How to create an effective operating procedure: A practical guide and example.
A well-designed operating procedure is essential for standardizing processes, improving productivity and guaranteeing quality and safety within your company. This step-by-step guide will show you how to write an effective and optimized operating procedure for professional use.
An operating procedure is a detailed document describing the steps required to carry out a task or process. Its purpose is to ensure that each operator carries out the task consistently, safely and efficiently.
1. Identify the task or process to be documented
Before you start writing, it's crucial to define the scope of your operating procedure.
Key objectives :
What is the purpose of the operating procedure? Training, standardization, safety, quality?
What is the desired result? Finished product, fewer errors, smoother workflow?
Who is the target audience? New employees, experienced operators, managers?
What level of detail is required? The more complex the task, the more precise the instructions.
2. Observe and analyze the process
Observation is essential to break down each stage precisely.
Best practices :
Observe the task several times.
Write down every step, including the smallest details.
Identify variations between different operators.
Ask performers questions to understand their actions.
Consider safety and efficiency.
3. Write the operating instructions
Writing should be clear, concise and accessible.
Recommended structure :
Introduction: Purpose and context of use.
Materials and requirements: Tools needed.
Step-by-step instructions: with numbering and simple wording.
Visuals: Images, diagrams, videos to illustrate each step.
Warnings: Safety, common mistakes, tips.
SEO copywriting tips :
Use relevant keywords ("efficient operating mode", "standardized procedure", "process optimization").
Use short, active sentences.
Use bulleted lists for ease of reading.
Add transition words (first, then, finally) for fluidity.
4. Validate and test the operating procedure
A procedure is only effective if it can be applied.
Validation :
Test by several users: novices and experts.
Identify and correct misunderstandings.
Integrate feedback to improve clarity and relevance.
Test after each modification.
5. Centralize and track usage
An operating procedure must be available and regularly updated.
Practical tips:
Store the document on a centralized platform like Komin.
Track access and consultations.
Plan periodic updates to adapt it to changes in the process.
Example: Operating procedure for an industrial machine
Objective: Standardize the use of Machine X to ensure quality and safety.
Equipment: Machine X, PPE, safety instructions.
Procedure :
Start-up: Check safety devices, put on PPE, press green button.
Operation: Load material, select program.
Stop: Stop the machine, check that it has come to a complete stop.
Validation: Tested by several operators, adjustments made.
Mistakes to avoid
Lack of clarity: Excessive technical jargon.
Incomplete instructions: Each step must be precise.
Lack of visuals: Images and videos facilitate understanding.
No document testing: Risk of unidentified errors.
Forgotten updates: An operating mode needs to evolve.
Neglecting user feedback: an essential source of improvement.
Komin: The solution for optimizing your operating procedures
Komin makes it easy to create, manage and share your operating procedures. With advanced features such as visual integration, usage tracking and collaborative management, Komin is the ideal tool for standardizing your processes and improving your company's performance.
Try Komin free of charge and transform the way you create operating procedures!
