SOPs

So are you applying the first five Writing Action Step principles?

1. Using Simple Command Statements
2. Keep Action Steps Simple
3. Avoid the Passive Voice
4. Identify the Responsible Person
5. Use Quantitative Information

Could your Standard Operating Procedures (SOPs) be improved by moving toward more action oriented statements? Well here are five more principles to consider.

Writing Action Steps
As a reminder, our approach is to write SOPs from the perspective of the user. They are responsible for performing the work so the SOPs should be written with them in mind. We will use action steps that provide the user with direct commands to perform specific actions.

Principle 6: State the Condition First
Conditional steps are used when a decision is based upon the occurrence of a condition or a combination of conditions. Conditional steps use the conditional terms if, or, then, when, and, or not to present required action(s) and condition(s). The most common practice is to write the conditional statement first, followed by the action.

Example: If device does not have pressure, then check valve for leak (If two conditions are involved and one or both of these conditions must be met before the action is taken, place the conditional term or in between the conditions.)
     
Example: If pH is below 6 or above 10, then notify a supervisor (For a negative condition, use the conditional term “not.” Avoid using “not” if a single word can be used and the condition can be stated in a positive manner. For example, "If the valve is open, ..." is preferable to "If the valve is not closed,...")

Principle 7: List Multiple Objects
Often an action step is followed by several objects.
     
Example: Verify the temperature, pressure, and pH level (If the there are more than three objects consider listing them in a vertical format using bullets, dashes, or asterisks. Use numbers only to indicate order of performance. Use charts and matrixes to present a series of objects.)

Principle 8: Use Parallel Structure
Write headings and words using the same tense, ending, or other value. In other words, use a parallel structure. When you use parallel structure, you increase the readability of your writing by creating word patterns readers can follow easily.

Not Parallel: Test documentation requires recording data, completing logs, and to sign on the coversheet.
Parallel: Test documentation requires recording data, completing logs, and signing the coversheet.