Standard Operating Procedures (SOPs) are the backbone of operational consistency, quality assurance, and regulatory compliance. But as your organisation evolves, outdated SOPs can do more harm than good, leading to inefficiencies, errors, and non-compliance. Regularly reviewing and updating SOPs isn’t just good practice; it’s a business necessity.

In this guide, we explore best practices for reviewing and updating SOPs so your documentation stays relevant, efficient, and aligned with strategic goals.

Why Reviewing and Updating SOPs Is Crucial

Before diving into how to review SOPs effectively, let’s explore why this process is so critical:

  • Compliance: Industries like healthcare, manufacturing, and finance are governed by strict regulatory frameworks. Updated SOPs help organisations stay audit-ready.
  • Operational Efficiency: Streamlined procedures reduce waste, eliminate redundancies, and empower teams with clarity.
  • Knowledge Retention: As employees leave or change roles, SOPs preserve institutional knowledge.
  • Employee Training: Up-to-date SOPs provide clear guidance for onboarding and continuous learning.
  • Continuous Improvement: They act as a vehicle for incorporating feedback and innovations into everyday processes.

How Often Should SOPs Be Reviewed?

There’s no one-size-fits-all answer, but most organisations benefit from a review cadence of 6 to 12 months. However, SOPs should also be updated when:

  • New technology or systems are implemented
  • Regulations change
  • Customer or internal feedback signals gaps
  • A process-related incident occurs
  • Teams are restructured, or new departments are formed

Tip: Consider setting a recurring review schedule in your project management tool or document control system to ensure accountability.

Best Practices for Reviewing and Updating SOPs

Let’s now dive into the tactical part: how to conduct effective reviews and implement updates.

1. Assign SOP Ownership

Every SOP should have a clearly assigned owner or document steward—typically someone deeply familiar with the process it describes. This person is responsible for initiating reviews, coordinating with stakeholders, and ensuring timely updates.

2. Use a Version Control System

A robust version control system ensures that changes are documented, traceable, and reversible if needed. This includes:

  • Version numbers (e.g., v1.0, v2.1)
  • Change logs with author name and timestamp
  • Summary of changes made
  • Archived previous versions

Whether you’re using Google Drive, SharePoint, or a dedicated document management system like Trainual, Dozuki, or Confluence, make sure version control is embedded in your SOP process.

3. Perform a Gap Analysis

When reviewing an SOP, ask:

  • Does this procedure reflect current practice?
  • Are there any bottlenecks or redundant steps?
  • Does it align with company objectives?
  • Are there missing steps or unclear instructions?
  • Does it meet current compliance requirements?

Compare the SOP against actual workflows or system logs to identify deviations and opportunities for improvement.

4. Standardise the SOP Format

Use a consistent template across all SOPs to reduce confusion and improve readability. A well-structured SOP typically includes:

  • Title and unique ID
  • Purpose
  • Scope
  • Roles and responsibilities
  • Materials/resources needed
  • Step-by-step procedures
  • Safety or compliance notes
  • Review date and author

5. Link SOPs to Business Outcomes

Every SOP should support a clear operational or strategic objective—faster customer service, improved compliance, or safer operations. When reviewing, ask: What business result does this SOP enable?

6. Review in Context: Observe the Process in Action

Don’t just edit SOPs at your desk. Sit with the team, watch how the task is performed, and document discrepancies. Real workflows reveal what’s missing or unclear.

7. Use Failure Data as a Signal

Review incident reports, audit findings, and even minor errors. If a step is consistently skipped or misunderstood, the SOP needs revision, not more training.

8. Stress-Test the SOP

Ask: How does this procedure perform under:

  • Peak workload?
  • Staff shortages?
  • Tech or system outages?

Build in contingencies where necessary.

9. Categorise SOPs by Risk and Frequency of Use

Prioritise your review calendar by:

  • High-risk SOPs (e.g., compliance, health, finance) → quarterly or after any change
  • Medium-risk (e.g., customer-facing ops) → twice a year
  • Low-risk (e.g., internal admin tasks) → annually or ad hoc

10. Involve the Right People

Effective SOP reviews require multiple perspectives:

  • Process owners bring accountability
  • Frontline staff ensure usability
  • Quality or compliance officers validate regulations
  • IT or systems analysts review tool dependencies

11. Embed Feedback Loops

Encourage users to report unclear steps or edge cases. Set up a change request form or channel. Minor issues flagged early prevent major breakdowns later.

12. Audit Usage and Engagement

If you’re using digital SOP tools (e.g., Trainual, Notion, or Confluence), check:

  • Are people opening and following SOPs?
  • Which pages are skipped or heavily edited?

Use these insights to fine-tune content and format.

13. Maintain a Master Review Tracker

Track every SOP in a centralised register:

  • Owner
  • Last review date
  • Review frequency
  • Status
  • Risk rating

This makes compliance audits, staff training, and handovers much easier.

Your SOPs are only as useful as their last update. Reviewing them strategically and involving the right voices makes process documentation a competitive advantage, not just a compliance tool.

Suggested Reading: 

Automating SOP writing With AI-Powered Software

FMEA | Breaking Down the Failure Mode and Effect Analysis

When Should You Write a Work Instruction Versus an SOP?