A Good Procedure Should Pass This 5-Second Test

At a busy workplace, nobody has time to puzzle through confusing instructions. Whether it is a safety checklist, a maintenance routine, or a client-facing process, procedures exist to provide clarity. Yet many companies end up with SOPs that are so wordy or complex that employees avoid using them or, worse, misinterpret them.

That is why every procedure should pass what we call the 5-second test.

The rule is simple: if a reader cannot grasp the purpose of a procedure within five seconds of looking at it, the document is too convoluted.

Why the 5-second test matters
Employees often reference procedures in the flow of work: on a job site, during a client call, or while handling equipment. They need to scan, understand, and act quickly. A procedure that requires minutes of decoding increases the risk of errors, slows down productivity, and undermines trust in the system.

The 5-second test forces writers to strip away clutter and focus on clarity.

Tips for writing clear, concise SOPs

1. Lead with purpose.
   The very first line should state what the procedure is for. Example: “This procedure explains how to calibrate the pressure gauge before use.”
   

2. Use plain language.
   Avoid jargon or technical shorthand that only a few people understand. Aim for language that a new hire could grasp.
   

3. Break it down.
   Use short steps or bullet points instead of long paragraphs. Visual structure makes a document easier to scan.
   

4. Highlight key actions.
   Bold or underline the most important words (e.g., “lock out power supply”). This helps critical instructions stand out at a glance.
   

5. Add visuals when possible.
   A simple diagram, photo, or flowchart can often explain a process faster than text alone.

If the answer is “no” to any of these, the procedure needs revision.

Procedures are only useful if employees can use them in real time. 

The 5-second test is a quick way to evaluate whether your SOPs are clear, concise, and effective. By tightening up language, simplifying structure, and focusing on purpose, you make your procedures not just documents, but tools that actually support safe and consistent work.

Need help simplifying your procedures?
Steelhead Quality Solutions specializes in building SOPs that pass the 5-second test. We help businesses create clear, practical documents that employees actually use.

Get in touch with us to see how we can streamline your quality management system!