A Complete Guide [+ Free Template]

In 2019, I used to be a contract author with no thought what SOPs have 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 grew to become a believer.

Their SOPs remodeled my workflow: clear analysis tips stored me targeted, templates halved drafting time, and QA checklists caught errors earlier than purchasers noticed them.

Once I returned to freelancing, I created my very own streamlined SOPs that maintain 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 possibly can give attention to crafting nice content material.

By the tip of this information, you‘ll have the instruments and insights to jot down SOPs that save time, remove errors, and scale your productiveness. You’ll even uncover high templates and instruments to make implementation easy.

Desk of Contents

What’s an SOP?

An ordinary working process is a complete step-by-step information on the right way to carry out a routine activity. 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 principal classes: technical, administrative, and high quality management.

• Technical SOPs information exact operations like software program deployment or tools setup. For example, when it is advisable standardize your web site updates, create a technical SOP that reduces deployment errors.
• Administrative SOPs streamline enterprise processes equivalent to bill dealing with and consumer onboarding. I’ve discovered them invaluable for these duties and for electronic mail administration. I witnessed how the company’s administrative SOPs efficiently decreased consumer onboarding time from two weeks to simply 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 group began following the brand new QC SOP, our consumer revision requests dropped by 60%.

When to Create an SOP

By means of my expertise utilizing SOPs on the company and later adapting them for my freelance work, I’ve discovered that an efficient SOP can remodel chaos into readability.

In my expertise, these paperwork show most dear when consistency straight impacts success. They take away the guesswork from complicated 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 rely upon them to streamline cost processing.

Primarily based on my expertise, listed below are the tell-tale indicators you want an SOP:

• When a activity requires a number of folks to finish it constantly.
• If errors within the course of might have critical penalties.
• When you end up repeatedly answering the identical course of questions.
• If regulatory compliance is concerned.

Nonetheless, I’ve additionally discovered that not each course of wants an SOP.

For less complicated duties like checking emails or organizing recordsdata, I’ve discovered a fundamental guidelines typically does the job higher. The secret is matching the extent of documentation to the complexity and significance of the duty.

What ought to an SOP embody?

An efficient SOP isn’t only a guidelines — it’s a instrument for readability and consistency. To make sure your group can depend on it, each SOP ought to embody a couple of important parts that make it actionable, straightforward to know, and repeatable.

Let’s break down these parts and discover why each is important.

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 Crew SOP

2. Objective and Scope

This part briefly explains why the SOP exists, who the SOP is for, and what it covers.

Be particular concerning the duties and processes it addresses. Assume: What objective does it obtain? Is it for a sure division or your entire 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 group members via the weblog publication course of, from the ultimate draft to the dwell put up. It covers WordPress publishing, website positioning checks, and social media scheduling. This course of applies to all weblog content material besides information articles and product releases.

3. Roles and Obligations

For straightforward identification, place this info close to the highest of the doc.

Embrace related ID numbers, division names, and crucial signatures. Moreover, record the roles concerned within the process and make clear their duties.

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	Duty
Content material Author	Submits closing draft, implements editor suggestions
Editor	Critiques content material, performs website positioning examine
Content material Supervisor	Last approval, schedule publication
Social Media Crew	Creates and schedules promotional posts

4. Definitions

Listing key phrases that readers want to know to comply with the process accurately. Embrace:

• Technical phrases particular to the duty.
• Acronyms and abbreviations used within the doc.
• Business-specific jargon that requires clarification.

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).
• website positioning: SEO (strategies to enhance content material visibility in search outcomes).
• Model Information: A doc outlining writing requirements and formatting guidelines.

Professional tip: Maintain definitions temporary and related to the process solely. Set up them alphabetically for straightforward reference.

5. Supplies and Gear

This part ought to state all sources wanted to finish the process. Embrace any instruments, tools, 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 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 all the things 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 embody any crucial particulars, branching paths, or conditional steps. Advanced procedures could require sub-steps or determination factors.

