How to Write Standard Operating Procedures: 10 Clear Steps

Have you ever had to explain the same task over and over again? Or found yourself dealing with confusion and inconsistency in how work gets done? Without clear Standard Operating Procedures (SOPs), teams struggle with miscommunication, mistakes, and inefficiencies that slow down productivity.

A well-written SOP eliminates guesswork, provides step-by-step guidance, and ensures that tasks are completed correctly every time—whether by new hires or seasoned employees. It’s the key to standardizing processes, improving efficiency, and reducing errors across your organization.

In this guide, we’ll break down 10 clear steps to writing SOPs that are easy to follow, actionable, and designed to keep your operations running smoothly.

10 Steps to Writing an Effective Standard Operating Procedure (SOP)

Creating a standard operating procedure (SOP) isn’t just about documentation, it’s about clarity, consistency, and making sure tasks run smoothly every time. Without a well-written SOP, businesses risk inefficiency, errors, and wasted time. 

Even if you’re training new hires or refining workflows, having a structured process eliminates confusion and helps teams perform at their best. The following steps will guide you through crafting an SOP that’s clear, actionable, and easy to follow.

Step 1: Identify the Process to Document

Start by selecting processes that directly impact your business operations. These are often tasks performed regularly, such as onboarding new employees, handling customer complaints, or processing orders.

High-frequency or high-risk tasks should take priority because small errors in these areas can snowball into bigger issues. Your goal is to choose processes where clear instructions can drive immediate improvements.

Once you identify a process, clearly define its boundaries. Outline where the process starts and ends, ensuring there’s no overlap with other procedures. Collaborate with your team to pinpoint pain points or areas where errors commonly occur.

Documenting these insights will help you focus on solving real problems, making your SOP practical and valuable.

• Focus on processes that are frequent, complex, or error-prone.
• Prioritize tasks that involve multiple team members or departments.
• Consult team members to identify common points of confusion.
• Define clear start and end points for the process.

Pro Tip: Choose processes where improvements can save the most time or reduce costly mistakes.

Step 2: Set a Clear Objective for the SOP

A well-defined objective keeps your SOP focused and purposeful. Start by asking: What should this SOP accomplish? The answer should be specific, such as reducing onboarding time, maintaining safety standards, or ensuring consistent customer service. The objective acts as the guiding star of your SOP, keeping it aligned with your business goals.

Don’t just state the objective, explain why it matters. For example, “This SOP aims to standardize the customer refund process to reduce errors and improve customer satisfaction.” This clarity ensures everyone, from managers to new hires, understands the why behind the procedure.

A strong objective not only guides users but also helps future reviewers decide when updates are needed.

• Clearly state the purpose of the SOP in simple language.
• Explain the expected outcomes, such as improved speed or accuracy.
• Align the objective with business goals, like better customer experience.
• Ensure the objective is measurable (e.g., reduce errors by 20%).

Pro Tip: Add the objective as the first section of your SOP to help readers immediately understand its value.

Step 3: Choose the Right Format for Your SOP

The right format can make or break an SOP’s usability. Different tasks demand different formats, choose based on how the information will be used. For linear, step-by-step tasks, a checklist is often best. For processes with decisions, such as troubleshooting issues, flowcharts are more effective. The goal is to match the format to how your team thinks and works.

Your format should also suit your company’s digital tools. Are your teams used to working on Google Docs, Notion, or Asana? Stick with what they know. Combine formats if needed, such as a step-by-step list with screenshots or a short video walkthrough. The easier you make it to follow the SOP, the more likely it is to be used.

• Use checklists for simple, linear tasks.
• Provide flowcharts for decision-based processes.
• Include videos or images for technical tasks.
• Stick to digital formats that your team already uses.

Pro Tip: Use headings, numbered lists, and bullet points to make your SOPs scannable and user-friendly.

Step 4: Gather Input from Those Who Do the Work

Your frontline workers know the process best, use their knowledge to create a practical SOP. Interview employees who perform the task regularly and ask them to walk you through it. Their input will highlight critical steps, shortcuts, and potential pitfalls. Document their exact actions, including small but essential details that might otherwise be missed.

Feedback from your team also ensures your SOP feels practical, not theoretical. Ask them: “What mistakes happen most often?” or “What steps confuse new hires?” Their answers will help you include troubleshooting tips and warnings. Plus, involving the team in SOP creation builds a sense of ownership and encourages them to follow it.

• Interview employees to understand their current workflow.
• Observe them performing the task to catch details they forget to mention.
• Collect feedback on common errors and challenges.
• Document best practices from experienced team members.

