![A Full Information [+ Free Template]](https://i3.wp.com/www.hubspot.com/hubfs/standard-operating-procedure-1-20241226-9205941.webp?w=598&resize=598,398&ssl=1 "A Full Information [+ Free Template]")
In 2019, I used to be a contract author with no concept what SOPs had been, counting on psychological checklists and scrawled notes.
Then, I joined an company the place SOPs ensured constant, high-quality content material. At first, I resisted the detailed checklists — they felt mechanical. However after seeing how the company delivered seamless content material for dozens of purchasers, I turned a believer.
Their SOPs reworked my workflow: clear analysis pointers saved me centered, templates halved drafting time, and QA checklists caught errors earlier than purchasers noticed them.
After I returned to freelancing, I created my very own streamlined SOPs that hold my work constant {and professional} — all with out company bloat.
For writers, SOPs aren’t creativity killers; they’re like private assistants, dealing with the routine so you may concentrate on crafting nice content material.
By the top of this information, you‘ll have the instruments and insights to put in writing SOPs that save time, get rid of errors, and scale your productiveness. You’ll even uncover high templates and instruments to make implementation easy.
Desk of Contents
What’s an SOP?
A normal working process is a complete step-by-step information on how you can carry out a routine job. Managers can save time on coaching by sharing SOPs, and workers can confer with them for sequential directions when executing particular duties.
Kinds of SOPs
SOPs fall into three primary classes: technical, administrative, and high quality management.
- Technical SOPs information exact operations like software program deployment or gear setup. For example, when you could standardize your web site updates, create a technical SOP that reduces deployment errors.
- Administrative SOPs streamline enterprise processes corresponding to bill dealing with and shopper onboarding. I’ve discovered them worthwhile for these duties and for e mail administration. I witnessed how the company’s administrative SOPs efficiently diminished shopper onboarding time from two weeks to only three days.
- High quality management SOPs guarantee constant requirements throughout work supply, whether or not that is content material creation, manufacturing, or service supply. They assist guarantee each output meets your requirements. When our staff began following the brand new QC SOP, our shopper revision requests dropped by 60%.
When to Create an SOP
By my expertise utilizing SOPs on the company and later adapting them for my freelance work, I’ve realized that an efficient SOP can remodel chaos into readability.
In my expertise, these paperwork show most respected when consistency immediately impacts success. They take away the guesswork from advanced processes, making them simpler for everybody concerned.
For instance, buyer assist groups depend on SOPs to make sure complaints are resolved effectively and pretty.
Content material groups use them to maintain publication workflows on observe, and finance groups depend upon them to streamline cost processing.
Based mostly on my expertise, listed here are the tell-tale indicators you want an SOP:
- When a job requires a number of folks to finish it constantly.
- If errors within the course of may have critical penalties.
- When you end up repeatedly answering the identical course of questions.
- If regulatory compliance is concerned.
Nonetheless, I’ve additionally realized that not each course of wants an SOP.
For less complicated duties like checking emails or organizing information, I’ve discovered a primary guidelines typically does the job higher. The hot button is matching the extent of documentation to the complexity and significance of the duty.
What ought to an SOP embrace?
An efficient SOP isn’t only a guidelines — it’s a instrument for readability and consistency. To make sure your staff can depend on it, each SOP ought to embrace just a few important parts that make it actionable, straightforward to know, and repeatable.
Let’s break down these parts and discover why every one is crucial.
1. Title
The SOP ought to begin with a transparent, descriptive title that instantly tells the customers what it is about. Right here’s how your title ought to look.
Template: [Task Name] + [Department] + “SOP”
Instance: Weblog Submit Assessment Course of – Content material Group SOP
2. Objective and Scope
This part briefly explains why the SOP exists, who the SOP is for, and what it covers.
Be particular in regards to the duties and processes it addresses. Assume: What purpose does it obtain? Is it for a sure division or the complete group? This helps workers perceive its significance and relevance to their work.