Constructing on our earlier instance, an SOP on “Scheduling Social Media Posts,” the process part would state:

1. Open HubSpot scheduling dashboard.
2. Choose the suitable social channel.
3. Add media content material (If video: Confirm format compatibility. If picture: Examine that dimensions match platform necessities.)
4. Write put up caption following model tips.
5. Add authorised hashtags.
6. Set publication date and time.
7. Submit for required approvals.
8. 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 suggestions the place related for course of readability.

7. Visible Aids

Use photographs, diagrams, or screenshots for example the steps. Visible aids could make complicated processes simpler to know and comply with. Like this:

Source

8. Security and Compliance

Spotlight any security precautions or regulatory necessities. Be sure that workers are conscious of any hazards, together with what must be accomplished to deal with them safely.

9. Troubleshooting

Present options for widespread issues that may come up through the process. This part can save time and cut back frustration by serving to workers resolve points rapidly.

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 Info

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 will present invaluable insights into what info to incorporate and the right way to construction it successfully.

What does an SOP appear to be? [Free Template]

An ordinary 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, for example, outlines duties and processes on your group. It contains sections like function, scope, procedures, and duties.

You possibly can customise it together with your firm emblem and add charts or diagrams within the appendix.

This user-friendly template makes positive your SOPs are complete and straightforward to know.

Get Your Free SOP Template Here

How To Write an SOP

1. Determine and prioritize processes and targets.
2. Outline the end-user.
3. Decide the stakeholders and creators.
4. Decide the scope and format.
5. Collect info.
6. Define and write the SOP.
7. Proofread, take a look at, and revise.
8. Implement and often replace.

Creating an efficient SOP would not need to be overwhelming. By breaking it down into manageable steps, you possibly can develop clear, helpful procedures that your group will really need to comply with.

Let’s have a look at these steps intimately.

Step 1: Determine and prioritize processes and targets.

Once I started creating SOPs, I discovered rapidly that attempting to doc all the things 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? Contemplate present bottlenecks and the way clear, well-documented steps might 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 group 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, equivalent to finance, authorized, HR, customer support, and IT. Then, inside every division, pinpoint crucial 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 evaluate, 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 identify, division, function, and key steps.

For instance, in public relations, the method of writing press releases ought to embody steps like researching the occasion, drafting the discharge, reviewing it, getting approval, and distributing it.

This ensures your SOPs are complete and focused at enhancing crucial areas.

I additionally suggest holding brainstorming classes with group 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 an alternative, evaluate 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.

Once I transitioned from freelance writing to working at an company, I observed how their SOPs have been particularly written for various group members.

Whereas managers reviewed the SOPs, the content material was all the time targeted on the individuals who would use them day by day. This taught me an necessary lesson about viewers consciousness.

For example, the company‘s content material evaluate SOP wasn’t full of administration jargon — it contained clear, particular steps that writers like me might comply with. This made our work constant and decreased confusion about expectations.

Once I later created my very own SOPs for my freelance enterprise, I stored this lesson in thoughts: give attention to the individuals who’ll really use the doc.

Whether or not it‘s for analysis, writing, or consumer communication, I be certain that each step aligns with the consumer’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 improper experience degree. Shadow somebody out of your audience for an hour — you will rapidly spot which particulars they take with no consideration and which of them want extra clarification.

Step 3: Decide the stakeholders and creators.

Source

At my company, I noticed how completely different stakeholders interacted with SOPs, every bringing their very own perspective to make the paperwork more practical. By means of this expertise, I discovered to think about everybody who touches a course of.

• Management offered a high-level imaginative and prescient for the 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 really labored in follow.

I found that the very best SOPs weren’t simply authorised by administration — they have been formed by the folks doing the day by day work.

These have been the group members who knew the shortcuts, workarounds, and potential pitfalls that wanted to be addressed.

Lastly, don’t neglect your clients. Whereas SOPs primarily tackle inside processes, these operations can considerably influence the client expertise.