Pro Tip: Record interviews or screen-sharing sessions to capture detailed insights easily.

Step 5: Break Down the Process into Clear Steps

Clarity is king in an SOP. Write each step in simple, direct language, starting with an action verb like “Open,” “Click,” or “Submit.” Keep each step focused on one action to prevent confusion. Imagine you’re giving instructions to someone performing the task for the first time.

In addition to numbered steps, include extra details that prevent errors. For example, “Submit the report by 5 PM” or “Use Template A for all client emails.” When appropriate, include screenshots or short videos under complex steps. The more specific you are, the easier it is for users to follow the procedure without guesswork.

• Start each step with an action verb for clarity.
• Use numbered steps for easy navigation.
• Include deadlines, file names, or templates where needed.
• Add screenshots for digital tasks.

Pro Tip: Have someone unfamiliar with the process test your steps, if they get stuck, revise the instructions.

Step 6: Add Visuals to Enhance Clarity

Visuals aren’t just pretty, they’re powerful. Screenshots, diagrams, and videos help users understand steps quickly, especially for digital or technical tasks. For example, a screenshot showing where to click on a dashboard can prevent hours of confusion. When possible, place visuals directly under the step they illustrate.

Use the right visual format for the job. Flowcharts are best for decision-based tasks, while video demos are ideal for hands-on procedures like assembling equipment. Don’t overwhelm the user, use visuals to support the text, not replace it. Label images clearly, and make sure videos are brief and to the point.

• Use screenshots to show software steps clearly.
• Provide flowcharts for decision-based processes.
• Add video demos for hands-on tasks.
• Label and caption visuals for easy understanding.

Pro Tip: Include a short “Visual Summary” section at the end of complex SOPs for quick review.

Step 7: Test the SOP with a Newbie

Testing is your SOP’s trial by fire. Have someone unfamiliar with the process follow the SOP exactly as written. Their experience will quickly reveal gaps, unclear steps, or missing information. Testing with a “beginner’s mind” ensures your SOP is truly user-friendly.

Collect feedback and revise accordingly. If they get stuck, rewrite the confusing steps. If they skip steps, make the instructions clearer. Your goal is to create an SOP that anyone, from a new hire to a senior employee, can follow without help.

• Select a tester unfamiliar with the process.
• Have them complete the task using only the SOP.
• Collect feedback on unclear or missing instructions.
• Revise based on their experience.

Pro Tip: Perform tests regularly, especially when processes or tools change.

Step 8: Get Approval and Store It Where Everyone Can Find It

Approval from managers or compliance officers ensures your SOP aligns with company standards and legal requirements. Before publishing, double-check for accuracy and completeness. Once approved, store it in a place that’s easy for your team to access. A great SOP is useless if no one can find it.

Choose a central, digital location, such as Notion, Google Drive, or your company’s project management tool. Use consistent file naming, and keep the latest version clearly marked. Ensure all team members know where to find SOPs relevant to their roles.

• Get sign-off from managers or compliance officers.
• Check for accuracy and completeness.
• Store in a shared digital location.
• Use clear version control (e.g., SOP v2.1).

Pro Tip: Pin the most commonly used SOPs to your team’s Slack channel for easy access.

Step 9: Train Your Team on the SOP

Even the best SOP won’t help if your team doesn’t know it exists or how to use it. Conduct live walkthroughs of new SOPs to explain key steps and their importance. Encourage participation, ask team members to demonstrate steps to confirm understanding.

Offer different training formats: live sessions, video tutorials, and Q&A forums. Provide a way for users to submit feedback, and update the SOP based on their input. Make it clear that the SOP is a living document, designed to help them succeed.

• Conduct live walkthroughs and demos.
• Offer video tutorials for remote teams.
• Gather feedback during training sessions.
• Emphasize how the SOP benefits their daily work.

Pro Tip: Create a quick-reference “SOP Cheat Sheet” for complex processes.

Step 10: Review and Update Regularly

SOPs must evolve with your business. Processes, tools, and regulations change, so your SOPs should too. Schedule regular reviews, quarterly or annually, to keep them accurate. Assign a specific person or role to own each SOP’s updates.

During reviews, check if steps are still correct and tools are up-to-date. Collect feedback from users to identify unclear or inefficient steps. Update visuals, fix broken links, and ensure the version number reflects the latest revision.

• Schedule SOP reviews quarterly or annually.
• Assign ownership to ensure updates are completed.
• Collect feedback from users for improvements.
• Update version numbers and record changes in a log.

Pro Tip: Add a “Last Reviewed” date to every SOP and highlight what changed in the latest version.

