How to Create an Effective

Standard Operating Procedure

(SOP)
Learn how to create and implement effective standard operating procedures (SOPs)
in your organization with our comprehensive step-by-step guide.
19m read
Written by
David Oragui
Last Updated
August 03 2023

As the tired old saying goes, there are tons of moving parts in a
business or organization of any size.
Often, the difference between a productive, successful business
and a not-so-successful one is whether or not these myriad “parts”
are moving in concert with one another. This can be the difference
between a finely-tuned machine and one that regularly breaks
down—and eventually falls apart.

For your organization to run like such a finely-tuned machine (and

to avoid falling apart at the seams), your team members need to be
on the same page at all times—both literally and figuratively.

This is where a standard operating procedure or SOP comes into

play.

In this article, we're going to cover:

 What an SOP is
 Benefits of having standard operating procedures
 Guidelines for writing and developing effective standard
operating procedures
 Popular standard operating procedure formats
 Challenges of developing standard operating procedures
 Example use cases of SOPs by industry
 Standard operating procedures examples and templates
 Key Takeaways/TLDR
 Why you should consider a knowledge base for your SOPs

What is a Standard Operating

Procedure?
A standard operating procedure (SOP) provides clear-cut
directions and detailed instructions needed to perform a
specific task or operation consistently and efficiently. Often
seen in a myriad of industries, SOPs aim to achieve uniformity in
execution, reduce miscommunication, and adhere to regulatory
standards.

Note that an SOP is much more involved than a simple

procedural document. While a process document offers an
overarching view of a process, an SOP delivers an in-depth,
ground-level perspective, describing the exact steps for the
successful execution of a task. Think of it this way: a process
document sketches the journey from "Point A" to "Point B," but an
SOP offers a detailed map to navigate this journey successfully.

An SOP goes beyond being just a procedural document; it serves

as a reference guide for problem-solving, a tool for ensuring safety,
and a mechanism for standardizing performances across the
organization.

Purpose of an Standard Operating

Procedure
The fundamental purpose of an SOP is to provide clear and concise
instructions for the consistent execution of routine operations within
an organization. By offering a step-by-step guide on how tasks
should be carried out, SOPs aim to ensure that work is performed
consistently, efficiently, and safely, regardless of who is performing
the task. Moreover, they serve as a key tool for companies to
comply with industry regulations and standards, reducing the risk of
errors and deviations.

Why Are Standard Operating

Procedures Important?
The importance of standard operating procedures extends beyond
their fundamental purpose of ensuring consistency and reducing
miscommunication. They serve as a blueprint for success by
helping organizations systematize their internal processes and
progress in a unified, cohesive manner.

Imagine the consequences of not having SOPs in place - it would

leave too much up to chance. Without them, there's no guarantee
that best practices would be followed consistently, that team
members would remain in sync, or that the organization would
continue to operate optimally.

Standard operating procedures are, therefore, crucial in

maintaining the operational integrity of an organization. They
play a vital role in setting clear expectations, ensuring quality and
efficiency, and keeping all team members aligned towards the
common goals of the organization. They serve as the backbone of
any successful organization and are vital for long-term growth and
sustainability.

Benefits of Implementing Standard

Operating Procedures
Let's delve deeper into the specific benefits that SOPs bring to an
organization.

1. Ensures Adherence to Best Practices

An SOP mandates adherence to best practices, transforming them
from mere suggestions into actionable, hierarchical steps. These
practices, shaped by all involved stakeholders, ensure that your
team is always acting in the company's best interest.

SOPs not only provides a "true north" but also detailed instructions
to guide your team. By knowing the most effective and efficient way
to handle tasks, your team can achieve optimal results while
minimizing resource expenditure.

2. Ensures Consistency and Efficiency

A standard operating procedure is the blueprint for making your
organization run like a finely-tuned machine. It establishes
consistency in your operations, making decisions and processes
more automatic, thus eliminating unnecessary deliberations or
miscommunication.

3. Quality Assurance
By ensuring adherence to best practices and maintaining
consistency, SOPs enhance the overall quality of work. The
workers can effectively and efficiently complete a process or task,
raising the quality bar.
4. Enables Proper Onboarding and
Training
In clearly defining standard operating procedures within your
organization, you’ll inherently make employee onboarding easier as
well as improve how you train your team members with regard to
best practices in certain situations.

With contingency plans clearly laid out, you can prepare your
employees better to navigate potential circumstances. Absence of
such detailed steps might leave your team uninformed and ill-
equipped to handle challenges.

5. Preservation of Organizational
Knowledge
Although your current team might be well-versed with the SOPs, it's
crucial to document them for future reference. Changes in your
team are inevitable - retirement, resignation, promotions, leaves,
etc. When such changes occur, documented SOPs ensure that the
accumulated knowledge and expertise remain within the
organization, providing easy access to new members.

6. Reduction of Misunderstandings
By providing readily available and detailed instructions on task
execution, an SOP ensures everyone is on the same page, thereby
reducing potential misunderstandings and fostering effective
communication.

7. Regulatory Compliance
Certain industries legally require SOP documentation, and having
well-documented ones can demonstrate compliance with these
regulatory requirements. For instance, in healthcare, SOP
documents often testify to adherence to the Joint Commission's
standards. Standard operating procedures can also help
organizations fulfill general legal obligations, like customer
complaint resolution, by outlining necessary steps to meet the terms
of service.

8. Improved Safety
By detailing safe practices and procedures, SOPs can mitigate the
risk of accidents or injuries. For example, an SOP for handling
hazardous materials might include steps for appropriate protective
gear and handling techniques, ensuring safety and risk
assessment.

How to Write an Effective Standard

Operating Procedure
Alright, we've tackled the basics: we understand what a standard
operating procedure (SOP) is and why they can be such a game
changer when effectively creating and implementing them.

Are you ready for the next step? Let's dive in and uncover how to
write an SOP that your team will actually want to use.

Sign up for a 14-day free trial and see how Helpjuice's knowledge base
software can help organize your SOP's and improve your internal
processes.

Below are the general steps to take when writing a standard

operating procedure.

