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SOP Writing Guide

Purpose​

This guide ensures all Kyndof SOPs maintain consistent quality, structure, and usability. Well-written SOPs are the foundation of operational excellence and organizational knowledge retention.

Core Principles​

1. Clarity Over Brevity​

SOPs should be comprehensive and unambiguous. It's better to over-explain than leave room for interpretation.

2. Actionable Instructions​

Every step must be executable by someone with the required training. Avoid vague language like "handle appropriately" or "use good judgment."

3. RABSIC Accountability​

Every SOP must clearly define who is Responsible, Accountable, Backup, Support, Informed, and Consulted. No action without ownership.

4. Evidence-Based Quality Gates​

Quality checkpoints must have objective pass/fail criteria. "Looks good" is not a quality gate; "All pieces within 1/8 inch of grain" is.

5. Future-Proof Documentation​

Write for the person who will execute this 3 years from now, without you available to explain.

SOP Structure Requirements​

Every SOP must include these sections in this order:

1. Frontmatter (Required)​

---
layout: default
title: "[SOP Title]"
parent: "[Category]"
grand_parent: "[Department]"
sop_id: "SOP-XXX"
version: "1.0"
effective_date: "YYYY-MM-DD"
owner_position: "[Position Role]"
review_date: "YYYY-MM-DD"
status: "Active|Draft|Revised|Archived"
---

2. Document Control Table​

Metadata for version tracking and ownership.

3. Purpose​

What to include:

  • What this SOP accomplishes
  • Why it exists (business need)
  • What happens if this SOP is not followed
  • Quantify impact when possible ($X saved, Y% fewer errors, Z hours saved)

Bad Example:

This SOP describes how to cut fabric.

Good Example:

This SOP establishes standardized procedures for cutting fabric to ensure accurate pattern placement, minimal waste (target ≤15%), and prevention of costly errors (averaging $50-$500 per cutting error). Cutting is the most critical and irreversible step in production.

4. Scope​

In Scope:

  • Specific scenarios covered
  • Geographic or organizational boundaries
  • Conditions when this SOP applies

Out of Scope:

  • Explicitly state what is NOT covered
  • Reference alternative SOPs for excluded scenarios

5. RABSIC Responsibility Matrix​

Must have exactly ONE Accountable. All other roles as needed.

RolePositionResponsibility
R[Position][What they execute]
A[Position][What they approve/own]
B[Position][When they step in]
S[Position][How they help]
I[Position][What they receive]
C[Position][What expertise they provide]

6. Prerequisites​

What must be in place BEFORE someone can execute this SOP.

  • Required Tools/Systems: Specific tools, software, equipment
  • Required Training: Certifications, workshops, skill levels
  • Required Documents: Templates, reference materials, input data
  • Access/Permissions: System access, authorization levels

7. Step-by-Step Procedure​

The heart of the SOP. Each step must include:

Step Template:

### Step X: [Step Name]

**Objective:** [What this step accomplishes]

**Actions:**
1. [Detailed action with specific instructions]
2. [Include exact button names, field names, system paths]
3. [Specify exact wording for communications]

**Decision Point:** (if applicable)
- **IF** [condition], **THEN** [action/next step]
- **ELSE** [alternative action]

**Quality Checkpoint:**
- [ ] [Objective verification criterion 1]
- [ ] [Objective verification criterion 2]

**Estimated Time:** [X minutes/hours]

**Responsible Role:** [From RABSIC matrix]

Action Writing Guidelines:

  • Use active voice: "Click Submit button" not "Submit button is clicked"
  • Be specific: "Send email to client@example.com with Subject: Project Update" not "Email the client"
  • Include exact paths: "Navigate to Notion > Projects > Active Projects database" not "Go to the projects page"
  • Specify tools: "Using fabric shears (not rotary cutter)" not "Cut the fabric"

8. Quality Standards & Checkpoints​

Mandatory Quality Gates Table:

CheckpointCriteriaResponsiblePass/Fail
[Name][Specific measurable criterion][Role][How to determine pass/fail]

Final Verification Checklist: Comprehensive checklist someone can use to verify completion.

9. Exceptions & Edge Cases​

Document known deviations from standard process.

Exception Template:

### Exception X: [Scenario Name]

**When This Occurs:** [Trigger conditions]

**Modified Procedure:**
1. [How standard procedure changes]
2. [Additional steps or approvals]

**Additional Approvals Required:** [Specific roles]

10. Escalation & Problem Resolution​

Common Issues Table:

ProblemLikely CauseResolutionEscalate To
[Issue][Root cause][How to fix][Role if unresolved]

Escalation Path:

  1. First Level: [Role]
  2. Second Level: [Role]
  3. Final Level: [Role]
  • Referenced SOPs (with links)
  • Templates (with locations)
  • External standards or regulations
  • Knowledge base articles

12. Definitions & Terminology​

Define specialized terms used in this SOP.

