Many companies in Brazil still operate on oral instructions. One employee knows the task, teaches another, and the process keeps moving. This works only until a health inspection arrives, a key worker leaves, or service quality drops. A Protocolo Operacional Padrão (POP) fixes that problem because it turns a fragile, person-dependent task into a repeatable one.
In simple terms, a POP is your proof that the company knows what it is doing, does it the same way every day, and can show it to an auditor.
What Is a Protocolo Operacional Padrão?
A POP is a written description of how to carry out a recurring activity. It says who does the task, when it should be done, what materials are needed, how the steps must be followed, and where the result is registered.
Think of it as a recipe for operations. If the recipe is clear, two different people can deliver the same result. That is what inspectors, managers, and clients want: consistency.
POP vs SOP vs Work Instruction vs Policy
Online articles often mix these terms, which confuses staff.
- POP/SOP describe the task in an ordered sequence.
- Work instruction explains one step in more detail, sometimes with photos or screenshots.
- Policy sets the rule (“it must be sanitised daily”) but not the exact way to do it.
When every document has its own role, teams find information faster and follow it better.
Regulatory Context: POP for ANVISA and Surveillance
In Brazilian health, food, and cleaning services, written procedures are not optional. Inspectors usually ask for POPs about:
- cleaning and disinfection of rooms and equipment
- food handling and storage
- hand hygiene and PPE
- waste collection and destination
A good POP for these areas must show products or active ingredients, dilution, frequency, the responsible person, and a way to record that the task was done. If these details are missing, the company looks disorganised even if staff actually performed the activity.
Essential Structure of a POP Document
To keep procedures uniform, keep the same structure for every area:
- Identification – title, sector, code, version, date
- Purpose – why the procedure exists
- Scope – where it applies (clinic, kitchen, reception)
- Responsibilities – who executes and who supervises
- Materials / PPE – what is required to perform the task
- Procedure – numbered steps in the correct order
- Records – form, sheet, or system field that proves execution
- Revision / approval – who approved, when, and what changed
This structure matches what auditors expect and makes it easy to update later.
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How to Create Your First POP in 30 Minutes
Many small businesses do not write POPs because they think it takes days. It does not.
- Choose a task that is either risky (food, health) or frequent (cleaning, reception).
- Watch the person who performs it best and write the steps in the same order.
- Turn each line into an action in the present tense: “Wash”, “Rinse”, “Disinfect”, “Record”.
- Add the product name or dilution if the task involves hygiene or food.
- Ask the technically responsible person to approve.
- Save the file with a code and version number.
That is a valid POP and can already be shown during a visit.
Sector-Specific POPs People Actually Search For
Search data shows that users rarely stop at “what is POP.” They want the one for their activity. You can serve all of them in one article by adding short examples.
POP for Cleaning and Disinfection
Describe areas, products, contact time, and frequency. Add a simple sheet for staff to sign.
POP for Food Handling and Restaurants
Include personal hygiene, temperature control, storage order, and contamination prevention.
POP for Nursing, Clinics and Dental
Explain PPE, preparation of materials, patient flow, and what to do with waste.
POP for Occupational Safety
Explain delivery and use of PPE, reporting of incidents, and control of external visitors.
These mini-sections help you capture long, specific searches that competing sites often ignore.
Digital Tools and Software to Manage POPs
Keeping procedures only on paper makes it hard to know which version is valid. A better way is to store POPs in a shared drive or an internal site so every unit sees the same file. Some teams use mobile checklists so cleaners, kitchen staff, or nursing assistants can mark the task as done right after doing it.
Digital storage also records who edited the document and when. That is very useful for audits and for companies with more than one branch.
Training, Onboarding, and Real Use
A procedure only works when people read it. To make that happen:
- train new staff on day one using the actual POP
- keep a short version of the POP close to the place of work
- ask supervisors to do quick spot checks
When staff see that the written way is the way the company really uses, they follow it. When they see a file that nobody respects, they stop paying attention.
Version Control, Audits, and Continuous Improvement
Procedures change: a product is replaced, a piece of equipment changes, or ANVISA updates a rule. Every time that happens the POP must be revised. Add a small table at the end with date, change, name, and approval. Keep old versions in a folder called “obsolete” so no one uses them by mistake.
Do at least one internal check per year asking: Is the POP available? Is it the latest? Is there proof of use? This keeps the system alive.
Common Mistakes and Quick Fixes
Many errors repeat from company to company:
- copying a POP from the internet and not adapting products or frequency
- writing a very long text that nobody reads
- forgetting to say who is responsible for doing the task
- not attaching a form or sheet, so there is no proof
All of these have the same fix: keep the procedure close to real work and keep it short.
FAQs Inside the Article
Is POP the same as SOP?
Yes. One is in Portuguese, the other in English. Both describe standard work.
Can I use one POP in different branches?
Yes, as long as the context, equipment, and materials are equal.
Can POP be only digital?
Yes, if staff can access it easily during the task.
How often should I review a POP?
At least once a year or whenever a rule, product, or method changes.
Do I need POP if I already have ISO?
Yes, because ISO says you must document processes. The POP is how you show it.
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Resources, Templates and Downloads
Readers who reach this point usually want a starting file. Offer a simple Word or Google Docs template with the structure shown above and mention that it can be adapted to cleaning, food, clinics, or safety. A small audit checklist is also useful so the manager can walk around and check if POPs are being followed.
Conclusion and Call to Action
A Protocolo Operacional Padrão is not paperwork for the shelf. It protects the business, makes training faster, and makes inspections calmer. Start with the 4 or 5 procedures that health agents always ask for. Then add the ones that generate more rework in your day-to-day. Keep everything versioned and stored in one place.
CTA: Start documenting one procedure today. Pick the task your team does the most and write it using the structure above. Once the first POP is ready, the rest will be easier.