Maintain your viewers in thoughts and design an SOP that streamlines inside processes and enhances consumer satisfaction.

Professional tip: Many SOPs fail as a result of they do not embody enter from front-line staff. Whereas administration approval is necessary, the folks doing the precise work must be your main supply of knowledge.

Step 4: Decide the scope and format.

Once I began creating SOPs for my writing enterprise, I made the error of attempting to suit all the things into easy lists. It wasn‘t till I experimented with completely different codecs that I discovered what really labored for various conditions.

The secret is to think about who’ll use the SOP and what instruments they will want.

For instance, when documenting my analysis course of, I wanted greater than a fundamental guidelines. I needed to contemplate which databases I take advantage of, my note-taking software program, and the way I arrange sources.

This helped me select a format that coated all of the important components with out turning into overwhelming.

Listed here are the best codecs I’ve encountered.

• Step-by-step written record: Very best for easy, simple duties.
• Hierarchical record: Helpful for complicated procedures with many steps and determination factors.
• Flowchart: Nice for processes with a number of outcomes.
• Easy guidelines: Good for duties that must 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} fundamental step-by-step record works completely for simple 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 each. 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.

Quite than simply writing down what I assumed I knew about my content material creation course of, I took time to analysis trade finest practices and doc my precise workflow.

One eye-opening train was timing myself whereas finishing a writing challenge and noting each step, instrument, and useful resource I used.

I used to be shocked to seek out I used to be skipping steps I assumed have been important whereas often utilizing useful shortcuts I would by no means documented.

Right here‘s what I’ve discovered works finest:

• Begin with analysis into trade tips and finest practices.
• Doc your present course of as you really 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 evaluate any current documentation or procedures I’ve, even when they‘re simply tough notes, to make sure I’m not lacking any necessary steps.

Professional tip: Document your self finishing the method whereas narrating what you are doing. It will enable you catch small however necessary particulars, like keyboard shortcuts or verification steps, that you just would possibly in any other case neglect to doc.

Step 6: Define and write the SOP.

Once I sat down to jot down my first critical SOP for my content material workflow, I rapidly realized I wanted a transparent construction.

By means of trial and error, I discovered that organizing the doc thoughtfully from the beginning saves numerous revisions later.

Let me stroll you thru the important parts I now embody in each SOP.

• Title web page. I be certain 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 rapidly discover particular sections once we want them.
• Preparatory info. That is the place I record all the things 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 enhancing. I embody screenshots the place they assist make clear steps.
• High quality management. I embody a guidelines of what “good” seems to be like, serving to to make sure consistency each time I take advantage of the SOP.
• References and glossary. I maintain a small glossary of technical phrases and hyperlinks to associated sources. This has confirmed particularly useful after I must reference model guides or consumer necessities.

Professional tip: Write your first draft as if explaining the method to somebody who’s by no means accomplished 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, take a look at, and revise.

My largest lesson in creating SOPs got here from watching my rigorously written directions collapse throughout precise use. I discovered that irrespective of how clear I believe my writing is, testing reveals blind spots.

My course of now’s easy however thorough:

1. I proofread for readability and technical accuracy.
2. I run via the method myself, following my very own directions precisely.
3. I time every step to make sure the tempo is life like.
4. 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 would drastically underestimated how lengthy it takes to judge 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 must be written into the SOP.

Step 8: Implement and often replace.

On the company, I noticed how SOPs developed with altering instruments and necessities. This taught me that even the very best procedures want common upkeep.

This lesson proved invaluable after I later established my freelance enterprise. What labored six months in the past may not be optimum at this time, particularly given how rapidly writing instruments and necessities change.

Taking what I discovered from the company’s evaluate course of, I now schedule quarterly opinions of my freelance SOPs.

This follow has helped me catch outdated processes like previous key phrase analysis strategies that have 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 solutions proper within the doc after I discover one thing wants updating.
• Assessment every SOP after I undertake new instruments or processes.
• Replace directions instantly if I discover steps that trigger confusion.
• Alter timeframes and necessities based mostly on altering consumer wants.