1. Determining Your Goals for Creating an SOP

2. Determine the Stakeholders and Creators
3. Define the End-User
4. Determine the Scope and Format of the SOP
5. Gather All Information
6. What Should Be Included in Your SOP
7. Review the Written Document
8. Train Your End-Users
9. Test and Tweak the SOP in Practice
10. Implement SOP—and Revisit Regularly
Now, let's dive deeper into the actual process of crafting effective
standard operating procedures. The steps we discuss below are
based on our extensive experience and proven success in
developing SOPs here at Helpjuice. Our goal is to share our best
practices with you, so that you too can create and implement SOPs
that streamline your operations and promote efficiency in your
organization.

1. Define Your Objectives for Creating an

SOP
Before the pen hits the paper, or fingers touch the keyboard, you
should have a clear-cut answer to the question of why you're
creating this document. It's like preparing for a road trip; you need
to know your destination before you can plan your route.

Let's explore some questions to help shape your mission:

 How can SOP documentation amp up efficiency and

teamwork among your employees?
 What does customer service look like when everyone sticks to
an SOP?
 How will implementing an SOP boost the company's bottom
line?

Next, identify any hiccups in your current workflow. That way, you
can zero in on how your team can boost productivity with an SOP in
place.

Action Step: Set up a meeting with your team to brainstorm and

finalize your SOP objectives. Make them SMART goals, and you're
off to a great start!

(Here's a pro-tip: Consider utilizing robust knowledge base

software at this stage—and throughout the entire process—it can
take your team's productivity up a notch.)

2. Determine the Stakeholders and

Creators
Assemble your A-team: Drawing from our experience in developing
SOPs, it's essential to involve all personnel who will be engaging in
or affected by the SOP in the document's development process.

 C-level executives – the big guns, focused on crafting lean

operations and achieving high-level business goals.
 Management leaders – the tacticians, who develop best
practices and put together a plan for SOP implementation.
 Ground-level employees – the foot soldiers, who can judge the
feasibility of the SOP in terms of logistics and resource
consumption.

Action Step: List down all the possible stakeholders for your SOP,
along with their respective roles.

Don't forget that the voice of your customers also matters. SOPs
might mainly address internal processes, but these operations can
profoundly impact the customer experience. So, keep your
audience in mind, and let’s design an SOP that hits two birds with
one stone: streamline internal processes and create a memorable
experience for your clients.

3. Define the End-User

Who will be using the SOP? While a variety of individuals may be
involved in the creation of SOP, the actual content of the SOP will
invariably be followed by a select set of individuals or departments.

(For example, in defining an SOP for the handling of customer

service requests, your customer service reps would be the key
individuals responsible for following the SOP.)

That's why it’s important that you know who will actually be
engaging in the procedures in question, as this will enable you to
create the SOP document with these individuals in mind. The idea
here is to be able to create the document in such a way as to be
useful to those who will actually implement the procedures defined
within said document.

This means:
  Remaining laser-focused on the actual duties of the end-user
 Using the correct language and terminology, as expected by
the end-user
 Explaining certain terminology as needed, while not over-
explaining processes and terms that are second-nature to the
end-user

But, before you can make any of this happen, you need to have a
clear idea of who within your organization your SOP is being
created for.

4. Determine the Scope and Format of the

SOP
Determining the scope of an SOP involves considering who will be
using the SOP (which we discussed in the previous step) as well as
what equipment or materials are needed, and any other relevant
factors that may affect the task or process described in the standard
operating procedure.

In terms of format a standard operating procedure typically takes on

one of the following formats:

 Step-by-step written list

 Hierarchical list
 Flowchart
 Simple checklist
 Video
 Interactive course

Depending on the procedures being documented, you’ll want to

determine which of these formats will be most effective in
communicating the desired information.

The best course of action here is to go with the simplest format

necessary for the circumstance at hand. If there’s no need to
include an additional explanation or potential contingencies, a step-
by-step list may be sufficient; if each step in the process can
potentially lead to multiple outcomes, a flowchart is likely
necessary.
5. Gather All Information
OK, so you've determined why you need to create the standard
operating procedure as well as know who you're creating it for. You
even know who will be responsible for writing the standard
operating procedure. The only thing left before writing the SOP is to
gather the necessary information which includes:

 Research the task or process: Look for relevant information

about the task or process that the SOP will cover. This may
include industry guidelines, best practices, and any relevant
policies or procedures.
 Consult subject matter experts: Seek input from individuals
who have expertise in the task or process that the SOP will
cover. These individuals may be able to provide valuable
insights and information that will help you create a more
comprehensive and accurate SOP.
 Review existing policies and procedures: If there are any
existing policies or procedures that relate to the task or
process described in the SOP, be sure to review them and
incorporate any relevant information into the SOP.
 Observe the task or process: If possible, observe the task or
process being performed to get a better understanding of the
steps involved and any challenges or issues that may arise.

6. Outline the SOP Document—and Begin

Writing It
Once you know what your goals are for creating SOP, who will be
involved in creating it, and the best format to use, you can begin
planning out the document as a whole.

Here, we’ll discuss the various parts of a complete standard

operating procedure document, explaining what information should
be included in each.

(Note: One thing to keep in mind as you write your SOP is to use
clear, concise language and formatting. Avoid using jargon or
complex language, and use bullet points or numbered lists to make
the SOP easy to read and follow. When possible, use active voice
instead of passive voice to make the instructions more clear and
more direct).

Title Page
The title page of your standard operating procedure should contain
identifying information regarding the document, including:

 The SOP being documented

 The document’s unique identification number
 The date of creation and/or editing of the document
 The department or professional title of the entity who will
implement the SOP
 The names and titles of the individuals who created the
document

(Source. Example of SOP Title Page From Georgia's Department of

Natural Resources' HR Team)

Table of Contents
If necessary, you can include a table of contents after the title page
of your SOP, as this will help those who use the document find the
information they’re seeking with relative ease.
This may only be necessary if the SOP document is longer than a
page or two. Basically, if the end-user is able to quickly and easily
find the information they need without a table of contents, you likely
don’t need to include it in the document.

Preparatory Information
As we’ve discussed, certain information will need to be laid out in
full in order for your team to be able to adhere to the SOP to be
described momentarily.

