Writing SOPs takes a ton of time, right?
Wrong. You can get your SOPs done in no time! And without mistakes!
Today, we’re exploring how to write effective SOPs and the easy guidelines you need to get them done. Fast.
But first, what exactly are SOPs? And how can you write the best SOPs?
Creating effective Standard Operating Procedures (SOPs) is essential for businesses aiming to enhance productivity, improve team alignment, and boost ROI. In this guide, we’ll explore how to write an SOP, provide actionable steps for crafting impactful procedures, and share tips for making them user-friendly and scalable.
What Are SOPs and Why Do They Matter?
Standard Operating Procedures (SOPs) are detailed instructions that outline how specific tasks or processes should be performed. They provide consistency, reduce errors, and streamline operations, making them indispensable tools for businesses across industries.
Benefits of SOPs:
- Enhanced ROI: Standardized processes lead to efficient resource utilization.
- Better Employee Engagement: SOPs simplify onboarding and training.
- Improved Quality Control: Consistent outcomes ensure customer satisfaction.
- Customer satisfaction
- Employee engagement and productivity
- Competitive advantage
- Knowledge-sharing
- Reduced burnout, and better work-life balance
In short, SOPs act as a business’s playbook, helping teams perform with precision and confidence.
Steps to Write an Effective SOP
Whilst many businesses understand the need for Standard Operating Procedures (SOPs), they often struggle with the best ways to approach them.
1. How to Write an SOP: Identify the Purpose
Ice Baby said it best when he said "Stop, Collaborate and Listen!".
Before you start writing, know what you want to achieve (the purpose of the SOP). Also, think about the current process (if there is one) and if it can at all be improved.
- Define why the SOP is needed. Is it to improve a current process, train new employees, or ensure compliance?
- Focus on high-impact processes that align with the 80/20 rule: tackle the 20% of activities that produce 80% of results.
2. How to Write an SOP: Understand the Audience
- Tailor your SOP to the reader’s skill level.
- Use simple language for new hires or detailed instructions for technical tasks.
3. How to Write an SOP: Collaborate with Experts
- Involve team members who perform the task regularly.
- Gather insights from subject matter experts to ensure accuracy.
4. How to Write an SOP: Choose the Right Format
- Select a format that suits the process. Common elements include:
- Title Page: Include SOP name, version, and approval signatures.
- Purpose: State why the SOP exists.
- Scope: Define what’s included or excluded.
- Choose the right name: Naming your SOPs correctly is everything!
- Procedure: Break down the steps logically.
- Roles & Responsibilities: Clarify who does what.
5. How to Write an SOP: Write Step by Step
- Use numbered lists or bullet points.
- Include visuals such as flowcharts or screenshots to aid understanding.
- Avoid jargon or complex terminology.
6. How to Write an SOP: Get Organized
If you processes are not organized and easy to find, forget it. What your team needs is standard operating procedures that are organized in a centralized knowledge base that ideally comes with a Chrome extension and mobile application.
- Use headings, subheadings, and visuals to break up text.
- Highlight critical points using bold or color coding.
- Consider adding multimedia, like instructional videos.
7. How to Write an SOP: Test, Review and Revise
- Gather feedback and make necessary updates.
- Schedule regular reviews to keep it relevant.
8. How to Write an SOP: SOP Training
Ensure your team understands how processes work by implementing SOP training. It won’t take much effort with the right tool and will increase employee compliance and even engagement!
Best Practices for SOP creation
This does NOT have to be difficult. Forget the idea that this is going to be time consuming or that it’s something insurmountable.
☝️ The first and most important point to keep in mind is that writing SOP and process documentation can be easy!
Here are a few best practices to ensure SOPs unlock productivity in your teams;
SOP Writing Tips for Success
✅ Do
- Use clear and concise language.
- Focus on the end-user’s experience.
- Include only necessary steps and details.
❌ Don’t
- Overload with unnecessary information.
- Use outdated formats or tools.
- Forget to update regularly.
Why SOPs Fail?
Poorly written SOPs can frustrate employees, waste time, and harm productivity. Common mistakes include:
- Overly complex instructions.
- Lack of user engagement.
- Failure to keep documents updated.
Combat these issues by focusing on simplicity, collaboration, and regular updates.
How to Create SOPs and Format Them
At the end of the day it’s really important that the formatting of your SOPs and company documentation is designed for ease of use.
❌ No one wants to read a boring 6-page typed document when trying to find information. Create an engaging experience by using rich media and yes, even emojis 😀.
- Header
A brief but clear title identifying your activity and any relevant keywords, plus your version number. - Purpose
Use this section to define the intent of your document clearly and concisely. - Scope
This section will outline what is in scope for the document and what is not in scope. Ensure that nothing is left up to interpretation and that the reader has no doubt what the document will provide them with. - Definitions
Make sure that any terms which may not be familiar to the reader are defined – this includes abbreviations or industry terms. - Roles & Responsibilities
Clearly outline the roles responsible for carrying out the procedure outlined in the document.
