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 why do you need them?
What are SOPs?
Standard Operating Procedures, or SOPs, are easy-to-understand documents that create process workflows for performing defined tasks.
This could refer to various procedures within a business, such as onboarding new employees or clients. They can also include managing worklists and tasks, or tracking project deliverables.
Having effectively developed SOPs in your business creates increased efficiency and, therefore, profitability. As long as your team reads them☝️.
Documentation also reduces the risk of errors in your procedures and a standardized consistency in your clients’ products and services.
Why do you need SOPs?
SOPs can benefit your business in several ways, especially during periods of growth. Well-written SOPs will provide you with an increased organizational and operational competitive advantage, including in areas such as:
- Reducing the time taken to train your staff
Whether this is just for onboarding new staff or upskilling and developing existing staff, internal SOPs offer the ability to standardize and improve the training process. This ensures everyone gets the same information and opportunity to progress and reduces the effect of the leaky bucket syndrome. - Reduce errors in daily work.
Well-structured SOPs provide your staff with easy-to-follow guidelines ensuring productivity and operational efficiency. - Ensure legal requirements are followed.
Your industry may require written SOPs with clear guidance around legal requirements, meaning that your employees and/or customers are aware of their obligations and cannot be held legally responsible if something were to go wrong. - Maintain a consistent brand.
Your brand is one of the most valuable assets your business has, and it’s essential to protect it. Providing clear SOPs around your brand guidelines can advise your staff on areas such as the correct use of logos, colors, and fonts. You can also include policies for how they should correspond with those outside the business, guidelines for email formatting, and sticking to the brand tone of voice in all communications.
When you create clear and concise SOPs, you’re helping to ensure that the output from your business is consistent and predictable. This gives your team the best opportunity to work effectively within their role.
4 Ways to write SOPs
Whilst many businesses understand the need for Standard Operating Procedures (SOPs), they often struggle with the best ways to approach them. At Whale, we specialize in helping businesses simplify and modernize their training approach and materials.
Here are 4 ways to write SOPs and process documentation;
- Use Whale’s AI assist to create a SOP from scratch in seconds
- Use a template to get you started
- Hire a Whale-certified partner to help you create the best documentation
- DIY, and yes, it can be easy to create the best documentation in-house.
Standard operating procedure (SOP) writing guidelines
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 additional considerations;
Stop and access where you are.
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 and if it can at all be improved.
Consider the audience.
Will the procedures be utilized by a broader team to ensure consistent performance? If so, develop a detailed, step-by-step process that aligns with their skill level and familiarity with the tools and technologies employed. Are you an owner striving to establish a business that can operate efficiently without your constant presence? In that case, documenting the processes you’ve devised for future successors will prove beneficial
Document the SOP using the guidelines and format below.
Now that you understand what you need to write and who will be using it, create a document that outlines each step and assigns ownership for each task. Utilize the provided SOP format below or simply use one of the Whale templates.
Refine and improve with subject matter experts.
You can continuously improve your SOPs and process documentation by assigning subject matter experts and team members who are in touch with the process and can ensure documentation and processes are reviewed and updated.
Additional tips for writing SOPs
When writing SOPs for your business, it’s essential always to remember who they’re being written for – the end-user.
Ensuring they are easy to understand and make sense to the person reading them is crucial to ensuring they are fit for purpose.
Here are a few things to bear in mind when writing your procedures:
- Use clear and simple language:
Your SOPs need to be written in a way that takes the reader on a straightforward, step-by-step process from start to finish. Use simple language without any ambiguous terminology. - Break your document up into logical steps
Breaking your document up under logical headers and sections will help the reader follow it and retain the knowledge you’re providing. - Make the crucial points evident to the reader
If there are any critical pieces of information that the reader must know, make sure these aren’t hidden within the text, and there is no confusion over their purpose. - Keep your SOPs updated
SOPs should be live documents that are reviewed and updated as your internal processes and procedures are developed. Make sure you schedule regular reviews to ensure they remain fit for purpose.
And the most important thing? Make it enjoyable to read! There’s a reason watch Netflix and there should be a reason that people want to read your company documentation.
DO…
- ✅ Make it easy to understand
- ✅ Make it visually appealing
- ✅ Answer the question who does what and how?
DON’T…
- ❌ Use jargon and difficult terminology
- ❌ Make it difficult to understand
How to format your SOPs?
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 and types of SOPs
The way write your SOPs will also depend on the area of the business you’re creating documentation for. In addition, the types of SOPs you’ll create for your business will vary depending on your industry. However, some of the most common areas to implement include:
Marketing SOPs
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
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
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
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?
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 these resources;
- How to Ace Your Business Process Documentation in 4 Simple Steps.
- SOP Creation: Getting Started with Your Documentation Journey
Ultimate Guide to SOP & Process Documentation
The why, what, and how to unlock the next level of growth in your business with SOPS & systems