This preliminary information includes:

 SOP Purpose: Here, you’ll explain your team’s rationale for

creating the SOP document. This means explaining the high-
level and “on-the-ground” impact you hope the SOP to have
on your organization, as well as the actual standards to be
met by implementing the SOP.
 Roles and Responsibilities: In this section, you’ll identify the
specific employees or stakeholders to be involved in a given
process. Moreover, you’ll also define the capacity of these
individuals within your organization, as well as the role they
play in the SOP in question.
 Resources and Materials: The individuals responsible for
completing the procedure will likely need to use a variety of
tools, technology, and other materials throughout the process.
Here, you’ll define what these resources are, and any other
necessary information about them (e.g., where to find them
within your facilities, how to store them properly, and how and
when to request maintenance if need be).
 Cautions, Warnings, and Other Hazard-Related Info: If any
safety precautions exist with regard to the aforementioned
resources, or to the overall procedure in question, it’s
imperative that you lay them out clearly, here. This information
should also be present within the SOP documentation to
follow, with clear indicators of how to find more information if
needed.

Methodology and Procedures

This section is, of course, the most important part of the overall
SOP document, as it’s where you’ll describe the actual operating
procedures to be followed at all times when completing a certain
task.

Using the chosen format, your task here will be to write detailed,
step-by-step instructions for the end-user to follow at every
touchpoint. In more simplified cases, these steps will be sequential;
in others, the process may involve sub-steps, recursive processes,
decision trees, and the like.

(Source. Example of Procedural Steps From NC State University)

As we’ve discussed, it’s essential to be as detailed and clear as

necessary throughout this section of the SOP. The goal is to use as
specific language as is needed to communicate instructions in full—
and to minimize any ambiguity that may exist within said
instructions.

(To that point, it’s worth noting that you only need to be specific
enough for the intended audience to understand the instructions in
question. In other words, there’s no need to be specific to the point
of being pedantic; make your instructions clear, and then allow the
end-user to get to work.)

Depending on the procedure in question, you’ll also want to include

any diagrams, illustrations, or other imagery that may supplement
your written documentation. In fact, it may be more effective and
efficient to use such illustrations in certain circumstances where the
written word simply doesn’t suffice.

Quality Control and Assurance

It’s essential that your team members are able to assess their
performance with regard to SOP on a case-by-case basis and at
specifically-defined intervals over time.

In this section, then, you’ll want to include documentation that

allows them to do so. This may include:

 Anecdotes illustrating best practices with regard to a specific

procedure
 Rubrics or similar means of measuring performance
 Samples (real or simulated) of past performance evaluations

While the “meat” of your SOP should be as detailed as possible,

this section will ensure that your team members continue to adhere
to SOP to the best of their abilities—and are also able to identify
areas in which they may need to make improvements moving
forward.

References and Glossary

You’ll likely refer to a variety of terms, resources, and other
documents throughout a given SOP that may require further
explanation.
In this section, you’ll be able to either provide this explanation in the
necessary detail, or point your audience toward additional
resources or documentation for further explanation. This will allow
you to maintain a singular focus within the current SOP document,
while also providing the opportunity for the end-user to dig deeper
into a given topic should they need to do so.

7. Proofread, Test, and Revise: The

Iterative Process
An SOP, like any masterpiece, isn't usually perfect in its first draft.
Imagine if J.K. Rowling had published the first draft of Harry Potter.
Would it have become the phenomenon it is today? Probably not.

Proofreading, testing, and revising are all essential steps to creating

an effective SOP. Involve your team in this step, because a different
set of eyes can catch issues you might have missed.

Action Step: Create a test group within your team to implement the
SOP in a controlled environment. Gather their feedback, make
necessary revisions, and repeat the process until you have an SOP
that works seamlessly.

8. Train Your End-Users

No matter how experienced or specialized your current team
members are, they will need to be trained (and/or retrained) as to
the new SOP to be implemented.

This, of course, can be a sensitive area—especially for long-time

employees who are used to going about tasks in a certain manner,
and who may not yet see the benefits of making the necessary
improvements.

For this reason, it’s vital that these SOP training sessions occur in a
relaxed, no-risk atmosphere. Your team needs to have full
confidence that this isn’t a “gotcha”-type ordeal; rather, it’s to better
enable them to put their best foot forward, and to be as productive
as possible in their contractual duties.
As we’ll discuss in the following sections, you’ll also want to point
out to your team that this training isn’t just a one-off thing—it’s an
ongoing process. This will reinforce the idea that the new SOP is
and will be the new way of doing things, and will not be put to the
backburner after the novelty of the new process wears off.

That said, the idea of training your team with regard to new SOP
deals only in part with the actual procedures in question, while
focusing more on instilling in your team a growth mindset.

9. Leverage Standard Operating

Procedure Software
Utilizing SOP software can significantly simplify the process of
creating, managing, and distributing SOPs. With built-in features for
easy formatting, revision tracking, approval workflows, and
centralized access, it's an invaluable tool for SOP management.

Action Item: Research and choose an SOP software that fits your
organization's needs. Provide necessary training to your team for its
effective usage.

10. Implement SOP—Revisit Regularly

and Update as Needed
The “final” stage of the process is, of course, to implement the new
SOP in full.

We put the word “final” in quotation marks because, again, what’s

considered “best practices” in a given scenario is constantly in flux.
To be sure, what works best today may be a rather inefficient way
to go about doing things mere months from now.

This is why it’s important to instill a growth mindset in your team:

They need to understand that the new processes are not set in
stone, and will evolve over time as the need arises.

Not only do they need to understand this—they also need to be a

part of it. As your team continues to adhere to the new SOP, they
should regularly take note of any positive or negative experiences
they have along the way. Basically, this means noticing areas of
improvement, as well as areas in which more improvements need
to be made.

In addition to any “on-the-fly” noticing, your team should also meet

regularly to discuss further plans for moving forward. Typically, this
will mean amending the SOP in relatively minor ways—but could
also involve rebuilding the entire document from scratch, if need be.

It’s also important to consider any external factors that may require
your team to revisit the SOP. These factors include legislative
changes, technological advancements, and/or shifts in consumer
needs.

