A Full Information [+ Free Template]

In 2019, I used to be a contract author with no concept 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 turned a believer.

Their SOPs reworked my workflow: clear analysis tips saved me centered, 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’ll be able to give attention to crafting nice content material.

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

Desk of Contents

Varieties of SOPs

SOPs fall into three predominant classes: technical, administrative, and high quality management.

Technical SOPs information exact operations like software program deployment or tools setup. As an example, when you must standardize your web site updates, create a technical SOP that reduces deployment errors.
Administrative SOPs streamline enterprise processes comparable to bill dealing with and shopper onboarding. I’ve discovered them beneficial for these duties and for e-mail administration. I witnessed how the company’s administrative SOPs efficiently lowered shopper 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 crew began following the brand new QC SOP, our shopper revision requests dropped by 60%.

When to Create an SOP

Via 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 beneficial when consistency instantly 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 monitor, and finance groups depend upon them to streamline cost processing.

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

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

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

For easier 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 embrace?

An efficient SOP isn’t only a guidelines — it’s a device for readability and consistency. To make sure your crew can depend on it, each SOP ought to embrace just a few important elements that make it actionable, straightforward to grasp, and repeatable.

Let’s break down these elements and discover why each 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. Suppose: What objective does it obtain? Is it for a sure division or your entire group? This helps staff 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 crew members by means of the weblog publication course of, from the ultimate draft to the dwell publish. It covers WordPress publishing, web optimization 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.

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

This helps keep away from confusion or battle concerning who must do what. Embody a concise duty matrix that outlines the first proprietor, secondary assist, approvers, and finish customers.

Position

Accountability

Content material Author

Submits closing draft, implements editor suggestions

Editor

Opinions content material, performs web optimization test

Content material Supervisor

Last approval, schedule publication

Social Media Group

Creates and schedules promotional posts

4. Definitions

Listing key phrases that readers want to grasp to observe the process appropriately. Embody:

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

Right here’s an instance of what which may seem like.

CTA: Name-to-action (a immediate that encourages readers to take a particular motion).
KPI: Key efficiency indicator (metrics used to measure content material success).
web optimization: Search engine marketing (strategies to enhance content material visibility in search outcomes).
Type Information: A doc outlining writing requirements and formatting guidelines.

Professional tip: Hold definitions transient and related to the process solely. Arrange them alphabetically for straightforward reference.

5. Supplies and Tools

This part ought to state all sources wanted to finish the process. Embody 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 Advertising Hub), model asset library.
Software program: Meta Enterprise Suite, present model.
Sources: Social media calendar, accredited hashtag record, content material approval kind.

Hold 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 essential particulars, branching paths, or conditional steps. Advanced procedures could require sub-steps or choice 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 publish caption following model tips.
Add accredited hashtags.
Set publication date and time.
Submit for required approvals.
Confirm scheduled publish seems within the content material calendar.

Current the steps chronologically and specify any variations or choice factors. Embody cautionary notes or ideas the place related for course of readability.

7. Visible Aids

Use photographs, diagrams, or screenshots for example the steps. Visible aids could make advanced processes simpler to grasp and observe. Like this:

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8. Security and Compliance

Spotlight any security precautions or regulatory necessities. Make certain staff are conscious of any hazards, together with what must be performed to deal with them safely.

9. Troubleshooting

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

10. Approval and Revision

Embody a piece for approvals, noting who has reviewed and accredited the SOP.

Additionally, add a revision historical past to trace updates and adjustments over time. This ensures the SOP stays present and correct.

11. Contact Data

Provide contact particulars for somebody who can reply questions or present additional steerage. This ensures staff 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 effectively in your business. This will present beneficial insights into what info to incorporate and find out how to construction it successfully.

What does an SOP seem like? [Free Template]

A normal working process template provides you a transparent, organized format to observe. This makes the method of making SOPs quicker.

HubSpot’s free SOP template, as an example, outlines duties and processes in your crew. It consists of sections like function, scope, procedures, and duties.

You’ll be able to customise it along with your firm brand and add charts or diagrams within the appendix.

This user-friendly template makes certain your SOPs are complete and straightforward to grasp.

Get Your Free SOP Template Right here

Creating an efficient SOP does not need to be overwhelming. By breaking it down into manageable steps, you’ll be able to develop clear, helpful procedures that your crew will truly need to observe.

Let’s have a look at these steps intimately.

Step 1: Establish and prioritize processes and targets.

Once I started creating SOPs, I discovered rapidly 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? Take into account present bottlenecks and the way clear, well-documented steps might streamline operations.
What is going to customer support seem like with everybody following the SOP? Replicate on the potential enhancements in buyer satisfaction when your crew follows the standardized procedures.
How will the SOP enhance the corporate’s backside line? Take into consideration how constant processes can result in value financial savings, higher useful resource allocation, and elevated productiveness.

Establish workflow points and record departments that will profit from SOPs, comparable to finance, authorized, HR, customer support, and IT. Then, inside every division, pinpoint important duties to be carried out precisely to keep away from points.

Right here’s what that would seem like.

Finance: Budgeting, monetary reporting, payroll.
Authorized: Contract assessment, compliance audits.
HR: Recruitment, onboarding, evaluations.
Customer support: Inquiry responses, criticism 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 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 enhancing important areas.

I additionally suggest holding brainstorming classes with crew 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 criticism logs and error reviews 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 seen how their SOPs have been particularly written for various crew members.

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

As an example, the company‘s content material assessment SOP wasn’t full of administration jargon — it contained clear, particular steps that writers like me might observe. This made our work constant and lowered confusion about expectations.

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

Whether or not it‘s for analysis, writing, or shopper communication, I make sure that each step aligns with the person’s precise every day duties and makes use of language they’re snug with.

