Whether replacing a drive belt, wiring an electrical component or changing a filter, it’s always helpful to have a detailed set of instructions. As modern manufacturing environments grow more complex, consistent documentation helps standardize processes and make maintenance repeatable. That’s why maintenance teams document workflows to ensure every step is followed correctly and in the right order.
These documented workflows generally take two forms: standard operating procedures (SOP) and work instructions. Although some organizations don’t distinguish between them, there are some key differences that make each distinct. When paired together, both SOP and work instructions form the crucial roadmap technicians need to complete their work accurately and consistently. Knowing what makes them so similar and yet so different from each other is one of the most important elements for ensuring an effective maintenance plan.
What is SOP?
SOPs provide a high-level framework for completing a process. It lists the basic steps for task execution, without getting into extensive detail. For example, an SOP for lubricating an engine might outline the following key steps:
1. Check the current oil level.
2. If the oil level is below the specified minimum, add more lubricant to the reservoir.
3. Inspect the hoses and gaskets to ensure there are no leaks in the system.
4. Log the lubrication in the appropriate records.
The purpose of an SOP is to ensure that all members of the maintenance team understand what steps are necessary for the individual task to be completed. This is essential for preventing employees from taking shortcuts, overlooking critical elements of the process or neglecting important steps that are necessary for regulatory compliance. SOP also maintains consistency in mission-critical tasks, so systems will function as smoothly and reliably as possible. SOPs are typically prepared for operational leaders, supervisors, auditors and technicians who are already familiar with the process.
What are work instructions?
Whereas SOPs outline the process or procedure, work instructions provide specific, step-by-step details for each task. Taking the example from earlier, work instructions for the second step of the lubrication process would provide detailed instructions about where to find the oil reservoir, how to identify the cap and remove it, the specific type of engine oil to use and how much to pour into the reservoir, along with other necessary steps.
In many cases, work instructions also may include diagrams or photos to give the technician a visual representation of what needs to be done. Unlike SOP, granular details such as part numbers, tolerances and/or amounts may be specified. The purpose of these clear instructions is to provide frontline technicians and operators with precise, repeatable directions that are tied to a specific machine, model or task.
SOP vs. work instructions: Understanding the key differences
In the simplest terms, SOP and work instructions differ in their scope and level of detail. SOP describes a process, while work instructions break down exactly what needs to be done at each step of that process. Here is a basic chart that illustrates where each concept differs:
SOP | Work instructions | |
Purpose | Process control | Guidance for specific tasks |
Level of detail | Medium, high-level | Very detailed, granular |
Intended audience | Supervisors and technicians | Operators and maintenance technicians |
Scope | Broad, multi-step process | Single task or action |
Change frequency | Low | High |
When to use SOP vs. work instructions in manufacturing
Choosing the right maintenance document starts with understanding its purpose for the task at hand. SOPs and work instructions both play a vital role in ensuring reliability-centered maintenance is completed accurately and with efficiency.
The general rule of thumb is simple: use SOPs to create clarity across teams for the core steps of a process. When technicians and operators need step-by-step guidance to complete a specific task, work instructions are the preferred choice. Having the right documentation for the context means manufacturers can reduce human error, prevent costly rework and improve their performance when it comes to compliance audits.
Beyond their intended purposes in describing processes, both SOP and work instructions also serve other important roles in manufacturing operations. SOP can be an essential tool for standardizing operations for manufacturers with multiple sites, for example. Onboarding new technicians can be much easier with the use of work instructions to accelerate their skills development.
How SOP and work instructions work together
Even though they take different forms and provide different levels of instruction, SOP and work instructions are nevertheless essential in their own ways. Each supports a broader policy for process improvement and operational efficiency, leading to leaner operations, standardized training protocols, more predictable outcomes and improved overall equipment effectiveness. From the policy, SOPs lead to work instructions, which are then broken down even further into forms and checklists that provide critical documentation.
The impact of better documentation on maintenance performance
When SOP and work instructions are crafted with care and precision, they can deliver numerous benefits for manufacturers and their maintenance teams. Some of the advantages they can bring when working in tandem include:
- Faster training and onboarding of technicians
- Increased work consistency across shifts and locations
- Reduced downtime and fewer repeat repairs
- Improved safety and performance complying with industry regulations
- Higher technician engagement and confidence
- More-predictable maintenance schedules and workloads
As an industry leader in industrial maintenance, ATS can provide your operations with the detailed guidance you need to take full advantage of everything this documentation can do. To learn more about how we can help you, reach out and speak with a member of our team today.