In solidifying an effective and efficient SOP you allow your team to

be as productive as possible given your organization’s current
overall circumstances—while keeping the door open to make
improvements to your processes as these circumstances change.

Finally, be sure to review and update the SOP as necessary to

ensure that it remains accurate and effective.

Standard Operating Procedure

Formats
While companies are free to develop their internal SOP documents
in a format that works best for their team, in our experience most
organizations choose from one of the following standard
operating procedure formats.

1. Step-by-Step Written Format

In some cases, it may be sufficient to create a simple numbered or
bulleted list of steps to take when completing a process.

This format should be used only when the process in question is

straightforward and, in the vast majority of circumstances, can be
completed without fail.
Processes in which a step-by-step format is likely sufficient
include:

 Setup and cleanup instructions

 Digital login sequences
 Instructions for proper and safe use of equipment

2. Hierarchical Format
The hierarchical format for SOPs borrows from the above format in
that it involves listing the steps of the process to be completed.

However, hierarchical SOPs provide additional details within each

step as deemed necessary. While a purely step-by-step SOP will
list steps 1, 2, 3, and so forth, a hierarchical SOP may include
Steps 1a and 1b; 2a, 2b, 2c; 3a, 3b.
The hierarchical format is used when more instruction may be
needed in order to sufficiently complete a given task. As a
simple example, if Step 1 tells team members to log into their
account, Step 1a may direct individuals to input their username,
with Step 1b directing them to input their password.

3. Flowchart Format
Flowcharts are best used to illustrate SOPs when multiple
outcomes are possible at certain points throughout the
process.

In such cases, the outcome of one step will impact the way in which
the team will need to approach each subsequent step.

Take a look at the following workflow, for example:

 (Source)

Note that, in this example, there are multiple times in which a

decision must be made as to how to proceed. Basically, each
subsequent step depends on the outcome of the previous step—
and it simply wouldn’t be logical to follow certain paths if a
contrasting outcome were to come about.

4. Checklist Format
Checklist SOPs are presented as a simple list of steps that need to
be followed in order. This can be a helpful format for SOPs that
involve repetitive tasks or that need to be completed quickly.

5. Video Format

A video standard operating procedure is a visual guide that uses

video footage to demonstrate how to complete a specific task or
process. Video SOPs can be an effective tool for training and
onboarding new employees, as they allow workers to see exactly
how a task should be performed. They can also be useful for
documenting and standardizing processes, as they provide a clear,
visual representation of the steps that need to be followed.

Video SOPs can provide a more interactive and engaging way to

learn than written SOPs as viewers can see how tasks should be
performed, rather than just reading about them. This format is
particularly useful for workers who are visual learners or who prefer
to learn through demonstrations.
6. Interactive Course
SOPs can be formatted as an interactive online course, combining
written instructions, video demonstrations, and quizzes to guide
users through a task or process. This can be a helpful format for
SOPs that need to be completed by a large number of people or
that involve multiple skills or concepts.

What are the Challenges of

Developing a Standard Operating
Procedure?
While there are many benefits to developing SOPs within your
organization, creating effective standard operating procedures that
are followed comes with its fair share of challenges as well.

1. Compartmentalized Development
There’s a reason your development of SOPs should be an “all-
hands-on-deck” affair:

Basically, if only certain stakeholders are involved, you’ll run the risk
of your SOPs missing the mark in some way or another.

For example, if an SOP is created solely by C-level executives, it

may focus more on the goal to be attained than the process
required to attain it. This can cause the ground-level team to run
into a variety of obstacles that the executives may not have
anticipated—meaning the SOP in question actually isn’t in-line with
what would be considered “best practices” for the given
circumstances.

On the other hand, if created solely by managerial staff, the SOP

may not take into consideration C-level goals, such as minimizing
resource consumption and improving the bottom line. In this
scenario, you may have on-the-ground teams completing tasks in a
way that may seem efficient, but that isn’t really doing all that much
for the business as a whole.
That said, the process of developing SOP needs to involve all
stakeholders at all times. This will ensure that the processes being
developed are made in the best interest of the company.

2. Problems with Accessibility, Visibility,

and Centralization of Information
Even after standard operating procedures have been developed,
you’ll need to ensure that all stakeholders are able to access and
engage with said documentation whenever necessary.

Without this accessibility and visibility, it can be pretty easy for SOP
to fall to the backburner—leading team members to go back to the
“old way of doing things.” Obviously, this defeats the purpose of
developing SOP in the first place.

Moreover, it’s essential that the SOP documentation your various

team members have access to is the exact same documentation
across the board. The most effective way to ensure this is to keep
the document in a centralized database that all stakeholders have
access to. That way, you can guarantee that all team members are
following the right documentation at all times.

(Learn more about how a centralized internal database can better

enable your organization by checking out our guide on knowledge
management systems.)

3. Lack of Management and Maintenance

Regarding management and maintenance of SOP, there are two
main challenges to consider:

First, your team will need to be properly trained and prepared as to

how to actually implement the procedures in question. This means
ensuring they have access to any equipment or other resources
needed to complete the tasks defined within the SOP—and that
they know how to efficiently and effectively use these resources. If
this piece of the puzzle is missing, your team simply won’t be able
to act in accordance with SOP—no matter how clear the document
may be.
It’s also worth noting that what’s considered the best course of
action for the time being may not always be so. Improvements in
technology, personnel changes, and a variety of other factors may
require your team to revisit previously-developed SOP as time goes
on. If the SOP your team follows is outdated or obsolete in any way,
continuing to follow it will end up doing more harm than good to
your organization.

Industries That Use SOPs

SOPs can be used in a wide range of contexts, including
manufacturing, healthcare, aviation, and food service. They can be
used to outline the steps for completing a specific task, such as
assembling a product or sterilizing equipment, or for a more
complex process, such as responding to a customer complaint.

