How to Avoid an SOP Error When Writing

Writing an effective Standard Operating Procedure (SOP) is crucial for maintaining consistency and efficiency within an organization. However, common sop errors when writing can lead to confusion, mistakes, and wasted time.   

Complicated and lengthy SOPs contribute to "cognitive overload," which occurs when the brain is overwhelmed with too much information.

Although human error may never be eliminated, a clear, well-thought-out standard operating procedure (SOP) can reduce opportunities for errors to occur. An SOP directs its user on how to perform a task correctly and effectively, the best way, every time.  

However, a poorly written SOP can be damaging – causing confusion, errors, and wasting time. SOPs that are ignored and not followed are just as damaging. If you provide users with inaccurate or poorly written content, it's only natural for them to mistrust the SOPs and as a result, ignore them. If people are not using SOPs, you open yourself up to serious problems, liability, failed audits, and unnecessary operational costs. 

In this blog, we’ll focus on the most critical writing mistakes that can impact user performance. We’ll also share some proven methods that can transform your SOPs from documents that don’t get used into valuable business assets.  

Common SOP Writing Mistakes and How to Avoid Them 

By avoiding these common mistakes and focusing on clarity, structure, and user engagement, you’ll create SOPs that are functional and user-friendly.  Here are some common SOP writing mistakes and how to avoid them:

1. Long Paragraphs and Text Blocks 

Many SOPs resemble lengthy legal documents — dense and intimidating. But when users or reviewers first open an SOP, they should feel encouraged, not stressed out. The format, layout, and design of the SOP play a huge role in this.  

It's best to "chunk" information into digestible, concise sections. This approach reduces search time and boosts user performance by creating a structured and user-friendly document. Chunking information also makes it easier to update content and repurpose it as needed.  

If you’re going digital, avoid long text lines. Numerous studies show that long lines of text have a direct negative effect on reader engagement and comprehension. Keep the line length under 100 characters.

If users are accessing SOPs on mobile devices, make sure to test your SOP format on those devices. Even if you’re not quite ready for mobile distribution, make sure the SOP authoring platform supports mobile, so you don’t have to go through a major conversion process down the road. 

Incorporating visuals and videos can significantly enhance the learning experience. Many readers absorb information better when text is paired with images or media. Where appropriate, include examples, diagrams, and illustrations to show users how to complete tasks. If your audience is multi-lingual and your current solution doesn't support translations, video and images are essential.  

Videos can also engage users more effectively. One of our clients struggled to get employees to read their IT security procedures, so they introduced a series of humorous videos. The result? A much more engaged workforce! This contributes to increased regulatory compliance and reduces the likelihood of human error. 

2. Complicated Steps 

When steps are long, multi-sentence instructions or full of complex “if” clauses, your readers will quickly get lost.  

Here’s an example of poorly written steps:  

1. Results should be transferred ONLINE (OEM) to the LIS (Misys) whenever possible.   
2. Manual entry off the printout (MEM) should be avoided unless necessary. If MEM entry is used, the WS listed below will always default to the primary analyzer. If the result is from the second analyzer (with 2 as part of its name), the tests must be modified to that method code.   
3. Manual entry via TEST mode should never be done without a supervisor’s approval.  

What’s wrong here?  

• Passive voice is used (vs. active voice).  
• Chained “if” clauses make it hard to follow.  
• Steps are too long and convoluted.  
• Vague wording like “whenever possible” and “unless necessary” adds confusion. (What does “whenever possible” even mean?) 

For effective standard operating procedures, keep steps short and straightforward. This is particularly important if you want to use the SOP as a checklist. Checklists prompt your team on every step of the procedure. Employees who follow a standardized process are more likely to complete tasks quickly and accurately.

3. Pompous or Confusing Language 

Big words won’t impress your readers. When writing SOPs, use a straightforward, user-friendly style. Focus on clarity and simplicity, keeping the user’s point of view in mind. Use second-person language ("you") to make the instructions feel more personal and accessible. Acknowledge difficulties or problems the user may encounter.  

Take a cue from marketing. Effective marketing is all about engaging the audience. Marketers use concise copy and clear benefits to connect with their audience. Similarly, your SOP should engage users by addressing their needs and presenting information in a direct, simple way.  

Whenever possible, replace long or pretentious words with shorter, more familiar ones. Here are a few examples: 

A common problem authors have during SOP creation - being specific. Don’t assume that users will understand vague instructions. For example, instead of saying, “Stir the solution until thoroughly mixed,” describe what “thoroughly mixed” means in measurable terms.  

4. Mixing SOPs and Policies in the Same Document 

A frequent mistake is mixing policy statements with procedural steps in the same document. 

This typically happens when writers don’t understand the difference between policy and procedure.  

Since this is such a common and problematic issue, we’ve dedicated an entire blog post to it: Difference Between Policy, Procedure, and Work Instructions. 

5. Chaining Multiple SOPs Together 

Another common mistake is chaining several procedures into one lengthy document, overwhelming users.

To avoid this, break actions into smaller, more manageable units. A good rule of thumb is the "49 steps rule." Research shows that most people can only hold 7 items in their memory at once. Therefore, SOPs that have 49 steps (7 steps with 7 sub-steps) are already pushing the limits of what users can retain.  

If your procedure has more than 49 steps, consider breaking it into multiple SOPs or work instructions. Doing so will make it easier for users to follow and reduce the chance of mistakes.    

Test Your Document to Avoid SOP Errors 

As an SOP author, how do you know if you got it right and ensure that the result of all your hard work gets used? Test your SOP!   

Test your SOP early in the process. Give the SOP to someone unfamiliar with the job and see if they can follow it on their own. Find out what questions they have, where they may need more help.

You can further automate testing by attaching feedback forms and tests to your SOPs. Some SOP platforms (like Zavanta) also provide user analytics, so you can monitor SOP usage with hard data.  

Zavanta’s Structure Helps Authors Prevent SOP Writing Mistakes and Increases SOP Usability 

Zavanta helps you avoid SOP writing errors by providing a structured framework that enables even novices to create SOPs that drive performance and ensure compliance.  

It’s unique Guided Authoring feature prompts authors for all the information that should go into an SOP and in the right order that the user needs. Usability and content quality controls are built in. SOPs are standardized no matter who the author is so that users have a predictable SOP format to follow on any device.  

Zavanta automates the review process, so it’s easy to keep SOPs current. Employees, auditors, and managers trust the results.  

Even if users have access to user-friendly SOPs, how to do ensure people follow them?  Zavanta helps organizations implement their SOPs. With the press of a button, the steps in any SOP can be transformed into an interactive checklist so that users verify that they have performed each step. Managers can access SOP progress and completion reports in real time.  

Zavanta’s structured approach ensures that your policies and procedures do their job – to reduce human errors, not cause them.  

Learn more by contacting our team, or feel free to access our free demo hub and dive deeper into what you can achieve with Zavanta.   

Additional Resources: 

• Who is the Policy and Procedure Writer in Your Organization? 
• Writing a Standard Operating Procedure: SOP Preparation and Prerequisites 
• The Essential SOP Sections to Include