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Standard Operating Procedures vs Policies

23 Mar Standard Operating Procedures vs Policies

Posted at 11:56h in Articles by

What’s the Difference?

Many workplaces use the terms policy and standard operating procedures interchangeably – but they are not the same thing.

Understanding the difference matters. When you know whether you need a policy or a standard operating procedure (SOP), you avoid confusion, improve compliance, and make work safer and more consistent.

This guide explains:

  • What standard/safe operating procedures are;
  • How they differ from policies;
  • When you need each; and
  • Why they matter for your business.

Table of Contents

  1. What Are Standard Operating Procedures?
  2. What Is a Policy?
  3. Standard Operating Procedures vs Policies: Key Differences
  4. Why Standard Operating Procedures Matter
  5. Examples of Standard Operating Procedures
  6. When Should You Use an SOP Instead of a Policy?
  7. Frequently Asked Questions

1. What Are Standard Operating Procedures?

Standard operating procedures (SOPs) are step-by-step instructions that describe how to carry out a specific task safely and correctly.

They answer the question – “Exactly how do we do this?”

An SOP typically includes:

  • The purpose of the task;
  • The risks or hazards involved;
  • Required tools or equipment;
  • Step-by-step instructions;
  • Safety controls and PPE requirements; and
  • What to do if something goes wrong.

In health and safety, standard operating procedures are often called Safe Operating Procedures (SOPs).

They are practical, task-focused documents used by workers performing real activities – such as operating machinery, handling hazardous substances, or completing maintenance work.

Without clear SOPs, businesses rely on verbal instructions, assumptions, or “how we’ve always done it” – which increases risk.

2. What Is a Policy?

A policy sets direction.

It explains:

  • What the organisation’s position is;
  • What is expected;
  • The rules that apply; and
  • The responsibilities of workers and management.

A policy answers the question – “What are the rules or expectations?”

For example, a Health and Safety Policy might state that the business is committed to providing a safe workplace and complying with legislation.

But it does not explain exactly how to operate a forklift, isolate machinery, or complete a pre-start check. That is where standard operating procedures come in.

Policies are high-level and strategic.
SOPs are practical and operational.

3. Standard Operating Procedures vs Policies: Key Differences

Here is a simple comparison:

Policies

  • Set expectations and rules;
  • High-level and strategic;
  • Explain what must happen;
  • Usually apply organisation-wide; and
  • Written for guidance and compliance.

Standard Operating Procedures

  • Provide step-by-step instructions;
  • Detailed and task-specific;
  • Explain how to make it happen;
  • Apply to specific tasks or activities; and
  • Written for practical use in the field.

You need both.

Policies create the framework.
Standard operating procedures put that framework into action.

4. Why Standard Operating Procedures Matter

Clear standard operating procedures:

✔ Reduce risk and workplace incidents;
✔ Improve training and worker competency;
✔ Create consistency in how tasks are done;
✔ Help demonstrate compliance;
✔ Support supervision and accountability; and
✔ Protect your business if something goes wrong.

If an incident occurs, one of the first questions asked is – “What instructions were workers given?”

Having documented SOPs shows that expectations were clear and hazards were considered.

They also reduce reliance on memory or verbal instruction – which can change from person to person.

5. Examples of Standard Operating Procedures

SOPs are used anywhere tasks carry risk or require consistency.

Examples include:

  • Operating a forklift;
  • Working at heights;
  • Lockout/tagout (isolation procedures);
  • Manual handling of heavy loads;
  • Using power tools;
  • Handling hazardous substances;
  • Completing pre-start equipment checks; and
  • Emergency evacuation processes.

In each case, the SOP explains the exact steps workers must follow to complete the task safely.

6. When Should You Use an SOP Instead of a Policy?

You should use standard operating procedures when:

If the document needs to describe how something is done – you likely need a standard operating procedure.

If the document describes expectations, responsibilities, or commitments – you likely need a policy.

In many cases, policies and standard operating procedures work together:

The policy sets the expectation.
The SOP shows how to meet it.

7. Frequently Asked Questions

Are safe operating procedures legally required?
While legislation may not always use the term “standard operating procedures,” businesses are required to provide safe systems of work. SOPs are one of the clearest ways to demonstrate this.

How detailed should a safe operating procedure be?
It should be detailed enough that a competent worker can follow it without guesswork – but clear and practical enough that people will actually use it.

How often should SOPs be reviewed?
Standard/safe operating procedures should be reviewed:

  • After incidents;
  • When equipment or processes change;
  • When new hazards are identified; and/or
  • At regular intervals (for example, annually).

Can small businesses use standard operating procedures?
Absolutely. In fact, small businesses benefit significantly from SOPs because they reduce reliance on one person’s knowledge and create consistency as the business grows.

Bringing It All Together

Policies explain what your business expects.
Standard operating procedures explain how work is done safely.

If you want clarity, consistency, and compliance – you need both.

Clear, practical safe operating procedures protect your workers, your reputation, and your business.

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