Some use cases by industry:

 Manufacturing SOPs can be used to outline the steps

involved in the production of goods, including quality control
measures and safety protocols.
 Human resources SOPs are typically created for hiring,
training, and managing employees within a company.
 Customer service SOPs may outline the procedures for
interacting with and serving customers, including handling
complaints and inquiries.
 Financial SOPs outline the procedures for managing financial
transactions, including billing, payment processing, and
budgeting.
 IT SOPs can be used for managing and maintaining computer
systems and networks within a company including system
administration, network management, cybersecurity, and
customer support.
 Environmental SOPs can be created for tasks such as how
to handle and dispose of hazardous waste, how to monitor air
and water quality, and how to respond to environmental
emergencies
 Marketing SOPs may include procedures for tasks such as
creating and implementing marketing campaigns, writing press
 releases, developing social media content, and analyzing
marketing data
 Cannabis SOPs may cover a wide range of topics, including
cultivation, processing, packaging, testing, and sales.
 Education SOPs typically cover a wide range of topics,
including student enrollment, teacher training, curriculum
development, and facilities management.
 Hospitality SOPs can be used for customer service,
housekeeping, food and beverage service, and event
planning.

Essentially, a standard operating procedure is useful in any industry

where procedures needed to be created and then completed in an
efficient and consistent manner.

Standard Operating Procedure

Templates
While every company will have its own unique procedural format for
a particular SOP, here are a few SOP examples that you can start
out with and customize to fit your particular needs.

General Standard Operating Procedure

Template
This is a general SOP example that can be adapted to be used for
any department or procedure. Each section has a checklist along
with clear instructions on what should be inputted into the section.
Word | PDF | Google Docs
Handling Customer Complaints SOP
Example
This example SOP can be used by your Quality Assurance (QA)
and/or Quality Control (QC) Departments for handling any
customer complaints where there is a problem with your company's
product or service.

Word | PDF | Google Docs

How a Knowledge Base Can Help
With Your SOPs
"Before Helpuice, we had documented standard operating procedures
but it was problematic. Formatting was inconsistent and they often did
not meet best practices. Moreover, because the SOPs were not being
managed, outdated materials were in circulation. Additionally, finding
these procedures was difficult as they were posted in multiple locations.

With Helpjuice's knowledge base software, we're able to more easily

standardize all of our processes, allowing us to be more effective under
the quality management initiatives we started about 18 months
ago." - Richard Thompson, Sr Project Manager, Collins Community
Credit Union

Knowledge base software can be a useful tool for managing and

distributing standard operating procedures (SOPs) within an
organization. A knowledge base is a collection of information,
typically organized in a searchable database, that is designed to be
easily accessible to users.

Here are some ways in which using a knowledge base can help
with standard operating procedures:

 Centralized storage: A knowledge base can provide a central

location where SOPs can be stored and accessed by all
employees. This can help ensure that everyone has access to
the most up-to-date versions of SOPs.
 Searchability: A knowledge base can be searchable, which
can make it easier for employees to find the SOPs they need.
This can be especially helpful for new employees or those
who are unfamiliar with the organization's procedures.
 Version control: A knowledge base can help ensure that
everyone is using the most current version of an SOP, as it
can track changes and updates to SOPs.
 Collaboration: A knowledge base can facilitate collaboration
among employees by allowing them to share information and
ideas about SOPs. This can help ensure that SOPs are
effective and up to date.
  Tracking: A knowledge base can help track which SOPs have
been accessed and by whom, which can be useful for training
and compliance purposes.

Overall, a knowledge base can be a useful tool for managing and

distributing SOPs within an organization, helping to ensure that
employees have access to the information they need to complete
tasks consistently and efficiently.

The Importance of Standard

Operating Procedures for
Business Success
Creating standard operating procedures is perhaps the best way to
ensure your team puts their talents to maximum usage.

In contrast, even the most talented of professionals may not be able

to be productive and effective in their position if not given proper
and explicit guidance.

Moreover, even if your new SOP aligns with absolute best

practices, it won’t do any good if your team isn’t able to access it.
This is why a centralized internal knowledge base is vital to the
implementation of a new SOP.

With clear-cut, comprehensive standard operating procedures on-

hand at all times, your team members will always know exactly
what to do in any situation they face. In turn, your organization’s
productivity will all but certainly skyrocket.

GUIDELINES FOR
PREPARING STANDARD
OPERATING
PROCEDURES
Successful businesses across different industries have
employed Standard Operating Procedures (SOPs) to
maximize safety and efficiency in business. SOPs are
effective to organizations that conduct their business in a
regulatory environment.
SOPs can as well be a nightmare to some markets. Due
to its technical jargon and clunky manuals, it may be
confusing to some business making it less efficient. But if
conducted in a right manner SOPs can protect an
organization from catastrophe.

What are Standard Operating Procedures?

The standard operating procedure it is a set of
documented instruction showing routine activities that are
followed by businesses. Standard Operating Procedures
software enables organizations to meet their objectives
fast and save money by showing quality management
control, training of employees, compliance assurance,
and change control.
SOP’s development is key to a successful quality system
as it provides the user with the right information to
perform the task correctly, facilitating quality consistency
and integrity of the result. SOPs ensure description of all
elements of the organization from operational,
administrative and technical that is managed under the
work plan or quality assurance (QA) project plan.
Standard Operating Procedures provide a detail recurring
processes that ought to be followed or conducted in a
business.
Standard Operating Procedures document all the
activities conducted from data quality, quality system and
consistent conformance to technical requirements. They
describe technical and programmatic actions like
processes for calibrating, maintaining and using
equipment’s as well as analytical processes.
SOPs are intended explicitly for businesses whose
activities are designed to help the company manage their
quality assurance and control processes and ensuring
governmental regulations compliance. Standard
Operating Procedures are of limited value if written
correctly and if not followed well might lead to failure.
Management should review and re-enforce the use of
SOPs, and current copies should be readily available for
specified work areas of employees performing the
activity.
You may like to read Top Standard Operating
Procedures (SOP) Software

Guidelines for Preparing Standard

Operating Procedures
Standard Operating Procedures should be in an easy-to-
read format and step-by-step. The information provided
in the SOP shouldn’t be complicated and unambiguous.
Present verb tense and active voice should be considered
in the documentation, and the document shouldn’t be
redundant, overly lengthy or wordy. It should be short and
straightforward. The information conveyed should be
explicitly and clearly to remove any doubt on what is
required. The use of illustrations and flow charts to
describe process can be used. Maintenance of the style
guide by your business is also significant e.g., margin and
font size.
 Top Guidelines for Preparing Standard Operating Procedures

1. Standard Operating Procedures

Preparations
Business should have a detailed procedure of what
should be documented. The SOPs should be developed
by knowledgeable individuals who understand the
internal structure and activities in an organization. The
subject-matter who participate in the work or use the
process are the individuals.
For multi-task operations, a team approach needs to be
followed because the experience of multiple individuals is
valuable as it promotes buy-in from potential SOP users.
Someone with the basic knowledge or one with limited
experience of the SOP should be able to understand and
comprehend the SOP so that the individual can
reproduce the procedure with limited or no supervision.
On the section of personal qualification, experience
requirements for undertaking the activities should be
noted. An example, it should be indicated if there is need
of basic experience in engineering experience or
additional training is needed.

