If you are new to writing procedures there can be a temptation to dress up the language of the SOP to disguise your lack of experience or make the procedure sound more ‘professional’.
The opposite usually happens. The procedure sounds stiff, doesn’t flow, and is often unreadable. Instead, use short words, keep to the point, and help the reader understand the procedure as quickly as possible. In addition, avoid using jargon or industry speak that will confuse reader. And remember that are not everyone reading your procedure is not a native English speaker avoid using phrases or figures of speech that will trip people up. Aim for simplicity.
- Long v Short words – if you have a choice, use short monosyllable words rather than more complex, impressive sounding words. For example, use ‘get’ instead of ‘procure’. The meaning is that same.
- Redundant phrases – if you change phrases such as ‘in the event of’ and use ‘if’, the meaning remains the same. Other fillers include ‘at this point in time’, which can usually be deleted and have no impact on the integrity of the procedure.
- Fillers – phrases such as just now, simply click, and due to the fact that, can be changed to now, click, and because without changing the meaning of the text. Look for fillers like these in your text and also legacy materials that need to be updated.
- You v User – this may depend on your in-house style guide, but it’s worth considering how you address the reader. If you use ‘you’ when talking to the reader, it creates a more immediate impact. However, if you overdo it, it can sound too informal and chatty. Likewise, if you refer to ‘the user’ all the time, it can sound harsh and cold. After all, the reader is the user. Referring to the reader in the third person tends to distance them from you, the writer. So, before you start, consider the tone and phrasing you want to adopt. Then be consistent across all documents.
What’s important here is not whether the procedure is long or short. Instead, look for ways to explain how the procedure works as clearly as possible. In most cases, this means using simple, direct, and concise language. Get past trying to impress the reader – or your boss – and zero in on the task.