Template: This SOP helps [target user] to [complete task] by [method] to attain [goal]
Instance: This SOP guides content material staff members by way of the weblog publication course of, from the ultimate draft to the dwell put up. It covers WordPress publishing, search engine optimisation checks, and social media scheduling. This course of applies to all weblog content material besides information articles and product releases.
3. Roles and Duties
For straightforward identification, place this info close to the highest of the doc.
Embrace related ID numbers, division names, and vital signatures. Moreover, record the roles concerned within the process and make clear their tasks.
This helps keep away from confusion or battle relating to who must do what. Embrace a concise duty matrix that outlines the first proprietor, secondary assist, approvers, and finish customers.
|
Position |
Accountability |
|
Content material Author |
Submits ultimate draft, implements editor suggestions |
|
Editor |
Critiques content material, performs search engine optimisation examine |
|
Content material Supervisor |
Remaining approval, schedule publication |
|
Social Media Group |
Creates and schedules promotional posts |
4. Definitions
Listing key phrases that readers want to know to comply with the process appropriately. Embrace:
- Technical phrases particular to the duty.
- Acronyms and abbreviations used within the doc.
- Trade-specific jargon that requires rationalization.
Right here’s an instance of what that may appear to be.
- CTA: Name-to-action (a immediate that encourages readers to take a selected motion).
- KPI: Key efficiency indicator (metrics used to measure content material success).
- search engine optimisation: SEO (strategies to enhance content material visibility in search outcomes).
- Type Information: A doc outlining writing requirements and formatting guidelines.
Professional tip: Maintain definitions temporary and related to the process solely. Arrange them alphabetically for simple reference.
5. Supplies and Tools
This part ought to state all sources wanted to finish the process. Embrace any instruments, gear, software program, supplies, or entry permissions.
For instance, in an SOP on “Scheduling Social Media Content material,” the supplies part would state the next.
- Required Entry: Social media administration platform (HubSpot’s Social Media Administration Software program in Advertising and marketing Hub), model asset library.
- Software program: Meta Enterprise Suite, present model.
- Assets: Social media calendar, authorised hashtag record, content material approval kind.
Maintain the record clear and particular so customers can collect every little thing wanted earlier than beginning the process.
6. Process
This part ought to define every step of the method in a transparent, logical sequence.
Start every step with an motion verb and embrace any vital particulars, branching paths, or conditional steps. Advanced procedures might require sub-steps or determination factors.
Constructing on our earlier instance, an SOP on “Scheduling Social Media Posts,” the process part would state:
- Open HubSpot scheduling dashboard.
- Choose the suitable social channel.
- Add media content material (If video: Confirm format compatibility. If picture: Test that dimensions match platform necessities.)
- Write put up caption following model pointers.
- Add authorised hashtags.
- Set publication date and time.
- Submit for required approvals.
- Confirm scheduled put up seems within the content material calendar.
Current the steps chronologically and specify any variations or determination factors. Embrace cautionary notes or ideas the place related for course of readability.
7. Visible Aids
Use photos, diagrams, or screenshots as an example the steps. Visible aids could make advanced processes simpler to know and comply with. Like this:
8. Security and Compliance
Spotlight any security precautions or regulatory necessities. Ensure that workers are conscious of any hazards, together with what must be carried out to deal with them safely.
9. Troubleshooting
Present options for widespread issues that may come up throughout the process. This part can save time and scale back frustration by serving to workers resolve points shortly.
10. Approval and Revision
Embrace a bit for approvals, noting who has reviewed and authorised the SOP.
Additionally, add a revision historical past to trace updates and modifications over time. This ensures the SOP stays present and correct.
11. Contact Data
Supply contact particulars for somebody who can reply questions or present additional steerage. This ensures workers know the place to show in the event that they need assistance.
Professional tip: Earlier than writing any SOP, collect examples of comparable procedures which have labored nicely in your trade. This may present worthwhile insights into what info to incorporate and how you can construction it successfully.