2. Standard Operating Procedures

Review and Approval
Individuals who have the appropriate experience and
training are the once who should review or validate the
SOPs. It is efficient if the drafted SOP is tested before
being finalized by individuals rather than the original
writers to identify and have a clear view of the anomalies.
As detailed in Business quality management plan the
finalized SOPs should be approved accordingly.
The approval is conducted by the supervisor in charge of
the section or branch or quality assurance officer of the
organization who reviews the SOP and approved. Once
the SOP has been reviewed and approved by the
management, a signature is placed on the SOP to
indicate the process was successful. According to the
government regulations, a signature signifies
acceptance.

3. Frequency of Revision and Review

Successful SOPs ought to remain current if they are to be
regarded as useful. So, the SOPs should be pre-
approved and updated whenever there is a change in the
procedures. Even if the revision only modifies a small
section in the SOP and there should be an indication of
the revision section in document control notation and the
table of content. SOP should be reviewed systematically
on a periodic basis of at least 1-2 years to ensure that the
procedures and rules are appropriate and current or
determine if there is a need for the SOP.
On each reviewed SOP the date of review should be
indicated and added. If a process described in the SOP
is no longer followed, it should be scrapped and archived
from the current document. The review process should
encourage timely review. Thus it shouldn’t be overly
cumbersome. In the organization quality management
plan there should be an indication of the frequency of the
review and should as well show the persons responsible
for ensuring that the SOPs are up-to-date.
 4. SOP Checklist
To ensure steps are followed well when conducting a
procedure, the use of checklists would be useful. To
document completed activities one can use checklists.
Any pertaining information procedures should be
referenced in points form on the checklist on the SOP
taking into consideration the procedure of where it should
be used.
For a given activity it is crucial to prepare a detailed
checklist and the SOP generally describe how the
checklists should be developed and what is to be based
upon. The file which contains the activity results or with
SOP, specific checklists copies should be maintained
because the checklist is not considered as the SOP
instead part of the SOP.

5. SOP Document Control

To systematically label and identify the SOP, businesses
should create a numbering system, and on the quality
management plan, there should be a description of the
document control. There should be a control
documentation notation on each page of an SOP.
What can serve as reference designation is identification
number (ID no.) and some small title? In the identification
of the SOP in use, revision date and number are
paramount especially on historical data reviewing and is
critical when the need of evidentiary records are needed
to be involved and also when the activity is under review.
The user can check if the SOP is complete if the numbers
of pages are included. Most documents on the upper
right-hand corner of each page following the title page are
the notation of the document control.

6. SOP Document Tracking and

Archival
The company should maintain a master list of all SOPs.
On the SOP file, what should be denoted is the version
number of SOP, SOP title, author, status, issuance date,
organizational section and any historical information
relating to the previous versions of the SOP. For all SOP
pertaining to quality in the enterprise the person in charge
of maintaining file listing is generally the Quality
Assurance (QA) manager.
Notices can be sent if the electronic database is used for
SOP review. When questions are raised regarding the
organization practices that are being followed or when
there is a consideration of audits the list may be used. As
indicated earlier, the quality management plan should
show only person(s) responsible for assuring that the
single current version is being used. Outdated or old
versions of the SOP is should be stated in the quality
management plan and how it can be maintained or
archived to prevent continued use and the availability of
historical data review.
Hard-copy document format is had to access compared
electronic retrieval and storage mechanism. Electronic
access is limited to read-only form for the user to protect
against unauthorized documentation changes.

7. SOP Format
To the organization which develops SOPs, they should
ensure that is efficient and easy to use. Depending on the
organization there is a variation of internal formatting of
the type of SOP being written since there is no one
correct format. Below is a generalized SOP format
guideline:
 Title Page : This is the first page of the SOP and
usually contains: title that extensively describe the
procedure, identification number of the SOP, date of
either issue or revision, name of applicable division,
agency or branch to which the SOP applies, and
signature dates and signature of the personnel who
approved and prepared the SOP.
 Table Of Contents: It is a quick reference for
locating information and denoting changes made to
specific sections of the SOP
 Text : SOPs should describe their purpose of work
and include standards that are in line with the SOP
process. In the appropriate discussion, sections
define specific terms. Then add the following
procedures to be followed, dividing them into parts
that are significant, e.g., personnel qualifications, the
equipment’s needed and the safety considerations.
List all the cited reference and describe appropriate
quality assurance and control activities for the
process. To summaries or breakdown long
sentences the use of flow charts and diagrams can
be used to enable the reader to understand clearly.
If an SOP is referencing another SOP, it’s important
to attach the appropriate information.
You may like to read Top Standard Operating
Procedures (SOP) Software
What is Standard Operating Procedures?
The standard operating procedure it is a set of
documented instruction showing routine activities that
are followed by businesses. Standard Operating
Procedures software enables organizations to meet their
objectives fast and save money by showing quality
management control, training of employees, compliance
assurance, and change control.
What are the Guidelines for Preparing Standard
Operating Procedures?
Standard Operating Procedures should be in an easy-to-
read format and step-by-step. The information provided
in the SOP shouldn’t be complicated and unambiguous.
Present verb tense and active voice should be
considered in the documentation, and the document
shouldn’t be redundant, overly lengthy or wordy. It
should be short and straightforward and many more.

