Standard Operating Procedures (SOPs) are created to ensure consistency, quality, and efficiency in business processes. In theory, they help teams align, reduce errors, and improve productivity. But in reality, many organizations struggle with getting their teams to follow them. SOPs are written, shared, and… forgotten.
So, why does this happen? And how can businesses ensure their SOPs actually get used?
Let’s explore the common reasons SOPs are ignored—and what you can do to change that.
1. There’s No Reinforcement or Monitoring
An SOP without accountability is like a traffic sign in the middle of nowhere—technically useful, but largely ignored. When there’s no follow-up, no performance indicators, or no supervision linked to SOP compliance, people will default to shortcuts or habits—especially under pressure.
Solution:
Build SOP usage into your KPIs, audits, or performance reviews. Set up simple tracking mechanisms to monitor whether processes are being followed.
2. Leadership Doesn’t Set the Example
SOPs lose credibility when they’re seen as “just for the staff.” If managers and leaders don’t consistently refer to or enforce SOPs, employees won’t either. People emulate what they see. If the top-level team bypasses SOPs, the rest of the team will follow suit.
Solution:
Leaders must model SOP usage themselves. Mention them in meetings, refer to them when solving problems, and actively show that they’re non-negotiable.
3. SOPs Are Theoretical, Not Practical
Sometimes, SOPs are written by people far removed from the day-to-day operations. They may be technically correct, but don’t reflect the realities, tools, or constraints of frontline teams. When SOPs feel impractical or disconnected from real work, they’ll naturally be ignored.
Solution:
Involve the people who actually do the work when designing or reviewing SOPs. Make sure the procedures are not only efficient on paper, but also realistic and adaptable.
4. No One Updates Them
Over time, tools evolve, roles shift, and business environments change. If SOPs don’t keep up, they quickly become outdated—and irrelevant. When employees find that SOPs no longer reflect the current way of doing things, they’ll lose trust in the system altogether.
Solution:
Schedule regular SOP reviews (at least annually), and create a clear process for updating them. Make it easy for employees to suggest improvements when they notice gaps or inefficiencies.
5. SOPs Are Boring and Difficult to Digest
Many SOPs are long-winded, full of jargon, and formatted like formal documents from the 90s. In today’s fast-paced and digital-first work environment, employees are used to consuming content that’s visual, interactive, and concise. When faced with pages of dry text, most employees simply skim or skip altogether.
Solution:
Reimagine SOPs as digital, user-friendly experiences. Use infographics, flowcharts, or even videos. The easier it is to consume, the more likely your team will engage with it.
