The format of your standard operating procedures is very important. Because such documents coordinate tasks for critical operations, often across multiple units, they must be presented in a format that provides clarity and consistency. Uniformity of presentation allows for greater usability in crisis situations.
The following guidelines will help you structure your guide. To make the job easier, you may wish to start with a pre-formatted template.
Numbering
Policies and procedures usually follow a numbered format for easy reference. Both main sections and subsections are numbered, Subsections use a decimal format. For example...
1 Main section 1
1.1 Subsection 1
1.2 Subsection 2
2 Main section 2
2.1 Subsection 1
Descriptive headings
The headings for each section should clearly summarize the procedure or policy it describes. It should be intuitive for readers searching for a particular policy. For example, if your reader is seeking information on your company's policy for using computer workstations, the section heading should probably read "Using computer workstations," or something similar.
Subsections should also have clear headings. For example, the "Using computer workstations" section may contain subsections called "Installing software" and "Downloading files."
By using headings to outline your guide before writing, you can ensure that all appropriate policies and procedures have been covered.
Definitions
A clear standard operating procedures format will include a glossary defining terms that may be unfamiliar to readers.
Definitions are usually formatted so that the glossary term is bold, with the definition in roman text. The bold font allows readers to quickly scan a list of definitions for the term they are looking for.
You can put the glossary section at the end of your manual, or put a numbered definition subsection in each section of the guide, as needed. If you put it at the end, be sure to include a reference or table of contents at the beginning that indicates the presense of the glossary. If you put the definitions within the policies, be sure to include only definitions that are relevant to that policy or procedure.
Enforcing compliance
You may wish to include information to help enforce your policies and procedures. For example, consider adding a description of the consequences of violating a policy. That way you can ensure readers are aware of the consequences ahead of time.
Also, many policy and procedure formats include a section at the end for the reader to sign and date, serving as proof that they have read and agreed to the information contained in the document.
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