HOW TO WRITE A GREAT RESULT ORIENTED STANDING OPERATING PROCEDURE (SOP) THAT WILL IMMEDIATELY FETCH YOU A JOB

A Standing Operating Procedure (SOP) generally is a step-by-step set of instructions to achieve a goal. And so the guiding principle behind writing one is that if a random person reads it and follows the stated steps, he/she should be able to arrive at the stated goals. 

Let’s take a simple example of withdrawing from the ATM machine. A person who wants to write an SOP on it should write with the expectation that whoever follows the steps will end up withdrawing money from the ATM.

SOPs however are usually made up of different broken down actions, each with a measurable result, a combination of which will be geared towards achieving the ultimate goal. The ultimate goal will depend on the circumstances of each case. 

For SOPs to get a job, the ultimate goal usually is more profit for your potential employer. The following guidelines can ease the writing process:

1. I need to show that this organisation needs me if it wants to make more profit

2. In order to show this, I must be able to clearly state the tasks/actions I will carry out if I am employed

3. Next, I must be able to clearly state the results that each of my actions will produce

4. These results must then be able to attract or generate more profit to the employer

At that point, you may not be able to write out all the tasks you intend to carry out but you should be able to select the major tasks you intend to carry out for your employer that will bring in profit. Your SOP should be taken as a smart proposition to increase the revenue of your potential employer.

The SOP should be irresistibly attractive to your potential employer. It should be so detailed as to fully convince your potential employer of the relationship between your actions and results that will increase his revenue.

For instance, Mary intends to be employed as a secretary to the CEO of a small organisation. In writing her SOP, she will need to convince the organisation that a secretary is needed and she is the best person to fill that role.

And so she reasons to herself that treating people well will ensure that they keep coming back and also recommend you to others. She decides that one of her tasks will be to ensure excellent customer service. To accomplish this, she will be polite to customers and visitors to the organisation; she will entertain them while they are waiting for their appointment with the CEO; and in his absence, she will ensure that subsequent appointments are fixed at a time when he will be available.

Mary also reasons that for the organisation to run effectively, the CEO must attend all necessary meetings such as meetings with investors, potential investors, and so on. She decides that another task will be to ensure that the CEO is kept abreast of his appointments and schedules. To accomplish this, she will update his diary frequently and send reminders to him about 24 hours to each appointment.

Next, Mary knows that records are very important as they are needed for reference purposes, to track growth and profit, to correct errors if any, to identify areas where improvement is needed, and so on. And so she writes out her next task, which is to ensure that accurate records of the organisation's proceedings are kept. To accomplish this, she will attend all company meetings timely; take judicious minutes of all the meetings; and organise the company files.

Next, Mary reasons that the organisation must work as a team to run smoothly and one of the key areas is communication. And so, she writes out another task which is to improve the relationship between the employees and management. To accomplish this, she will leave the flow of communication between the staff and CEO open by arranging for the CEO to be approached when it is convenient for him. With her standing as the go-between, the CEO will not be flooded with so many things at once and he will be able to effectively address each issue that is brought to him. 

This is how Mary will keep proceeding, thinking of ways that will make her services indispensable to her potential employer. When she forwards her SOP, the CEO that has most likely been trying to keep up with the responsibilities of his growing organisation should be attracted to it. He wouldn’t have to personally come out to attend to each visitor, client or customer. And in his absence, he can rest assure that they will be well attended to because Mary will be there. He no longer needs to struggle to remember all the appointments he has or even set appointments that clash due to his forgetfulness. This is because he will now have Mary to arrange his schedule and ensure that no appointments clash and nothing is missed. He will no longer have to deal with disorganized or missing records and he will even be able to afford to miss a few meetings where an external priority arises. This will be possible because Mary will definitely be at the meeting to record and give him feedback. 

With Mary, the organisation will be able to run more smoothly and the CEO will be able to perform more effectively. This will definitely lead to an increase in the activities which he can now handle because he can now delegate to Mary, certain responsibilities that have formerly slowed the organisation down. Ultimately, with increased efficiency and effectiveness, more revenue is generated.

In addition to this, attention should be paid to other seemingly little things that are easily overlooked. If your potential employer sets out instructions regarding what is expected, they should be followed. Some may be willing to overlook it if you don’t while others will be quick to discard any that didn’t comply with their instructions. Also, don’t forget to research on the organisation, this will inform you of the tasks that will be highly desired and prioritized.

Lastly, use clear and simple words, your SOP should neither be difficult to follow nor comprehend.