This method combines the systematic updating I witnessed on the company with the pliability wanted for impartial work. It ensures my processes keep present whereas sustaining the excessive requirements I discovered throughout my company expertise.

Professional tip: Set a calendar reminder for SOP opinions. Through the evaluate, run via the method precisely as written — you will typically discover steps that may very well be streamlined or up to date with higher strategies.

SOP Codecs: Selecting the Proper Construction for Your Enterprise Processes

In my analysis into SOP finest practices, I related with Leslie Lulham, chief of employees at MarketerHire, who shared an important perception: “The commonest purpose SOPs fail in follow is that they aren’t used.”

This highlights a key problem many organizations face: creating SOPs that do not simply doc processes however really drive constant execution.

Let’s discover three important codecs and the way they serve completely different wants.

1. Step-by-Step SOP

Greatest for: Clear Course of documentation

Step-by-step SOPs are detailed guides that define the precise sequence of actions wanted to finish a activity. Every step is listed so as, making it straightforward to comply with and guaranteeing consistency in execution.

“You will need to go in assuming the tip consumer is aware of nothing and totally element the method,” Lulham emphasizes.

This thoroughness transforms a easy process into an efficient coaching instrument. Clear, detailed steps assist new group members rise up to hurry rapidly whereas guaranteeing skilled employees keep constant high quality.

Step-by-step SOPs work finest for:

• New worker coaching.
• Excessive-stakes processes the place order issues.
• Duties with clear, linear development.
• Processes requiring documentation for compliance.

Source

2. SOP Flowcharts

Greatest for: Mapping complicated determination paths

Whereas linear processes profit from step-by-step documentation, complicated decision-making requires a special method.

Flowcharts map out course of steps in a visible sequence, serving to customers rapidly grasp each the move of duties and demanding determination factors.

Lulham presents sensible steerage on structuring complicated 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 move chart.”

I like to make use of the instance of the onboarding course of for a brand new contractor. The flowchart would possibly embody sending the settlement, establishing electronic mail entry, and including them to communication platforms.

Every of those steps includes a number of actions that deserve their very own detailed documentation, linked inside the principle flowchart.

SOP flowcharts are finest for:

• Advanced choices with a number of outcomes.
• Customer support situations.
• Troubleshooting processes.
• Duties requiring fast visible reference.

Source

3. SOP Guidelines

Greatest for: Balancing comprehensiveness with usability

Checklists guarantee consistency whereas holding processes environment friendly and manageable. Fashionable guidelines design requires a considerate method to consumer expertise.

“I embody 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 will probably be complete and clarify the assorted steps, why we do the duty the best way we do, and embody screenshots,” she provides.

This two-tier method serves each new customers who want detailed steerage and skilled employees who simply want fast reminders. It is significantly 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 fairly than a easy guidelines.

Advantages of Customary Working Procedures in Enterprise

Nonetheless questioning whether or not SOPs are a worthy trigger? Try their potential advantages for your small business.

• Consistency. SOPs be sure that duties are accomplished the identical approach 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 rapidly 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 accomplished in compliance with legal guidelines and rules, decreasing the chance of authorized points and fines.
• Security. SOPs define the fitting technique to carry out duties, which helps stop accidents and ensures everybody stays protected. That is particularly necessary in fields like manufacturing, healthcare, and development.
• Accountability. SOPs clearly outline who’s answerable for every activity, making it simpler to carry folks accountable and guaranteeing duties are accomplished accurately and on time.
• Buyer satisfaction. Completely happy clients are the very best clients. SOPs assist ship constant, high-quality services and products, giving clients the nice expertise they count on 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 give attention to what issues. By documenting the routine, we create more room for creativity and innovation.

Whether or not you are half of a giant group or working solo like I do now, SOPs can remodel chaos into readability – simply begin small, give attention to 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.