How to Write Standard Operating Procedures (SOPs) [+Templates]

Don’t love how exhausting it is to be in so many meetings you can’t really get things done? How about those constant messages and emails that keep interrupting your actual work? What about putting out stressful fires? 

There’s one thing all these sources of burnout have in common: A great standard operating procedure (SOP) prevents them. 

So grab a coffee and we’ll show you everything you need to know to create a killer SOP. You’ll save time, prevent unwanted interruptions, and actually sign off feeling like you actually accomplished something worthwhile.

What is a standard operating procedure (SOP)? 

A standard operating procedure (SOP) is a step-by-step, repeatable process for any routine task. It’s a kind of documentation that prevents stress, mistakes, and miscommunication. SOPs ensure reliability, efficiency, and consistently hitting quality standards in regular work activities.

Combined, SOPs are often referred to as a playbook, operations manual, or operational handbook. Having clear, updated SOPs for each process can help improve a company’s valuation because companies with solid playbooks can be viewed by potential owners as passive income investments. 

What is a good SOP format? 

An SOP format is a template your organization uses to document standard operating procedures. Giving your team a template (or many SOP examples) to follow helps ensure yours is high-quality and clear. 

How to choose an SOP format

When creating a standard operating procedure, decide which format will work best for you and your organization. The most common ones are simple or complex and depend on whether the scope of the standard operating procedure is small or large.

The SOP format you choose depends on your audience, purpose, and how much detail you need.

Simple SOP format

Best for standard operating procedures that are straightforward and low-complexity

A simple format shares key steps in an easy-to-digest overview. With a simple SOP format, you'll want to keep the document length to three to five sections and include:

• a statement of purpose
• a short summary
• bulleted step-by-step instructions or a short table
• the responsible person for each step

Hierarchical SOP format

Best for large, complex, or technical SOPs 

Also called a complex SOP format, this is a more formal format that includes a table of contents and headings to help organize the information into bite-sized pieces.

When using a hierarchical format, you'll want to include a table of contents and organize the procedure into several sections that include:

• a statement of purpose
• a summary or overview
• step-by-step instructions with details on how each task should be completed and links to any standards to it’s related checklists or action plan(s)
• responsible teams or stakeholders for each step

Flowchart SOP

Best for standard operating procedures that have a flexible scope

Using a flowchart SOP format can be useful to outline both simple and complex procedures. SOPs with a flowchart can vary in length. They need a few essential components that include: 

• a statement of purpose or introduction
• an easy-to-follow flowchart or diagram outlining what happens in various scenarios
• the responsible people for each step

What should an SOP include?

An SOP should include a clear title that names the procedure, why this SOP was created, and step-by-step instructions that include who is responsible for each step. Any quality standards or turnaround timelines should be specified.

When you create your SOPs in Guru, the owner of the documentation gets an automatic reminder to update the content periodically. 

Standard operating procedure examples

When you’re creating an SOP, how do you know when you’ve made a great one? Using our proven SOP template as a starting point will help ensure yours are effective. 

How to write a standard operating procedure (SOP) document

1. Step 1: Identify how things work now. If you are not the owner of the process day-to-day, interview the stakeholders who are and determine exactly how the process works. A great SOP starts with a clear picture of what actually happens, even if it’s not working well. 
2. Step 2: Determine where to document. Lonely process documentation hiding out in Google Drive will get you nowhere — fast. Look for a tool that supports sharing with your team, or one like Guru where you can easily and intuitively share all kinds of documentation with stakeholders you work with — even if they’re not already using it.
3. Step 3: Identify your audience. Will the procedures be used by a wider team to ensure continuity of delivery? If so, you’ll want to craft a detailed, step-by-step process that meets them at their level of skill and familiarity with the tools and technologies used. Are you an owner working to create a business that operates without you around 24/7? If so, it will be helpful to document the processes you’ve developed for the people who will take them over.
4. Step 4: Write up the SOP. Now that you know what you’re writing and for whom, you can draft an SOP that covers each step and who owns each. Our SOP templates below will help you jumpstart your process documentation. 
5. Step 5: Improve your process. Finding ways to level up a process is simpler when you get it out of your head. Easy ways to streamline SOPs include minimizing unnecessary back and forth, streamlining your workflows with automation, and improving the hand-off between parties by creating templates that share the right information in the best way possible.‍
6. Step 6: Update your SOP. In a wiki software like Guru, you can quickly update your SOP when a process changes, show it’s current by verifying it, and even alert colleagues to the change by sending an announcement.‍
7. Step 7: Continue to refine and update. SOPs are never “done.” Aim for finding the way that works best by refining yours over time.
   

How to use a standard operating procedure template

Teams need defined processes to get the job done, but how does your team document and share the processes you currently have so everyone’s on the same page?

With this Card template, you can standardize the way your team records your internal processes, provide the necessary context for why your team does things the way they do, and continue to utilize the knowledge management tools at your disposal.

How this template can help your team:

• Product and Engineering: Use Guru as your source of truth about coding, testing, and launch processes that all teammates need to know and access in their workflow.
• Customer Support and Success: Standardize your support processes and make information on escalations, refunds, and FAQs easily accessible for your CX teams.
• Sales: Wherever your sales team is working—email, CRM, or sales engagement tools—make sure they have the guidance they need to follow the steps in your team’s sales process. 
• Marketing: Launching a new campaign? Sending out swag to your customers? Make sure your team knows exactly how to do this by keeping that information in Guru.