By Julius DeSilva
After three decades of working with management systems in different industries, from shipping to manufacturing, I’ve reviewed thousands of SOPs, work instructions, and quality manuals.
One thing I see over and over again is this – most SOPs fail in the first sentence
Not because the process steps are wrong. Not because the format is messy. But because the “Purpose” section simply repeats the title.
The Most Common Mistake in SOP Writing
Here are a few anonymized real world examples I’ve encountered:
- “This procedure outlines the process for packaging goods.”
- “This SOP describes how to calibrate instruments.”
- “This document details how to log customer complaints.”
Technically accurate but meaningful at all.
These statements tell you what the process is, but they tell you nothing about why it exists—why it matters to the business, the customer, or compliance.
When the “why” is missing, the following usually happens:
- Employees treat SOPs like red tape.
- Procedures are followed mechanically, not mindfully.
- Improvement becomes difficult because no one understands the value of the process.
- Audits fail to truly determine the effectiveness of a process.
The Power of a Purposeful SOP
A strong purpose statement anchors your SOP in intent. It connects the process to a business goal, customer expectation, or compliance requirement.
Let’s revisit those weak examples—and rewrite them to actually serve their purpose:
1. Packaging Process SOP
Weak:
“This procedure outlines the process for packaging goods.”
Strong:
“To meet customer and regulatory requirements by ensuring products are packaged in a manner that protects them during transit and maintains product integrity.”
2. Calibration Procedure
Weak:
“This SOP describes how to calibrate instruments.”
Strong:
“To provide accurate and reliable measurement data by ensure well maintained measuring instruments.”
3. Customer Complaint Logging
Weak:
“This document details how to log customer complaints.”
Strong:
“To enhance customer satisfaction and reduce complaints recurrence by effectively capturing and addressing customer complaints.”
See the difference?
The first tells you what to do.
The second tells you why doing it well matters.
Why the “Why” Matters
The purpose is the lens through which the reader understands everything else in the document:
- It gives context to each step.
- It reinforces the importance of compliance.
- It connects frontline tasks to strategic outcomes.
Without it, procedures become lifeless checklists. With it, they become tools for clarity, training, accountability, and improvement.
A Simple Framework for Writing SOP Purposes
Next time you’re writing or reviewing a procedure, ask:
- What risk does this process reduce?
- What value does it protect or create?
- Who benefits from this being done correctly?
- What would go wrong if it wasn’t followed?
Use the answers to craft a 1–2 sentence purpose statement that leads your SOP with intention.
Start with what is it we want to achieve and follow by the action you will take to achieve it.
Final Thoughts
As a consultant, I don’t just help organizations improve processes—I help them build systems that think.
That starts with clear communication. And communication starts with purpose.
So next time you’re handed (or drafting) a new procedure, don’t stop at the “what. Lead with the “why.”
Because a procedure without purpose is just paper—and your system deserves better.
This article first appeared on Julius DeSilva’s LinkedIn page and is published here with permission.