10 Tips for Writing a SOP To

Maximize Efficiency and Save Money

Jessica RuaneSenior Content/Brand Marketing Manager

Company Culture / Operations Management
12 Min Read
Last Updated On January 6, 2023
Operations Playbook
FacebookTwitterEmailShare
At its core, a business is a series of processes. If
there’s one document that should be the go-to for
how to get things done, it’s a standard operating
procedure or SOP. Companies create these
internal guides to create lean, efficient, and
uniform workflows.
Learn how a digital workplace is the most efficient way
to create and distribute checklists to your frontline
teams.

Let’s start with the basics. What does SOP stand for and
what does SOP mean? It’s the acronym for a standard
operating procedure. It’s an instructional document that
breaks down a process into steps and can have different
formats, from flow charts to checklists. Companies
create SOPs for different internal procedures. Instead of
recreating the wheel every time, the best tactic is to
create a SOP template.

What Is a SOP Document?

SOP stands for standard operating procedure. SOPs are
more than simply a written set of work instructions. A
standard operating procedure is a document containing
step-by-step instructions to guide employees on how to
perform a technical, repetitive process within an
organization. Think of it as a playbook for how to get a
task done.
SOPs are written for a set of people who will perform
the task. Without guidelines, each person might
complete the job in his or her own way. The SOP
definition is the same no matter what industry you’re in.
For example, manufacturing companies might write
a SOP for employee training to reduce risks and incidents
and ensure a safer workplace.

An SOP creates consistency of process in order

to deliver expected outcomes.
For example, HR might create an SOP for onboarding
employees.

SOPs can help companies run more efficiently and

ultimately save money. For example, manufacturers can
create standard operating procedures for line workers to
manage machine maintenance. Having a checklist in
 place that needs to be reviewed daily can
avoid unplanned downtime due to equipment failure.

The general purpose of a SOP document is to:

 Align every worker to the standard way of working in a
company to create consistency
 Provides clarification for every employee
 Result in consistent, superior product or service output
 Reduce chances for costly errors due to miscommunication
 Stay on schedule
 Ensure compliance, i.e. food manufacturers must follow FDA
regulations
 Reduce product recall rates
 Improve operational efficiency
 Increase profits

A SOP is distributed to all relevant employees that are

affected or involved in the specific process.

What Is a SOP Template?

Now that we know the definition of SOP, what is a SOP
template and why do companies need one? Simply put, a
standard operating procedure template is a
preformatted document that a company uses as a
starting point to write a SOP. Like any template, this
one serves as a basic structural guideline for creating
operating procedures.

A company might have a number of SOPs, written by

different people, reflecting methods of completing a
variety of assignments. A template creates a single style,
like a standard font and spacing, so every one of the
documents is structurally consistent.

A template will dictate what information needs to be in

the document and the placement of each topic within
the SOP. This consistency from one SOP to the next helps
readers (most often employees) easily find the
information they need.
Recent events have demonstrated the importance of SOP
templates. When COVID-19 emerged, many businesses
had to quickly create new operating procedures to
ensure workplace safety. Having a template on hand
enabled swift changes to processes that support business
continuity.

SOP Template Overview: How to Write a SOP

Template
Building a template makes it easy to write SOPs for
every task that needs one. The first step in building the
template is to set a style and layout. From fonts to line
spacing to sections, build a framework that you can
build on for every different SOP so the flow of
information is the same in each one.

Then, build the sections of your template that ensure

you provide employees with the information they need.

They should include:

1. Title: Every SOP will have a unique title depending on what it’s
outlining.
2. Introduction: Some companies like to include a reminder of
the organization’s mission.
3. Scope of SOP: This section covers the purpose of the SOP
and the process it covers and why it’s important to follow the
enclosed steps, like compliance and/or safety.
4. Contacts: Every SOP should identify who the document is
intended for, list roles and responsibilities, and contact
information for coordinating personnel.
5. Glossary: If the SOP includes specific language or acronyms,
include a glossary of terms.
6. Step-by-step process: This section is where the procedure is
broken down into step-by-step instructions with relevant
information, like specific equipment used. For some processes,
this might be a visual representation, like a flowchart.
7. Checklists: Often, itemized checklists are easier to follow and
some SOPs might be better described in this form.

Standard Operating Procedure Example

With an annual budget of $3.65 billion, the Georgia
Department of Transportation’s 3,817 employees builds
and maintain 123,546 miles of highway. In order to keep
their numerous projects on schedule and on budget, the
DOT has created a master standard operating procedure
guide to running the many projects that are happening
at any given moment across the state.
Within this master SOP, there are 47 sub-SOPs for
specific tasks such as “Inspection of Guardrail Beams”
and other work that falls under the department’s
domain. By instituting a strict protocol and “how to”
guides for every task, managing large projects is
simplified and streamlined.

If you want to see how other companies, or specific

industries, layout their SOPs, simply do an online search
for “standard operating procedure examples”— there’s
no shortage of them!

10 Tips for Crafting an Effective SOP

When it comes to operations, what is SOP worthy and
what is not? Leaders should determine which processes
 are complex enough to benefit from written
specifications.

At first glance, SOPs might appear to create rigid

structures with no room for flexibility. But an SOP simply
dictates the maneuvers of a single task. The truth is,
that effective SOPs streamline processes to make room
for innovation. The more efficient internal processes
become, the less money is spent and greater capital is
available to put into growth initiatives.

Take Apple, for example. The company pushes the

boundaries of design thinking by following strict
protocols for task completion. Starbucks was able to
grow leaps and bounds by standardizing the simple act of
brewing coffee. Customers worldwide come back
because of the familiarity and reliability of the process
and the product.

Here are 10 top tips for creating an effective SOP:

 Identify your audience. Your audience will guide the level of
detail in your SOP and the language you use. If you’re
addressing a group already experienced in this particular
process you might opt for more technical wording.
 Break the process down logically. Walk through the process
and break the steps down in sequential order. Make sure you
don’t forget any steps or information.
 Be clear and concise. Your goal is to reduce ambiguity for
employees. Use simple language and be brief. Use the active
voice to engage your employees. Begin instructions with
command verbs. For example, “Clean the machine after every
use.”
 Survey employees. Before crafting an SOP, you need to do
some legwork to make sure it contains all of the necessary
information. Interview employees to make sure you’re covering
every step in the process.
 Create an SOP format. There’s no need to reinvent the wheel
with each SOP. Create an SOP template that works for your
team and stick with it. This might be a visual guide or flow
chart, a bulleted list, or a more formal written report. Find the
format that fits your purpose and works best for your
employees.