Professional tip: A typical mistake is writing SOPs on the flawed experience degree. Shadow somebody out of your target market for an hour — you will rapidly spot which particulars they take without any consideration and which of them want extra clarification.

Step 3: Decide the stakeholders and creators.

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

Management supplied a high-level imaginative and prescient for a way SOPs ought to align with enterprise objectives.
Managers helped refine the practices and ensured easy implementation.
However most significantly, the ground-level staff (like myself and my fellow writers) supplied essential enter about what truly labored in apply.

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

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

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

Hold 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 employees. Whereas administration approval is necessary, the folks doing the precise work ought to be your major supply of data.

Step 4: Decide the scope and format.

Once 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 totally different codecs that I discovered what actually labored for various conditions.

The secret is to contemplate who’ll use the SOP and what instruments they’re going to 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 set up sources.

This helped me select a format that lined all of the important parts with out changing into overwhelming.

Listed here are the simplest codecs I’ve encountered.

Step-by-step written record: Superb for easy, simple duties.
Hierarchical record: Helpful for advanced procedures with many steps and choice factors.
Flowchart: Nice for processes with a number of outcomes.
Easy guidelines: Good for duties that have to be repeated persistently.
Video: Efficient for visible learners and demonstrations.
Interactive course: Participating and complete for detailed coaching.

Keep 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 choice factors.

Professional tip: Create a tough draft in two totally 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.

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

One eye-opening train was timing myself whereas finishing a writing venture and noting each step, device, 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 greatest:

Begin with analysis into business tips and greatest practices.
Doc your present course of as you truly carry out it.
Notice which instruments and sources you depend on.
Establish potential challenges and bottlenecks.
Search for methods to include confirmed methods from others in your subject.

I additionally assessment any present documentation or procedures I’ve, even when they‘re simply tough notes, to make sure I’m not lacking any necessary steps.

Professional tip: File your self finishing the method whereas narrating what you are doing. It will allow you to 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 put in writing my first severe SOP for my content material workflow, I rapidly realized I wanted a transparent construction.

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

Let me stroll you thru the important elements I now embrace in each SOP.

Title web page. I make 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 rapidly discover particular sections after 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 consists of required software program, database entry, and template hyperlinks.
Methodology and procedures. That is the guts 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 embrace screenshots the place they assist make clear steps.
High quality management. I embrace a guidelines of what “good” seems 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 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 performed 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 greatest lesson in creating SOPs got here from watching my fastidiously written directions disintegrate throughout precise use. I discovered 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 means of the method myself, following my very own directions precisely.
I time every step to make sure the tempo is lifelike.
I ask somebody unfamiliar with the duty to observe 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 clarify or make clear steps verbally. If you wish to add verbal directions, these particulars have to 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 assessment course of, I now schedule quarterly critiques of my freelance SOPs.

This apply has helped me catch outdated processes like previous key phrase analysis strategies that have been now not efficient. Common critiques 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 shopper wants.

This strategy 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 critiques. Through the assessment, run by means 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 related with Leslie Lulham, chief of employees at MarketerHire, who shared a vital perception: “The commonest motive SOPs fail in apply is that they aren’t 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 totally 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 process. Every step is listed so as, making it straightforward to observe and making certain consistency in execution.

“You should go in assuming the tip person is aware of nothing and totally element the method,” Lulham emphasizes.

This thoroughness transforms a easy process into an efficient coaching device. Clear, detailed steps assist new crew members rise up to hurry rapidly whereas making certain skilled employees keep 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.

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2. SOP Flowcharts

Finest for: Mapping advanced choice paths

Whereas linear processes profit from step-by-step documentation, advanced decision-making requires a distinct strategy.

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

Lulham presents sensible steerage on structuring advanced processes: “If any singular step in a flowchart composes a number of actions, it ought to be damaged out into a number of SOPs, which might get hyperlinked again into the unique stream 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 includes 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.

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3. SOP Guidelines

Finest for: Balancing comprehensiveness with usability

Checklists guarantee consistency whereas retaining processes environment friendly and manageable. Fashionable guidelines design requires a considerate strategy to person expertise.

“I embrace a ‘TL;DR’ model on the prime,” Lulham shares, describing her revolutionary strategy.

“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 varied steps, why we do the duty the best way we do, and embrace screenshots,” she provides.

This two-tier strategy 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 deciding on a format, map out your course of on paper first. I’ve discovered this straightforward step saves hours of revision later, because it helps determine choice factors which may want a flowchart slightly than a easy guidelines.

Advantages of Commonplace Working Procedures in Enterprise

Nonetheless questioning whether or not SOPs are a worthy trigger? Take a look at their potential advantages for what you are promoting.

Consistency. SOPs make sure that duties are performed the identical approach each time, which retains high quality excessive and errors low. With everybody on the identical web page, your services or products persistently hit the mark.
Effectivity. Clear directions assist new hires and seasoned staff 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 performed in compliance with legal guidelines and laws, lowering the chance of authorized points and fines.
Security. SOPs define the precise approach to carry out duties, which helps forestall accidents and ensures everybody stays protected. That is particularly necessary in fields like manufacturing, healthcare, and building.
Accountability. SOPs clearly outline who’s liable for every process, making it simpler to carry folks accountable and making certain duties are accomplished appropriately and on time.
Buyer satisfaction. Joyful prospects are the very best prospects. SOPs assist ship constant, high-quality services and products, giving prospects the good 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 largest revelation? Good SOPs do not constrain us; they free us to give attention to what issues. By documenting the routine, we create extra space for creativity and innovation.

Whether or not you are half of a big crew 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 word: This publish was initially printed in August 2021 and has been up to date for comprehensiveness.