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 pointers 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 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 possibly can 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, 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 typical working process is a complete step-by-step information on the best way to carry out a routine job. Managers can save time on coaching by sharing SOPs, and workers can check with them for sequential directions when executing particular duties.
Kinds of SOPs
SOPs fall into three essential classes: technical, administrative, and high quality management.
- Technical SOPs information exact operations like software program deployment or tools setup. As an example, when you want to standardize your web site updates, create a technical SOP that reduces deployment errors.
- Administrative SOPs streamline enterprise processes akin to bill dealing with and consumer onboarding. I’ve discovered them helpful for these duties and for e-mail administration. I witnessed how the company’s administrative SOPs efficiently decreased consumer 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 workforce began following the brand new QC SOP, our consumer revision requests dropped by 60%.
When to Create an SOP
By way 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 useful when consistency immediately impacts success. They take away the guesswork from complicated processes, making them simpler for everybody concerned.
For instance, buyer help 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 on them to streamline fee processing.
Based mostly on my expertise, listed below are the tell-tale indicators you want an SOP:
- When a job requires a number of folks to finish it persistently.
- If errors within the course of may 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 primary guidelines typically does the job higher. The secret’s 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 workforce can depend on it, each SOP ought to embody a couple of important elements that make it actionable, simple 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 Put up Overview Course of – Content material Workforce SOP
2. Function 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 aim does it obtain? Is it for a sure division or all the 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 workforce members by means of the weblog publication course of, from the ultimate draft to the reside 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 data close to the highest of the doc.
Embody related ID numbers, division names, and crucial signatures. Moreover, listing the roles concerned within the process and make clear their obligations.
This helps keep away from confusion or battle relating to who must do what. Embody a concise duty matrix that outlines the first proprietor, secondary help, approvers, and finish customers.
|
Position |
Duty |
|
Content material Author |
Submits remaining draft, implements editor suggestions |
|
Editor |
Opinions content material, performs search engine optimisation test |
|
Content material Supervisor |
Remaining approval, schedule publication |
|
Social Media Workforce |
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.
- Business-specific jargon that requires rationalization.
Right here’s an instance of what which may appear like.
- 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: Preserve definitions transient and related to the process solely. Manage 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 and marketing Hub), model asset library.
- Software program: Meta Enterprise Suite, present model.
- Assets: Social media calendar, permitted hashtag listing, content material approval type.
Preserve the listing clear and particular so customers can collect all the pieces 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. Complicated 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: Verify that dimensions match platform necessities.)
- Write put up caption following model pointers.
- Add permitted 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 choice factors. Embody cautionary notes or ideas the place related for course of readability.
7. Visible Aids
Use photos, diagrams, or screenshots for example the steps. Visible aids could make complicated processes simpler to grasp and observe. Like this:
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 completed to deal with them safely.
9. Troubleshooting
Present options for frequent issues which may come up through the process. This part can save time and scale back frustration by serving to workers resolve points rapidly.
10. Approval and Revision
Embody a bit for approvals, noting who has reviewed and permitted 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 steering. 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 business. This may present helpful insights into what data to incorporate and the best way to construction it successfully.
What does an SOP appear like? [Free Template]
A typical 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 to your workforce. It contains sections like goal, scope, procedures, and obligations.
You may 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 grasp.
Get Your Free SOP Template Right here
How To Write an SOP
- Establish and prioritize processes and goals.
- Outline the end-user.
- Decide the stakeholders and creators.
- Decide the scope and format.
- Collect data.
- Define and write the SOP.
- Proofread, check, and revise.
- Implement and repeatedly replace.
Creating an efficient SOP would not must be overwhelming. By breaking it down into manageable steps, you possibly can develop clear, helpful procedures that your workforce will really wish to observe.
Let’s take a look at these steps intimately.
Step 1: Establish and prioritize processes and goals.
Once I started creating SOPs, I discovered rapidly that attempting to doc all the pieces 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 may streamline operations.
- What is going to customer support appear like with everybody following the SOP? Replicate on the potential enhancements in buyer satisfaction when your workforce 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.
Establish workflow points and listing departments that might profit from SOPs, akin 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 like.
- Finance: Budgeting, monetary reporting, payroll.
- Authorized: Contract evaluate, 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, goal, 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 bettering essential areas.
I additionally suggest holding brainstorming periods with workforce members to seize all related duties and finalize SOP goals.
Professional tip: Do not rely solely on administration enter when prioritizing which processes want SOPs. As an alternative, evaluate your buyer criticism logs and error stories 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 workforce members.
Whereas managers reviewed the SOPs, the content material was at all times 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 evaluate SOP wasn’t crammed with administration jargon — it contained clear, particular steps that writers like me may observe. This made our work constant and decreased 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 really use the doc.
