Standard Operating Procedure Examples and Format

There is no format prescribed by law. The format below is the one most Australian workplaces use, because it puts what the operator needs in the order they need it:

1. Header. Title of the task or machine, document number, version, date, the person who approved it and the review date.
2. Purpose and scope. One or two sentences: what the procedure covers and what it does not.
3. Who may do the task. The training, licence or authorisation required.
4. Hazards. The ways this task can hurt someone, stated specifically.
5. Personal protective equipment. What must be worn, often shown as symbols.
6. Pre-operation checks. What to inspect before starting, and what to do if a check fails.
7. Operating steps. Numbered, one action per step, in the order they happen, each starting with a verb.
8. Shutdown and housekeeping. How to stop, isolate, clean up and leave the area.
9. Emergency and fault response. What to do if the machine jams, a spill occurs or someone is injured.
10. Do not. The short list of prohibited actions.
11. References and records. The manufacturer’s manual, the risk assessment, the safety data sheet, and the training record that goes with the SOP.

Keep it to what fits beside the task. If a procedure runs past two pages, it usually covers more than one task and should be split.

Purpose and scope. Safe use of the workshop bench grinder for sharpening and dressing steel. Does not cover changing or dressing the wheels, which is a maintenance task with its own procedure.

Who may do the task. Workers who have been shown this procedure by the workshop supervisor and signed the training record.

Hazards. Wheel burst; workpiece caught between the wheel and the tool rest; flying particles and sparks; entanglement of loose clothing, gloves, hair or jewellery; hot workpiece; noise.

PPE. Safety glasses and a face shield, hearing protection, safety footwear. No gloves. Long hair tied back, no loose sleeves or jewellery.

Pre-operation checks.

1. Wheels are free of cracks, chips and glazing.
2. Tool rest is tight and no more than 2 mm from the wheel.
3. Guards and spark arrestors are in place and the eye shields are clean.
4. The area is clear of flammable materials and other people.
5. If any check fails, tag the grinder out of service and tell the supervisor.

Operating steps.

1. Stand to one side of the wheel and switch on.
2. Let the wheel reach full speed for a few seconds before grinding.
3. Hold the workpiece firmly on the tool rest and feed it to the face of the wheel with light pressure.
4. Move the workpiece across the face to wear the wheel evenly.
5. Cool the workpiece in water as needed.

Shutdown. Switch off, wait for the wheel to stop completely, and sweep up once it has.

Emergency. If the wheel vibrates, makes an unusual noise or the work jams, switch off, stand clear and report it. For an eye injury, do not rub the eye; go to the eyewash station and call the first aider.

Do not. Grind on the side of the wheel. Grind aluminium, brass or other soft metals on a wheel meant for steel. Hold small parts by hand. Leave the grinder running unattended.

Purpose and scope. Connecting and disconnecting lead-acid traction batteries at the charging bay. Does not cover topping up electrolyte or battery change-out.

Who may do the task. Licensed forklift operators trained in this procedure.

Hazards. Hydrogen gas given off during charging, which is explosive; sulfuric acid electrolyte; electric shock and arcing at the connectors; the truck moving while connected.

PPE. Safety glasses, chemical-resistant gloves and safety footwear when handling connectors or inspecting the battery.

Pre-operation checks.

1. The charging bay is ventilated and the extraction, where fitted, is running.
2. No smoking, naked flames, grinding or welding within the marked zone.
3. Charger leads and connectors are undamaged.
4. The eyewash station and spill kit are in place.

Operating steps.

1. Park in the marked bay, lower the forks, apply the park brake, switch off and remove the key.
2. Open the battery cover so gas can escape.
3. Check that the charger is switched off.
4. Connect the charger plug to the battery connector, pushing it fully home.
5. Switch the charger on and confirm that it shows charging.
6. When charging is complete, switch the charger off before disconnecting.
7. Disconnect, hang the lead on its hook, close the battery cover and reconnect the truck.

