SOP vs Work instruction

Contributed By

Manickavasagam Natarajan

In the dynamic landscape of various industries, ensuring consistency, compliance, and efficiency in daily operations is paramount. Two key documents that play a crucial role in achieving these goals are Standard Operating Procedures (SOP) and Work Instructions (WI). While often used interchangeably, it’s important to recognize that SOPs and WIs serve distinct purposes in the realm of organizational processes.

What is SOP?

Definition: A Standard Operating Procedure (SOP) is a formal document that outlines routine activities within an organization. It goes beyond mere task details and focuses on providing a comprehensive overview, specifying the people, resources, and regulations involved.

What are the use cases for an SOP?

Use Cases: SOPs cover processes, policies, and standards crucial for an organization’s functioning. They answer the questions of Who, What, and When at every stage of an operation. Common applications include documenting processes, ensuring quality and consistency, simplifying performance management, and guaranteeing compliance with standards and regulations.

They can be used for various purposes, including:
📌Documenting processes or establishing strict schedules
📌Controlling product or service quality and consistency
📌Simplifying performance management
📌Guaranteeing compliance to standards and regulations

What is included in an SOP?

Content: An SOP typically comprises three primary elements: a clear title identifying the procedure or activity, a detailed procedure including its purpose, scope, requirements, and summary of steps, and a checklist for quality control and assurance.

⚡ A title that clearly identifies the procedure or activity
⚡ The procedure, which includes its purpose, scope, requirements, and summary of its steps
⚡ A checklist of activities for quality control and quality assurance

What is a Work Instruction?

Definition: On the other hand, Work Instructions (WIs) are documents that provide specific instructions on how to carry out a particular task. Unlike SOPs, WIs delve into the details of individual activities, offering step-by-step guidance on correct execution.

Use Cases: WIs answer the ‘How’ in a procedure, ensuring the successful completion of tasks in daily operations. They are indispensable for minimizing risks and errors, standardizing workflows, resolving issues, promoting workplace safety, and improving processes.

What are the use cases for a work instruction?

Aside from that, they can be used for:
📌Minimizing risks and errors
📌Standardizing and streamlining workflows
📌Resolving issues
📌Promoting workplace safety
📌Improving processes

What is included in a work instruction?

Content: While there’s no standardized format for WIs, they generally include a title and description, objectives, purpose, scope, requirements, complete step-by-step instructions, and expected outcomes.

⚡ Title and description
⚡ Objectives
⚡ Purpose
⚡ Scope
⚡ Requirements
⚡ Complete step-by-step instructions
⚡ Expected outcomes

Differentiating SOP and Work Instruction: A Summary

Still confused… let’s learn with an example.

Demonstration of difference with Example

Let’s consider an example in a manufacturing setting to illustrate the difference between Standard Operating Procedures (SOP) and Work Instructions (WI):

Scenario: Assembly Line for Product X

Standard Operating Procedure (SOP)

Overview: The SOP for the assembly line outlines the general process of assembling Product X. It covers the entire workflow from receiving raw materials to packaging the final product.

Content:

Title: Assembly of Product X

Procedure: Describes the overall steps involved, including receiving materials, assembly process, quality checks, and packaging.

Checklist: Ensures compliance with safety standards, quality requirements, and regulatory guidelines.

Example SOP Step: “Step 3: Perform quality check on assembled Product X to ensure compliance with safety and quality standards.”

Work Instruction (WI)

Overview: The WI focuses on a specific task within the assembly process, providing detailed instructions on how a particular step is to be executed. In this case, it could be the detailed instructions for the quality check mentioned in the SOP.

Content:

Title: Quality Check for Product X Assembly

Objectives: Clearly defines the purpose of the quality check.

Requirements: Lists tools or equipment needed for the quality check.

Step-by-Step Instructions: Provides a detailed, step-by-step guide on conducting the quality check.

Expected Outcomes: Describes what the assembler should look for and confirm during the quality check.

Example WI Step: “Step 2: Inspect the alignment of components A, B, and C. Ensure there are no defects such as scratches or misalignments. Confirm that all components are securely fastened.”

Conclusion

Referring our above example…

1. The SOP provides a broad view of the entire assembly process for Product X, specifying the steps and ensuring compliance with standards.
2. The WI, on the other hand, zooms in on a specific task (quality check) within the assembly process, offering detailed instructions on how to execute that task correctly.

In essence, while the SOP guides the overall process, the WI delves into the specifics of individual tasks, collectively ensuring a standardized and efficient assembly line for Product X.

In conclusion, while SOPs and WIs are complementary, they play distinct roles in ensuring operational excellence. SOPs provide a bird’s-eye view, guiding organizations through the ‘what’ and ‘when,’ while WIs zoom in on the intricacies of ‘how’ to execute specific tasks. Integrating both seamlessly into organizational processes is the key to achieving consistency, compliance, and efficiency.

Manickavasagam Natarajan @manickavasagam

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