Procedure
Make sure you only include steps required for the procedure to be appropriately maintained. It may help break it down into easy-to-follow sections that can be quickly followed and checked off as the reader goes through the document. - Appendices
Use this section to assist your reader in understanding the process, potentially with visual aids such as diagrams and process flows. - Version control
Keep a record of any changes made to the document over time, including why you made the changes. Luckily at Whale, this is an in-built feature.
Different Examples of How to Write SOPs
Here are how different SOPs will impact the various aspects of your business.
Marketing SOPs
For Marketing Campaigns: Define workflows for social media, advertising, and PR.
This will usually cover guidance on how the business presents itself in external communications, such as social media, press releases, or advertising campaigns. It can also extend to preparing sales quotes, service delivery processes, response times, and resolution of refunds/exchanges and complaints.
👉 Get your Marketing template here.
Finance SOPs
For Finance: These SOPs can help you operate your business more efficiently and profitably.
Finance SOPs can define processes within billing and collecting and accounts payable. This can help provide clear instruction to clients and increase cashflow within the business.
👉 Get your Finance template here.
Employee Onboarding SOPs
For Employee Onboarding: Streamline hiring, training, and orientation processes.
Bringing in new staff members can be a time-consuming procedure. However, having clear SOPs in place will ensure a straightforward and pain-free process for both you and your new employee. These can be put in place for building job descriptions, inductions and training, performance reviews, and corrective action.
👉 Get your Employee template here.
HR SOPs
For HR: HR SOPs help with employee engagement and employee compliance.
Bringing in new staff members can be a time-consuming procedure. However, having clear SOPs in place will ensure a straightforward and pain-free process for both you and your new employee. These can be put in place for building job descriptions, inductions and training, performance reviews, and corrective action.
👉 Get your HR templates here.
Bottom Line? Writing SOPs is Easier than You Think
We hope these SOP writing guidelines have been helpful to get you on the right path to writing effective SOPs for your business. At Whale, we do however understand that the process can be time-consuming.
We’ve built our technology to assist businesses in simplifying their documentation process, deliver information to staff in bite-sized chunks when they need it and understand it best.
If you enjoyed this blog, you may also enjoy our Ultimate Guide to Sop and Process Documentation
Ultimate Guide to SOP & Process Documentation
The why, what, and how to unlock the next level of growth in your business with SOPS & systems
FAQs about How to Write Effective SOPs
How do you create a good standard operating procedure?
Use this checklist to make sure your SOP delivers maximum ROI and benefit to all involved:
- Identify documentation needs: List business processes that require documentation, prioritizing with input from employees and managers.
- Understand the SOP purpose: Determine whether the SOP is for documenting a new process or updating an existing one, and what you want to achieve.
- Define your audience: Tailor the SOP to the user’s background and language abilities, incorporating visuals if necessary to aid understanding.
- Assemble a documentation team: Include subject matter experts (SMEs) and frontline employees who are familiar with the processes to gather accurate and practical content.
- Select an SOP format: Choose a format that suits organizational needs, ranging from formal documents with metadata to simple checklists or workflow diagrams.
- Determine distribution method: Decide how the SOPs will be published and shared for easy accessibility, considering both digital and physical storage options.
- Define documentation scope: Define the scope of your documentation by specifying tasks, departments, teams, or roles and setting process limits.
- Use Templates or AI to begin: Start with a chosen template as an outline and flesh out details as you research and document procedures.
- Define success metrics: Establish measurable metrics within the SOP to assess its effectiveness and ensure procedures are clear and actionable.
- Plan for regular updates: Schedule annual reviews and updates of the SOP to comply with internal practices and regulatory standards.
What are the 5 parts of a SOP?
Here are the five key parts typically included in an SOP:
Title Page: This page includes the title of the SOP, the department or team it applies to, the SOP number, and the date it was issued or last revised. This section often also includes the signatures or approval of the managers or other authorities overseeing the procedures.
Purpose and Scope: This section describes the objective of the SOP and outlines the context in which the SOP should be used. It defines the limits of the procedure and clarifies what it aims to accomplish, helping users understand the intended outcome and applicational boundaries.
Responsibilities and Roles: Here, the SOP identifies who is responsible for executing each part of the procedure. It defines roles and responsibilities clearly to ensure there is no confusion about who needs to do what. This part often includes information on training or qualifications required to perform the tasks outlined.
Procedure: This is the main body of the SOP and includes the detailed step-by-step instructions on how to perform the tasks. It is usually structured in a sequential format and may include diagrams, flowcharts, or other visual aids to assist in understanding the processes. Clear and concise language is used to ensure the steps are easily understood and executed.
Version control: This shows when the SOP was updated and by whom so everyone knows how up to date the document is.
Other sections can also be included, such as definitions, required materials and equipment, and references, depending on the complexity and needs of the procedure.
How do you write a SOP example
You typically don’t have to do too much writing for your SOPs these days. With the help of a template of AI, you can get started in seconds.
If you do use a template or AI, remember to customize it according to;
- Your brand tone of voice
- Your specific objectives
Also remember to use rich media, video and infographics to make it engaging.