Whether or not it‘s for analysis, writing, or consumer communication, I be certain 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 incorrect experience stage. 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 rationalization.
Step 3: Decide the stakeholders and creators.
At my company, I noticed how totally different stakeholders interacted with SOPs, every bringing their very own perspective to make the paperwork simpler. By way of this expertise, I discovered to think about 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 really labored in observe.
I found that the very best SOPs weren’t simply permitted by administration — they have been formed by the folks doing the every day work.
These have been the workforce 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 affect the shopper expertise.
Preserve 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 employees. 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 pieces into easy lists. It wasn‘t till I experimented with totally different codecs that I discovered what really labored for various conditions.
The secret’s to think about 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 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 lined all of the important components with out changing into overwhelming.
Listed here are the simplest codecs I’ve encountered.
- Step-by-step written listing: Supreme for easy, simple duties.
- Hierarchical listing: Helpful for complicated procedures with many steps and choice factors.
- Flowchart: Nice for processes with a number of outcomes.
- Easy guidelines: Excellent for duties that have to be repeated persistently.
- Video: Efficient for visible learners and demonstrations.
- Interactive course: Participating and complete for detailed coaching.
Bear in mind, easier is normally higher. I’ve discovered {that a} primary step-by-step listing 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 normally your most suitable option.
Step 5: Collect data.
In my transition from scattered notes to correct SOPs, I found that thorough data gathering makes all of the distinction.
Fairly 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, instrument, and useful resource I used.
I used to be shocked to search out I used to be skipping steps I assumed have 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 business pointers and greatest practices.
- Doc your present course of as you really carry out it.
- Be aware 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 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. This can allow you to catch small however necessary particulars, like keyboard shortcuts or verification steps, that you simply may 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.
By way 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 elements 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 after we want them.
- Preparatory data. That is the place I listing all the pieces 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 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 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 completed 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 disintegrate throughout precise use. I discovered that irrespective of how clear I feel my writing is, testing reveals blind spots.
My course of now’s 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 real looking.
- 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 might 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 have to 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 very best procedures want common upkeep.
This lesson proved invaluable after I later established my freelance enterprise. What labored six months in the past won’t be optimum immediately, particularly given how rapidly writing instruments and necessities change.
Taking what I discovered from the company’s evaluate course of, I now schedule quarterly evaluations of my freelance SOPs.
This observe has helped me catch outdated processes like outdated key phrase analysis strategies that have been now not efficient. Common evaluations additionally assist me incorporate new instruments and strategies that enhance effectivity.
To maintain my SOPs present, I:
- Add feedback and recommendations proper within the doc after I discover one thing wants updating.
- Overview 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 strategy combines the systematic updating I witnessed on the company with the flexibleness wanted for unbiased 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 evaluations. In the course of the evaluate, 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 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 really 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 job. Every step is listed so as, making it simple to observe and making certain consistency in execution.
“You will need to go in assuming the tip 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 workforce members stand up to hurry rapidly whereas making certain skilled workers 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.
2. SOP Flowcharts
Finest for: Mapping complicated choice paths
Whereas linear processes profit from step-by-step documentation, complicated decision-making requires a unique strategy.
Flowcharts map out course of steps in a visible sequence, serving to customers rapidly grasp each the move of duties and important choice factors.
Lulham gives sensible steering 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 may embody sending the settlement, organising 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:
- Complicated selections with a number of outcomes.
- Customer support eventualities.
- Troubleshooting processes.
- Duties requiring fast visible reference.
3. SOP Guidelines
Finest for: Balancing comprehensiveness with usability
Checklists guarantee consistency whereas protecting processes environment friendly and manageable. Fashionable guidelines design requires a considerate strategy to person expertise.
“I embody a ‘TL;DR’ model on the high,” 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 embody screenshots,” she provides.
This two-tier strategy serves each new customers who want detailed steering 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 straightforward step saves hours of revision later, because it helps establish choice factors which may want a flowchart fairly than a easy guidelines.
Advantages of Normal Working Procedures in Enterprise
Nonetheless questioning whether or not SOPs are a worthy trigger? Try their potential advantages for what you are promoting.
- Consistency. SOPs make sure that duties are completed the identical method 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 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 completed in compliance with legal guidelines and laws, lowering the chance of authorized points and fines.
- Security. SOPs define the precise method to carry out duties, which helps stop accidents and ensures everybody stays secure. That is particularly necessary 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 making certain duties are accomplished appropriately and on time.
- Buyer satisfaction. Completely satisfied prospects are the very best prospects. SOPs assist ship constant, high-quality services, 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 unbiased 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 extra space for creativity and innovation.
Whether or not you are half of a giant workforce 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 notice: This put up was initially printed in August 2021 and has been up to date for comprehensiveness.