What does an SOP appear to be? [Free Template]
A normal working process template provides you a transparent, organized format to comply with. This makes the method of making SOPs quicker.
HubSpot’s free SOP template, as an example, outlines duties and processes to your staff. It contains sections like objective, scope, procedures, and tasks.
You possibly can customise it along with your firm emblem and add charts or diagrams within the appendix.
This user-friendly template makes certain your SOPs are complete and straightforward to know.
Get Your Free SOP Template Right here
How To Write an SOP
- Determine and prioritize processes and targets.
- Outline the end-user.
- Decide the stakeholders and creators.
- Decide the scope and format.
- Collect info.
- Define and write the SOP.
- Proofread, check, and revise.
- Implement and repeatedly replace.
Creating an efficient SOP would not should be overwhelming. By breaking it down into manageable steps, you may develop clear, helpful procedures that your staff will truly wish to comply with.
Let’s have a look at these steps intimately.
Step 1: Determine and prioritize processes and targets.
After I started creating SOPs, I realized shortly that making an attempt to doc every little thing creates overwhelm and inefficiency.
Begin by figuring out which processes most urgently want standardization. I like to recommend evaluating your workflows by asking three key questions:
- How can the SOP enhance effectivity and teamwork? Think about present bottlenecks and the way clear, well-documented steps may streamline operations.
- What’s going to customer support appear to be with everybody following the SOP? Replicate on the potential enhancements in buyer satisfaction when your staff follows the standardized procedures.
- How will the SOP enhance the corporate’s backside line? Take into consideration how constant processes can result in price financial savings, higher useful resource allocation, and elevated productiveness.
Determine workflow points and record departments that may profit from SOPs, corresponding to finance, authorized, HR, customer support, and IT. Then, inside every division, pinpoint essential duties to be carried out precisely to keep away from points.
Right here’s what that might appear to be.
- Finance: Budgeting, monetary reporting, payroll.
- Authorized: Contract assessment, compliance audits.
- HR: Recruitment, onboarding, evaluations.
- Customer support: Inquiry responses, grievance dealing with.
- IT: Software program set up, community upkeep.
Doc every course of with its title, division, objective, and key steps.
For instance, in public relations, the method of writing press releases ought to embrace steps like researching the occasion, drafting the discharge, reviewing it, getting approval, and distributing it.
This ensures your SOPs are complete and focused at bettering essential areas.
I additionally suggest holding brainstorming classes with staff members to seize all related duties and finalize SOP targets.
Professional tip: Do not rely solely on administration enter when prioritizing which processes want SOPs. As a substitute, assessment your buyer grievance logs and error studies from the final three months.
These paperwork typically reveal which processes want SOPs urgently.
Step 2: Outline the end-user.
After I transitioned from freelance writing to working at an company, I seen how their SOPs had been particularly written for various staff members.
Whereas managers reviewed the SOPs, the content material was at all times centered on the individuals who would use them day by day. This taught me an vital lesson about viewers consciousness.
For example, the company‘s content material assessment SOP wasn’t crammed with administration jargon — it contained clear, particular steps that writers like me may comply with. This made our work constant and diminished confusion about expectations.
After I later created my very own SOPs for my freelance enterprise, I saved this lesson in thoughts: concentrate on the individuals who’ll truly use the doc.
Whether or not it‘s for analysis, writing, or shopper communication, I be sure that each step aligns with the person’s precise day by day duties and makes use of language they’re comfy with.
Professional tip: A standard mistake is writing SOPs on the incorrect experience degree. Shadow somebody out of your audience for an hour — you will shortly spot which particulars they take without any consideration and which of them want extra rationalization.
Step 3: Decide the stakeholders and creators.
At my company, I noticed how completely different stakeholders interacted with SOPs, every bringing their very own perspective to make the paperwork simpler. By this expertise, I realized to contemplate everybody who touches a course of.