Emergency. Electrolyte on skin or in eyes: flush with water for at least 15 minutes and get first aid. Spill: neutralise and absorb with the spill kit. Smell of rotten eggs, a hot battery or a swollen case: switch off the charger at the wall, keep people clear and report it.

Do not. Disconnect while the charger is on. Rest tools or metal objects on top of the battery. Charge a damaged or leaking battery.

Purpose and scope. Decanting a corrosive cleaning concentrate from a 20 litre drum into labelled 1 litre containers in the chemical store.

Who may do the task. Workers trained in this procedure who have read the safety data sheet.

Hazards. Skin and eye burns from splashes; vapour in a poorly ventilated space; spills; reaction if mixed with an incompatible product; manual handling of the drum.

PPE. Chemical goggles, chemical-resistant gloves and apron, enclosed footwear, as specified in the safety data sheet.

Pre-operation checks.

1. The safety data sheet is current and available at the store.
2. Receiving containers are clean, compatible, and already carry a label with the product name and hazard information.
3. The drum is on its bunded stand with the tap or pump fitted.
4. Ventilation is on, and the eyewash and spill kit are within reach.

Operating steps.

1. Place the receiving container in the bund under the tap.
2. Open the tap slowly and fill to the marked level, not to the brim.
3. Close the tap and let it drain before removing the container.
4. Cap the container and wipe down the outside.
5. Return the containers to their place in the store and record the decant if the register requires it.

Shutdown. Check that the tap is closed and the drum is capped. Clean any drips in the bund. Wash gloves before removing them, then wash hands.

Emergency. Skin or eye contact: flush with water for at least 15 minutes and follow the first aid section of the safety data sheet. Spill: contain it with the spill kit, keep it out of drains, and dispose of the waste as the safety data sheet directs.

Do not. Decant into drink bottles or unlabelled containers. Mix with any other product. Lift the full drum alone.

1. Choose one task. One machine, or one recurring job. Name it the way the workers do.
2. Watch it being done by someone who does it well, and write the steps as they happen. Read the manufacturer’s manual and the safety data sheet alongside.
3. Identify the hazards at each step with the operators. Their consultation is required under the WHS Act, and they know where the task goes wrong.
4. Decide the controls using the hierarchy of control. Guarding, isolation and ventilation come before instructions and PPE. The SOP records the controls; it is not a substitute for them.
5. Write the steps as numbered actions that start with a verb, one action each, in plain words. Add a photo or diagram where a setting or a position matters.
6. Test it. Have someone who did not write it follow it exactly. Fix every step where they hesitated.
7. Approve, train and display. Sign it off, train each operator against it, record the training, and put the SOP at the task.
8. Review it when the machine, the material or the method changes, after an incident, and at a set interval.

An SOP covers a routine task that is done the same way wherever it is done. A safe work method statement (SWMS) is the document the WHS Regulations require for high risk construction work, and it is written for the particular job and site. A job safety analysis (JSA) is a step-by-step risk assessment for a task that is not routine, or is being done under unusual conditions.

They work together. A SWMS for a construction task can refer to the SOP for the plant being used, so the SWMS does not have to repeat it. The SOP template guide covers the SOP and SWMS boundary in detail, and JSA vs SWMS covers the other two.

• Copied from the manual. The manufacturer’s instructions describe the machine. The SOP has to describe the machine in this workplace, with this guarding and this material.
• Too long. A ten-page SOP is not read at the machine.
• Vague hazards and steps. "Take care" and "ensure safety" tell the operator nothing. Name the hazard and the action.
• No operator input. A procedure written in the office describes how the task should be done, which is often not how it can be done.
• Filed and not displayed. The SOP belongs where the task is.
• No training record. Without a record that each operator was trained against it, the SOP shows that a procedure existed and not that anyone knew it.
• Never reviewed. A procedure for a machine that has since been modified is worse than none.