 Distribute SOPs digitally. In today’s workplace, the most

effective way to distribute a SOP is through a mobile workplace
 app which gives every employee access to the document on
their mobile device.
 Use visuals. Illustrations, flow charts, or photographs are a
fast, user-friendly method of conveying a complex process.
 Do several trial runs. Test out your SOP by asking subject
matter experts, often people who regularly perform this task,
run through the steps to . Repeat again with someone
unfamiliar with the task to
 Implement standard operating procedures. Now that you’ve
crafted your SOP, it’s time to put it into action! First, let
everyone in your company know about the new SOP and
where they can find it. Create a SOP stream on your mobile
communication tool to ask for feedback on the SOP.
 Update SOPs as necessary. Companies are constantly
evolving. Make sure your SOPs are reviewed and updated
regularly to reflect change in processes and procedures.

Best Practices When Rolling Out New

SOPs
You’ve written a new SOP…now what? It’s time to get it
out to your team! Here are five best practices to
implement standard operating procedures:
1. Let everyone know when you release a new SOP. When a
new SOP is ready, let your teams know. Send out a message
to all relevant employees so they know it’s available and they’re
expected to follow it.
2. Be open to questions and feedback. SOPs are meant to be
guides that create consistency and you want to make sure
they’re correct. Make sure employees know that you want to
hear from them. Is the SOP clear and easy to follow? Are any
steps missing? Have employees message you with feedback.
 Make the SOP available to all. You don’t want SOPs just
tucked away in a file drawer. You want them to be
accessible to everyone. In organizations with a frontline
workforce, put them in the document library of your
mobile productivity tool so people can access them right
on their mobile device whenever they need it.

Communication Challenges with SOPs

– and How to Overcome Them
Writing SOPs seems straightforward, but there are a few
communication stumbling blocks you might encounter as
you craft them. Here are five common challenges in
writing effective SOPs and how to avoid them.
1. Unclear SOP. You don’t want anyone asking, “so, what do I
do?” after reading your SOP. Use action-oriented language in
each step-by-step guide. Have your in-house communication
team write your SOPs. Don’t have one? Then hire a freelance
writer familiar with the purpose and style of SOPs.
2. Convoluted SOP. You’re not writing Homer’s The Odyssey here!
Remember: SOPs are meant to be to-the-point guidelines that
are easy to read and easy to follow. Be brief and direct and use
visuals and flow charts.
3. Incorrect SOP. Accuracy is key to writing SOPs. While you
might have a freelance writer or communication team write the
SOP, make sure they work with the employees who are
intimately familiar with the task so every step is outlined
correctly and nothing is missed.
4. Outdated SOP. An employee pulls up a standard operating
procedure only to find that the equipment has been updated,
but the SOP has not. Make sure your SOPs are continually
 reviewed and edited to reflect any changes to the process and
procedures within your organization.
5. Inaccessible SOP. SOPs are only effective if employees can
find them! Make sure to put them right where workers can
easily access them. That might be printed out near the station
where a task will be performed. But ideally, SOPs are digitized
and stored in the cloud and accessible on an employee app so
they can access them right on their mobile device exactly when
they need them.

Why You Should Use a SOP Employee

App
Your SOP might be a well-written, thorough document,
but it’s only effective if it reaches your intended
audience. A mobile-first digital workplace can serve as a
SOP app and is the perfect distribution method to reach
everyone.

A workplace app is a perfect medium for storing and

sharing SOPs. They are easily accessible and can be built
in a user-friendly format like digital checklists allowing
workers to record the completion of every action item.

Another benefit to digital SOPs is the information can be

translated into the reader’s preferred language. A
company with a diverse, multilingual workforce can
easily share a checklist that everyone can follow.

Here are several other ways a digital platform can

increase the reach and effectiveness of a SOP:
 A mobile workforce app reaches everyone in your organization
in real-time. Employees can easily access the document on
their mobile devices when needed.
 Employees are more engaged when job expectations are clear
and they have a sense of purpose. The explanatory nature of
SOPs contributes to the overall understanding of
responsibilities and helps boost engagement and productivity.
 In order to be effective, workers must follow the exact steps
outlined in a SOP to ensure the process is replicated the same
way every time.
 With a mobile app managers can use the read receipt feature
to make sure employees are accessing the SOP protocols.
 Managers can obtain valuable input and feedback from
employees who regularly do the work in order to create an
error-free SOP.

Deeper engagement, greater productivity, increased

innovation, and higher profits, Aligning an organization
by creating standard operating procedures is a business
practice with big returns.

Learn how Beekeeper can help streamline your

operations and help save you money. Download
our Ultimate Operations Management Strategy for
Frontline Workforces playbook.

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Most Frequently Asked Questions

What is an SOP?

SOP stands for standard operating procedure. SOPs are

more than simply a written set of work instructions. A
standard operating procedure is a document containing
step-by-step instructions to guide employees on how to
perform a technical, repetitive process within an
organization. Think of it as a playbook for how to get a
task done.
How do you write an SOP?

An SOP should include:

A title: Every SOP will have a unique title depending on
what it’s outlining.
An introduction: Some companies like to include a
reminder of the organization’s mission.
The scope of SOP: This section covers the purpose of the
SOP and the process it covers and why it’s important to
follow the enclosed steps, like compliance and/or
safety.
Contacts: Every SOP should identify who the document is
intended for, list roles and responsibilities, and contact
information for coordinating personnel.
A glossary: If the SOP includes specific language or
acronyms, include a glossary of terms.
A step-by-step process: This section is where the
procedure is broken down into step-by-step instructions
with relevant information, like specific equipment used.
For some processes, this might be a visual
representation, like a flowchart.
Checklists: Often, itemized checklists are easier to
follow and some SOPs might be better described in this
form.