13. Metrics & KPIs​

How to measure process performance.

MetricTargetMeasurement MethodReview Frequency
[Name][Target value][How to measure][When to review]

14. Training Requirements​

  • Initial training (hours, topics, sign-off criteria)
  • Refresher training (frequency, triggers)
  • Competency assessment (how to verify proficiency)

15. Revision History​

Track all changes to this SOP.

16. Approval Signatures​

Document who approved this SOP.

Writing Style Guidelines​

Language & Tone​

  • Professional but accessible: Write for clarity, not formality
  • Direct and concise: Eliminate unnecessary words
  • Active voice: "The cutter measures fabric" not "Fabric is measured by the cutter"
  • Consistent tense: Use present tense for actions ("Click Submit", "Send email")
  • Position-based: "Sales Manager approves" not "Sarah approves"

Formatting Standards​

  • Headings: Use hierarchical headings (H2, H3, H4)
  • Lists: Use numbered lists for sequential steps, bullets for non-sequential
  • Tables: Use tables for structured data (matrices, comparison, multi-column)
  • Bold: Use for emphasis on critical points, tool names, UI elements
  • Code blocks: Use for exact wording of emails, scripts, system paths

Common Pitfalls to Avoid​

❌ Vague Instructions:

"Handle the fabric carefully"

✅ Specific Instructions:

"Hold fabric flat against table surface. Do not lift fabric while cutting."

❌ Assumed Knowledge:

"Process the request normally"

✅ Explicit Process:

"Log request in Notion > Leads database. Send acknowledgment email using Template A1. Set 4-hour response reminder."

❌ Missing Decision Logic:

"Route to appropriate team"

✅ Clear Decision Logic:

"IF budget >$5,000, route to Sales Manager. IF budget ≤$5,000 AND standard project, route to Sales Rep. IF out of scope, send decline email (Template A4)."

❌ Subjective Quality Criteria:

"Ensure cutting quality is acceptable"

✅ Objective Quality Criteria:

"Verify all edges smooth (no jagged cuts), grain alignment within 1/8 inch tolerance, all notches marked correctly."

❌ Hardcoded Names:

"Send to Sarah for approval"

✅ Position-Based:

"Send to Sales Manager for approval"

Testing Your SOP​

Before finalizing, test your SOP:

1. Comprehension Test​

Give SOP to someone unfamiliar with the process. Can they execute it without asking clarifying questions?

2. Completeness Test​

Review checklist:

  • Every action has a responsible role
  • Every decision point has clear criteria
  • Every quality gate has pass/fail definition
  • Every exception has modified procedure
  • Every escalation has specific role

3. Accuracy Test​

Have subject matter expert review:

  • Technical accuracy (steps are correct)
  • Realistic timelines (estimates match reality)
  • Feasible quality targets (targets are achievable)

4. Future-Proof Test​

Ask: "If I'm not available to explain this, will someone 3 years from now be able to execute it correctly?"

SOP Maintenance​

Annual Review​

Every SOP must be reviewed annually (minimum) to ensure:

  • Process still current (no outdated steps)
  • Tools/systems still accurate (software hasn't changed)
  • Roles still correct (org structure changes)
  • Metrics still relevant (targets adjusted for growth)

Triggered Reviews​

Review SOP immediately if:

  • Process failure occurs (SOP led to error)
  • Major tool/system change (new software, equipment)
  • Organizational restructure (new roles, departments)
  • Repeated questions about procedure (indicates unclear section)

Version Control​

  • Major version change (1.0 → 2.0): Significant process overhaul
  • Minor version change (1.0 → 1.1): Small improvements, clarifications
  • Patch version change (1.1 → 1.1.1): Typo fixes, formatting updates

Document ALL changes in Revision History section.

SOP Approval Process​

  1. Draft: Author creates initial SOP
  2. SME Review: Subject matter expert reviews for technical accuracy
  3. Stakeholder Review: All RABSIC roles review their responsibilities
  4. Management Approval: Accountable role approves content
  5. Final Approval: COO or CEO approves (depending on SOP scope)
  6. Publication: SOP published to wiki with status "Active"

Resources​

Version: 1.0 Last Updated: 2026-02-02 Next Review: 2027-02-02