- Management offered a high-level imaginative and prescient for a way SOPs ought to align with enterprise targets.
- Managers helped refine the practices and ensured easy implementation.
- However most significantly, the ground-level workers (like myself and my fellow writers) offered essential enter about what truly labored in observe.
I found that the most effective SOPs weren’t simply authorised by administration — they had been formed by the folks doing the day by day work.
These had been the staff members who knew the shortcuts, workarounds, and potential pitfalls that wanted to be addressed.
Lastly, don’t overlook your clients. Whereas SOPs primarily deal with inside processes, these operations can considerably impression the shopper expertise.
Maintain your viewers in thoughts and design an SOP that streamlines inside processes and enhances shopper satisfaction.
Professional tip: Many SOPs fail as a result of they do not embrace enter from front-line staff. Whereas administration approval is vital, the folks doing the precise work must be your major supply of data.
Step 4: Decide the scope and format.
After I began creating SOPs for my writing enterprise, I made the error of making an attempt to suit every little thing into easy lists. It wasn‘t till I experimented with completely different codecs that I discovered what really labored for various conditions.
The hot button is to contemplate who’ll use the SOP and what instruments they will want.
For instance, when documenting my analysis course of, I wanted greater than a primary guidelines. I needed to contemplate which databases I exploit, my note-taking software program, and the way I manage sources.
This helped me select a format that coated all of the important parts with out turning into overwhelming.
Listed below are the best codecs I’ve encountered.
- Step-by-step written record: Ultimate for easy, easy duties.
- Hierarchical record: Helpful for advanced procedures with many steps and determination factors.
- Flowchart: Nice for processes with a number of outcomes.
- Easy guidelines: Good for duties that should be repeated constantly.
- Video: Efficient for visible learners and demonstrations.
- Interactive course: Partaking and complete for detailed coaching.
Bear in mind, less complicated is often higher. I’ve discovered {that a} primary step-by-step record works completely for easy duties, whereas I save flowcharts for processes with a number of determination factors.
Professional tip: Create a tough draft in two completely different codecs and time your self following every one. The model that takes much less time to finish whereas sustaining accuracy is often your best option.
Step 5: Collect info.
In my transition from scattered notes to correct SOPs, I found that thorough info gathering makes all of the distinction.
Somewhat than simply writing down what I believed I knew about my content material creation course of, I took time to analysis trade greatest practices and doc my precise workflow.
One eye-opening train was timing myself whereas finishing a writing mission and noting each step, instrument, and useful resource I used.
I used to be stunned to search out I used to be skipping steps I believed had been important whereas repeatedly utilizing useful shortcuts I might by no means documented.
Right here‘s what I’ve discovered works greatest:
- Begin with analysis into trade pointers and greatest practices.
- Doc your present course of as you truly carry out it.
- Word which instruments and sources you depend on.
- Determine potential challenges and bottlenecks.
- Search for methods to include confirmed methods from others in your discipline.
I additionally assessment any current documentation or procedures I’ve, even when they‘re simply tough notes, to make sure I’m not lacking any vital steps.
Professional tip: Document your self finishing the method whereas narrating what you are doing. This may provide help to catch small however vital particulars, like keyboard shortcuts or verification steps, that you simply would possibly in any other case overlook to doc.
Step 6: Define and write the SOP.
After I sat down to put in writing my first critical SOP for my content material workflow, I shortly realized I wanted a transparent construction.
By trial and error, I realized that organizing the doc thoughtfully from the beginning saves numerous revisions later.
Let me stroll you thru the important parts I now embrace in each SOP.
- Title web page. I be sure that to incorporate the fundamentals: a transparent title, the date created, and who it is for. For my content material creation SOPs, I additionally add model numbers to trace updates.
- Desk of contents. For longer SOPs (something over two pages), I’ve discovered {that a} easy desk of contents helps me and others shortly discover particular sections once we want them.
