29 Ways to Write SOP Procedures Faster

sop-procedure-writing-tips

Doing business in China has meant more business analysis, process design, proposal development, case studies and writing standard operating procedures.

As some friends on LinkedIn are also moving into business analysis and SOP writing, I thought I’d add a few tips here. While there is some overlap with technical writing, it does require a different mindset, for example, to understand the process flows and narratives that hold the procedure together.

This purpose of this article is to reminds us that our sales, marketing, business, and proposal development do not stand alone. It is all part of a larger process that involves planning, research, writing, editing, proofing, submission and acceptance.

This list gives 37 ways to improve your next set of procedures.

Scroll through it and tell me what I missed.

  1. Show that your procedure is logical and organized
  2. Make the information easy to find.
  3. Include a table of contents for procedures over 10 pages in length
  4. Ensure that your procedure is in compliance with the Security guidelines.
  5. Arrange material in order of priority to the reader
  6. Arrange everything in the order that’s most important to the client
  7. Arrange the procedure in accordance with the user’s requirements
  8. Number pages and sections consecutively; do not re-number each section
  9. Use headings that make sense to your readers. See Audience Analysis template.
  10. Each section title should stress the main benefits
  11. Each section title should help readers orient themselves
  12. If possible, express the key point of the section in the headline, or immediately after it.
  13. Highlight important points
  14. You can emphasize the most positive points by using bold, underlining, different fonts, spacing, titles, bullets and summaries
  15. Write all action steps. Don’t skip anything.
  16. Avoid banal headings and titles
  17. Rather than say “Development Section,” say “Ten Ways to Improve Your Processes”
  18. Use action verbs in heads, especially verbs that stress a benefit for the client
  19. Avoid boilerplate text.
  20. Avoid hype, padding and other self-congratulatory drivel. Remember that the proposal is a legal document that becomes part of the contract if you win
  21. By giving specific details and quantifying the benefits whenever possible
  22. Don’t just say that you will comply with a requirement — say how we’ll do so
  23. Use a strong closing statement
  24. Avoid business cliché’s
  25. Avoid hackneyed openings and closings that clients have read a thousand times. Avoid “I would like to take this opportunity to thank you for considering the enclosed . . .” Get to the point: “Here is your proposal.” Avoid “If you have any questions, please feel free to call.” That closing has been done to death, so avoid it and write something more genuine.
  26. Make your procedure easy to understand
  27. Use the same terms and jargon that appear in all SOPs. Don’t try to impress the client with your own special brand of buzzwords or TLA (three-letter acronyms)
  28. Use simple, direct language
  29. Close your business documents on a high note. Don’t be too humble. A little confidence never hurt!

What did I miss?

About the Author: Ivan Walsh is a Beijing-based business writer. He shares business writing tips for smart people at Klariti

Get free and premium MS Word, Excel and Apple templates today


Acceptance Test Plan

Contingency Plan

Software Development Templates

Acquisition Plan

Conversion Plan

Software Requirements Specification

Action Plan

Cost Benefit Analysis

Software Testing

API Documentation

Database Design

Standard Operating Procedures (SOP)

Audience Analysis

Datasheet

Statement of Work

Availability Plan

Deployment Plan

System Administration Guide

Bill of Materials

Design Document

System Boundary

Business Case

Disaster Recovery Plan

System Design Document

Business Continuity

Disposition Plan

System Specifications

Business Plan

Documentation Plan

Technical Writing Templates

Business Process

Employee Handbook

Test Plan

Business Requirements

Error Message Guide

Training Plan

Business Rules

Expression of Interest

Transition Plan

Capacity Plan

Fact Sheet

Troubleshooting Guide

Case Study

Feasibility Study

Use Case

Change Management Plan

Functional Requirements

User Guide

Communication Plan

Grant Proposal

Verification and Validation Plan

Concept of Operations

Implementation Plan

White Papers

Concept Proposal

Installation Plan

Work Instructions

Configuration Management Plan

Interface Control Document

Software Development Templates

Acceptance Test Plan

Maintenance Plan

Software Requirements Specification

Acquisition Plan

Market Research

Software Testing

Action Plan

Marketing Plan

Standard Operating Procedures (SOP)

API Documentation

Needs Statement

Statement of Work

Audience Analysis

Operations Guide

System Administration Guide

Availability Plan

Policy Manual

System Boundary

Bill of Materials

Project Plan

System Design Document

Business Case

Proposal Manager Templates

System Specifications

Business Continuity

Proposal Template

Technical Writing Templates

Business Plan

Quality Assurance Plan

Test Plan

Business Process

Release Notes

Training Plan

Business Requirements

Request for Proposal

Transition Plan

Business Rules

Risk Management Plan

Troubleshooting Guide

Capacity Plan

Scope of Work

Use Case

Case Study

Security Plan

User Guide

Change Management Plan

Service Level Agreement (SLA)

Verification and Validation Plan

Communication Plan

Setup Guide

White Papers

Concept of Operations

Social Media Policy

Work Instructions

Concept Proposal

Contingency Plan

 

Configuration Management Plan

Conversion Plan