuse processes, and ultimately fail to serve as effective tools. Moreover, employees are more likely to create their unofficial shortcuts when SOPs feel burdensome.

How to Simplify SOPs

  1. Identify the core steps required to complete a process and avoid unnecessary elaboration.
  2. Write in plain, simple language that is easy to understand for all users.
  3. Include a glossary for unavoidable technical terms.
  4. Use flowcharts, diagrams, or images to illustrate processes instead of relying on long blocks of text.
  5. Break content into sections with clear headings and subheadings.
  6. Use numbered lists or bullet points to outline steps for easy scanning.
  7. Use a standardized template to ensure a consistent format across the board.

Lack of Accountability

We see issues like poor adoption and outdated SOPs when no one takes responsibility for managing and maintaining an SOP.

How to Improve SOP Accountability

  1. Assign a person to create, maintain, and implement each SOP.
  2. Make SOP-related responsibilities a formal part of job descriptions and performance evaluations.
  3. Conduct refresher training sessions for SOP users periodically.
  4. Develop a system for addressing non-compliance with SOPs.
  5. Set up a process for reporting issues with SOPs and for suggesting improvements.

Outdated Standard Operating Procedures

When there’s no formal accountability, SOPs become obsolete with time.

How to Keep SOPs Current

  1. Establish a formal review cadence for each document and make someone accountable for that review.
  2. Implement a version control system and a system for removing obsolete documents from circulation.
  3. Use document management software to automate review reminders and distribute updated SOPs.
  4. Add a review or expiry date to each SOP as a prompt to revisit and verify its relevance.

Poor Organization

Well-written, up-to-date SOPs are useless if employees cannot easily locate them when needed

How to Improve SOP Accessibility

  1. Centralize SOP Storage.
  2. Include SOP storage information in employee onboarding materials and training sessions.
  3. Regularly remind employees where to find SOPs through emails and team meetings,
  4.  Link SOPs within task management systems like Asana or Monday.com.
  5. Use a consistent naming convention and folder structure to simplify navigation.
  6. Include tags or metadata to enhance searchability (SharePoint)
  7. Develop an SOP index or directory that lists all available SOPs with links or references to their location.
  8. Conduct employee surveys or focus groups to identify accessibility pain points.
  9. Do not overcomplicate the storage system with excessive layers or subfolders.

Duplicate or Contradictory Standard Operating Procedures

This issue arises when multiple SOPs exist for the same process but contain redundant or conflicting information. Different departments or teams may create SOPs for similar tasks without cross-checking existing documents, or older SOP versions may remain in circulation with newer ones.

How to Solve this Problem

  1. Review all existing SOPs across departments to identify duplicates or contradictions.
  2. Consolidate similar SOPs into a single, clear document where possible.
  3. Implement access controls to ensure only the latest, approved versions are available to employees.
  4. Include a version history section in every SOP.
  5. Use software that automatically tracks changes, locks outdated versions, and flags potential duplications.
  6. Inform employees when SOPs are merged or updated to prevent reliance on older documents.
  7. Encourage teams to review the central SOP library for relevant existing SOPs before creating new ones.

Blanket Distribution of Standard Operating Procedures

Blanket SOP Distribution is when all employees are required to read and acknowledge SOPs, regardless of relevance to their roles. This approach wastes time, reduces engagement, and frustrates employees.

Best Practices for SOP Distribution

  1. Assign SOPs only to employees whose roles directly involve the tasks covered by the document.
  2. Use role-based access control to ensure employees see only relevant SOPs.
  3. Organize SOPs by department, function, or task to streamline assignments.
  4. Use software that automates SOP assignments based on roles, teams, or responsibilities.
  5. Periodically audit and refine distribution lists to match current organizational roles and responsibilities.