- Preparatory info. That is the place I record every little thing wanted earlier than beginning the method. For my analysis SOP, this contains required software program, database entry, and template hyperlinks.
- Methodology and procedures. That is the center of the SOP — the precise step-by-step course of. When documenting my content material creation workflow, I break it down into clear phases: analysis, outlining, writing, and modifying. I embrace screenshots the place they assist make clear steps.
- High quality management. I embrace a guidelines of what “good” appears like, serving to to make sure consistency each time I exploit the SOP.
- References and glossary. I hold a small glossary of technical phrases and hyperlinks to associated sources. This has confirmed particularly useful once I have to reference model guides or shopper necessities.
Professional tip: Write your first draft as if explaining the method to somebody who’s by no means carried out it earlier than. Then, take away any steps that really feel apparent to your precise viewers. This helps keep away from lacking essential particulars and overexplaining easy duties.
Step 7: Proofread, check, and revise.
My largest lesson in creating SOPs got here from watching my fastidiously written directions crumble throughout precise use. I realized that regardless of how clear I believe my writing is, testing reveals blind spots.
My course of now could be easy however thorough:
- I proofread for readability and technical accuracy.
- I run by way of the method myself, following my very own directions precisely.
- I time every step to make sure the tempo is reasonable.
- I ask somebody unfamiliar with the duty to comply with the SOP whereas I observe.
Simply final week, timing my content material analysis SOP revealed that I might drastically underestimated how lengthy it takes to guage sources. This led me so as to add particular standards for quicker supply evaluation.
Professional tip: When testing your SOP, resist the urge to elucidate or make clear steps verbally. If you wish to add verbal directions, these particulars should be written into the SOP.
Step 8: Implement and repeatedly replace.
On the company, I noticed how SOPs developed with altering instruments and necessities. This taught me that even the most effective procedures want common upkeep.
This lesson proved invaluable once I later established my freelance enterprise. What labored six months in the past won’t be optimum at the moment, particularly given how shortly writing instruments and necessities change.
Taking what I realized from the company’s assessment course of, I now schedule quarterly opinions of my freelance SOPs.
This observe has helped me catch outdated processes like previous key phrase analysis strategies that had been now not efficient. Common opinions additionally assist me incorporate new instruments and strategies that enhance effectivity.
To maintain my SOPs present, I:
- Add feedback and strategies proper within the doc once I discover one thing wants updating.
- Assessment every SOP once I undertake new instruments or processes.
- Replace directions instantly if I discover steps that trigger confusion.
- Modify timeframes and necessities primarily based on altering shopper wants.
This method combines the systematic updating I witnessed on the company with the flexibleness wanted for impartial work. It ensures my processes keep present whereas sustaining the excessive requirements I realized throughout my company expertise.
Professional tip: Set a calendar reminder for SOP opinions. In the course of the assessment, run by way of the method precisely as written — you will typically discover steps that could possibly be streamlined or up to date with higher strategies.
SOP Codecs: Selecting the Proper Construction for Your Enterprise Processes
In my analysis into SOP greatest practices, I linked with Leslie Lulham, chief of workers at MarketerHire, who shared an important perception: “The commonest cause SOPs fail in observe is that they don’t seem to be used.”
This highlights a key problem many organizations face: creating SOPs that do not simply doc processes however truly drive constant execution.
Let’s discover three important codecs and the way they serve completely different wants.
1. Step-by-Step SOP
Finest for: Clear Course of documentation
Step-by-step SOPs are detailed guides that define the precise sequence of actions wanted to finish a job. Every step is listed so as, making it straightforward to comply with and guaranteeing consistency in execution.
“You have to go in assuming the top person is aware of nothing and absolutely element the method,” Lulham emphasizes.
This thoroughness transforms a easy process into an efficient coaching instrument. Clear, detailed steps assist new staff members stand up to hurry shortly whereas guaranteeing skilled workers preserve constant high quality.
