Quick Answer: SOPs and work instructions serve different levels of detail. An SOP outlines the overall steps for completing a process, covering the who, what, when, and where. A work instruction goes deeper, explaining exactly how each step is performed. Use SOPs for general process compliance; use work instructions when precision, safety, or complexity require step-by-step specificity.

SOPs are vital documents that lay out the who, what, when, and where for important procedures in your industry or organization. But how do you write SOPs? That’s where our technical writing services come in.

What Is an SOP? Definition, Purpose, and Best Practices

SOPs are documented processes that, if written well using the proper voice, sentence structure, language, and formatting, save your organization time and money and ensure tasks are completed efficiently and effectively and in compliance with regulations.

While well-written SOPs do all of these things (and more), poorly written SOPs can have the opposite effect. SOPs that produce consistent results, ensure compliance, and help employees avoid injury must be

1. Easy to read

Easy to read means they use simple (familiar) language and sentence structure (fewer words are generally better); begin each step with a verb (SOPs indicate tasks, so this only makes sense); and include guides to help reading, such as a glossary, list of acronyms, tables, and other reading instructions.  

2. Easy to follow

To fully reap the benefits of SOPs, they must be easy to follow (otherwise, they won’t be used, which is a problem in and of itself). Easy-to-follow SOPs mean they use graphics that augment (not necessarily take the place of) text; lots of white space (the goal is NOT to cram the information together so that it’s hard to read); numbering or bullets as appropriate (numbers are used for when the sequence of steps matters; bullets are used otherwise); and headings and subheadings. 

Well-written, effective SOPs produce consistent results. If your organization’s SOPs don’t produce consistent results or aren’t used, it may be because they’re hard to use, hard to read, and hard to follow.

Types of SOPs: Step-by-Step, Flowchart, Multimedia, and Hybrid

Step-by-Step

Probably the most common format for SOPs, these straightforward documents describe the process in incremental, iterative steps that users can follow one by one. 

Flowchart

More common in engineering or technology applications, flowcharts are great when the process might vary depending on circumstances. In other words, the second step won’t always follow the first, as in a step-by-step process. Instead, the outcome of the first step might lead users in any one of multiple directions.

Multimedia

Some SOPs may take the form of visual illustrations or videos that explain and walk viewers through the process for viewers. This can be an effective way to condense a lot of subject matter into an easy-to-consume format. 

Hybrid

Complex operating procedures can combine these approaches. For example, Step 1 alone might involve decision points, so it might use a flowchart-style process before the user moves on to Step 2.

What Are Work Instructions? How They Differ from SOPs

Work instructions are related to SOPs but are more granular. In other words, if I’m writing an SOP about how to make a peanut butter sandwich and it includes five steps, I might break down one or more of the steps so that the user would know exactly how something is done.

For instance, if the first step is to open the jar of peanut butter, a work instruction would tell the user exactly how to open the jar of peanut butter; it might even include information about where to retrieve the peanut butter jar. The use of work instructions often depends on the complexity of the process, users’ familiarity with it, and how often it’s done, among other things. 

Keep in mind that different organizations use the terms SOPs vs. work instructions differently; in other words, what might be called an SOP in one organization might be called a work instruction in another (we’ve also seen organizations that have guidance documents that they refer to as SOPs or work instructions).

Regardless of what they’re called, however, in all cases readability and usability matter. 

How to Write SOPs and Work Instructions That Actually Get Used

• Use process mapping to figure out where the process should begin and end (while process mapping may seem like an extra step, it saves time because writers avoid including irrelevant steps in their SOPs).
• Don’t fall into the trap of thinking that all SOPs and/or work instructions should be presented in the same way; sometimes, a short video will do, while in other cases, a flow chart would work.
• Don’t mistake SOPs or work instructions for guidance documents, checklists, or descriptions; all of these documents have their place, but they’re distinctive documents.
• Include the appropriate sections in the appropriate order; for instance, if materials are required, that should be early in the document so that users know what they need to gather before beginning the task.
• Provide reading instructions by identifying terminology and acronyms and using numbers or bullets as appropriate.
• Use plenty of white space.

SOPs vs. Work Instructions: Which Does Your Team Need?

Whether your organization uses work instructions vs SOPs depends on the task, the level of excellence desired in terms of completing the task, the complexity of the task, and other things. An SOP gives an overview for completing a task; while it also provides specifics, if the task isn’t very complex, an SOP will probably work fine.

For instance, if a task is about how to turn on a machine and it’s as simple as turning a switch, reviewing a dashboard to ensure the machine is on, and alerting others that the machine is now functional, an SOP would work. Keep in mind as well that many organizations have SOPs because they have to comply with regulations.

Think of work instructions as a subset of SOPs; the SOP provides the general steps, and the work instructions provide the nitty-gritty. Let’s take our machine example: as we illustrated, if the task is simple, an SOP will do.

But let’s say that turning on the machine involves multiple steps that, if not followed, could harm equipment or injure personnel; in that case, work instructions would probably be warranted because it’s important that each step of the process be outlined to ensure a successful outcome.

For work instructions (again using our machine example), the steps might be:

• Grab the latch handle with your right hand [in this case, the right hand must be used]
• Pull the latch handle up 60 degrees [60 degrees is very specific]
• Count to three as you release the handle

As you can see in the work instruction, the directions are very specific. While SOPs can be, and often are, specific, think of work instructions as more specific because they have to be and as a subset of SOPs.

Build a Stronger Documentation Process with Hurley Write

Whether your team writes SOPs, work instructions, guidance documents, or checklists, our SOP writing workshop, created specifically to address these types of documents, will help them hone their skills. These documents follow a certain “writing recipe,” and it’s one that the professionals at Hurley Write teach in our SOP writing training.

Frequently Asked Questions

What is the main difference between an SOP and a work instruction?

An SOP outlines the overall steps for completing a process, including who does it, when, and under what conditions. A work instruction goes deeper, detailing exactly how each individual step is performed. Work instructions are typically used when precision or safety is critical.

Can an organization use both SOPs and work instructions?

Yes, and many do. SOPs provide the high-level framework for a process, while work instructions serve as detailed subsets for specific steps. When a step within an SOP requires exact technique or carries safety implications, a corresponding work instruction ensures it is performed correctly every time.

When should you use a work instruction instead of an SOP?

Use a work instruction when a task involves multiple precise steps that could harm personnel or equipment if performed incorrectly, or when users are unfamiliar with the process. The greater the complexity and the higher the stakes, the more a work instruction is warranted over a standard SOP.

Do SOPs and work instructions need to follow a specific format?

There is no universal format, but readability and usability are non-negotiable. Documents should use clear language, begin steps with action verbs, include appropriate white space, and use numbers or bullets correctly. The format should always match the complexity of the process and the needs of the audience.

How do you know if your SOPs are actually working?

If your SOPs are working, employees follow them consistently and tasks produce predictable, compliant outcomes. If results are inconsistent or documents go unused, the SOPs are likely too difficult to read or follow. Effective SOPs are clear, logically structured, and written with the end user in mind.