Step-by-step SOPs work greatest for:
- New worker coaching.
- Excessive-stakes processes the place order issues.
- Duties with clear, linear development.
- Processes requiring documentation for compliance.
2. SOP Flowcharts
Finest for: Mapping advanced determination paths
Whereas linear processes profit from step-by-step documentation, advanced decision-making requires a special method.
Flowcharts map out course of steps in a visible sequence, serving to customers shortly grasp each the circulate of duties and significant determination factors.
Lulham presents sensible steerage on structuring advanced processes: “If any singular step in a flowchart composes a number of actions, it must be damaged out into a number of SOPs, which may get hyperlinked again into the unique circulate chart.”
I like to make use of the instance of the onboarding course of for a brand new contractor. The flowchart would possibly embrace sending the settlement, establishing e mail entry, and including them to communication platforms.
Every of those steps entails a number of actions that deserve their very own detailed documentation, linked inside the primary flowchart.
SOP flowcharts are greatest for:
- Advanced selections with a number of outcomes.
- Customer support situations.
- Troubleshooting processes.
- Duties requiring fast visible reference.
3. SOP Guidelines
Finest for: Balancing comprehensiveness with usability
Checklists guarantee consistency whereas holding processes environment friendly and manageable. Trendy guidelines design requires a considerate method to person expertise.
“I embrace a ‘TL;DR’ model on the high,” Lulham shares, describing her modern method.
“That is simply what somebody who has already learn the doc might want to refer again to. The remainder of the doc shall be complete and clarify the assorted steps, why we do the duty the way in which we do, and embrace screenshots,” she provides.
This two-tier method serves each new customers who want detailed steerage and skilled workers who simply want fast reminders. It is notably efficient for:
- High quality assurance processes.
- Common upkeep duties.
- Pre-launch verification.
- Security protocols.
Professional tip: Earlier than choosing a format, map out your course of on paper first. I’ve discovered this easy step saves hours of revision later, because it helps establish determination factors that may want a flowchart quite than a easy guidelines.
Advantages of Normal Working Procedures in Enterprise
Nonetheless questioning whether or not SOPs are a worthy trigger? Take a look at their potential advantages for your online business.
- Consistency. SOPs make sure that duties are carried out the identical means each time, which retains high quality excessive and errors low. With everybody on the identical web page, your services or products constantly hit the mark.
- Effectivity. Clear directions assist new hires and seasoned workers full duties shortly and precisely. This enhance in effectivity has a twofold impact on enterprise operations: it saves time and cuts prices.
- Compliance. In regulated industries, SOPs assist guarantee duties are carried out in compliance with legal guidelines and rules, lowering the chance of authorized points and fines.
- Security. SOPs define the fitting approach to carry out duties, which helps forestall accidents and ensures everybody stays secure. That is particularly vital in fields like manufacturing, healthcare, and building.
- Accountability. SOPs clearly outline who’s liable for every job, making it simpler to carry folks accountable and guaranteeing duties are accomplished appropriately and on time.
- Buyer satisfaction. Joyful clients are the most effective clients. SOPs assist ship constant, high-quality services and products, giving clients the good expertise they anticipate each time. This consistency fosters repeat enterprise and optimistic word-of-mouth.
Write SOPs That Work For You
Creating this information introduced my very own SOP journey full circle.
From resisting construction as a freelancer to embracing it on the company after which bringing these classes again to my impartial work, it‘s clear now that SOPs aren’t the creativity killers I as soon as feared.
The most important revelation? Good SOPs do not constrain us; they free us to concentrate on what issues. By documenting the routine, we create more room for creativity and innovation.
Whether or not you are half of a giant staff or working solo like I do now, SOPs can remodel chaos into readability – simply begin small, concentrate on what issues most, and let your processes evolve as you be taught.
Editor’s be aware: This put up was initially printed in August 2021 and has been up to date for comprehensiveness.