Standard Operating Procedure Formats

Choosing the right SOP format ensures your team can easily follow instructions and complete tasks accurately. The best format depends on the complexity of the process and the audience using it. Below are the most common SOP formats, each suited to different types of tasks and workflows. Selecting the right one can make your SOP more effective and user-friendly.

Step-by-Step Format

This format uses numbered steps to guide users through a process, making it ideal for simple, linear tasks that follow a consistent sequence. It works best for routine activities with a clear start and finish, such as submitting expense reports or updating software. The simplicity of this format reduces confusion and helps users stay on track. It’s most effective when tasks are straightforward and require minimal decision-making.

• Best for simple, linear tasks.
• Easy to read and follow with numbered actions.

Checklist Format

Checklists are perfect for tasks that require thoroughness but not a specific order. They help users track progress and ensure nothing is missed. This format is often used for safety inspections, equipment maintenance, or inventory audits. Its simplicity allows for quick reviews without overwhelming detail.

• Ideal for tasks with flexible sequences.
• Helps users track completed steps.

Hierarchical Format

A hierarchical format breaks down major steps into smaller sub-steps, offering clarity for more complex procedures. It’s useful for tasks that involve multiple stages or teams, such as assembling products or processing invoices. This structured approach prevents confusion by showing how each step contributes to the larger task.

Flowchart Format

Flowcharts use diagrams to visually represent processes, making them ideal for decision-based tasks. Users follow paths based on outcomes, which is helpful for troubleshooting or approval workflows. This format simplifies complex processes and highlights different possible outcomes clearly.

• Best for decision-based processes.
• Visually maps outcomes and next steps.

Video or Multimedia Format

Video tutorials and screen recordings are highly effective for training or technical tasks. They offer step-by-step visual guidance, which is especially useful for hands-on procedures or software demonstrations. This format is engaging and caters to visual learners, making it suitable for onboarding and remote teams.

• Great for visual learners and remote teams.
• Effective for technical or software tutorials.

Benefits of Administering Standard Operating Procedures

1. Increases Consistency and Reduces Errors

SOPs ensure tasks are performed the same way every time, creating reliable outcomes and minimizing mistakes. When everyone follows the same procedures, quality remains consistent across the board. This consistency strengthens your brand’s reputation and builds customer trust.

2. Simplifies Training and Onboarding

With clear SOPs, new employees can quickly learn their roles without constant supervision. Procedures act as a reference guide, reducing training time and easing the onboarding process. This allows your team to scale more efficiently without sacrificing productivity.

3. Enhances Productivity and Efficiency

SOPs eliminate guesswork, helping employees complete tasks faster and more accurately. Clear steps prevent time-wasting errors and ensure workflows run smoothly. This boosts overall productivity and allows teams to focus on higher-value tasks.

4. Improves Accountability and Performance Tracking

A well-defined SOP outlines responsibilities, making it clear who is accountable for each task. This clarity helps managers monitor performance and address issues effectively. Employees are more likely to meet expectations when their roles are clearly defined.

5. Promotes Safety and Compliance

SOPs are crucial for industries with strict safety or regulatory requirements. They guide employees on proper procedures, reducing the risk of accidents and legal issues. Regularly updated SOPs also help your business stay compliant with changing regulations.

6. Protects Knowledge and Experience

Documenting processes prevents valuable knowledge from leaving when employees do. SOPs capture best practices, ensuring business continuity during staff changes. This knowledge-sharing reduces the learning curve for new team members.

7. Reduces Operational Costs

By streamlining processes and reducing errors, SOPs cut down on costly inefficiencies. Employees spend less time correcting mistakes or repeating tasks. This operational efficiency translates into significant cost savings over time.

8. Strengthens Team Collaboration

When everyone follows the same process, collaboration becomes more effective. SOPs create alignment across departments, reducing confusion and miscommunication. Teams can work together more seamlessly toward shared goals.

9. Improves Customer Satisfaction

Consistent service delivery, guided by SOPs, results in a better customer experience. From order processing to support responses, standardized procedures prevent service gaps. Happy customers are more likely to return and recommend your business.

10. Supports Business Growth and Scaling

SOPs provide the structure needed for a business to expand without chaos. As your team grows, documented procedures ensure that new locations or departments operate consistently. This foundation allows you to scale confidently and efficiently.

Standard Operating Procedures: Final Word

Writing effective SOPs isn’t just about documentation, it’s about creating clarity, consistency, and efficiency in your business. By following these steps and choosing the right formats, you’ll build SOPs that empower your team and simplify operations. Start today, and you’ll see how strong procedures can transform your workflows and drive lasting success.

Frequently Asked Questions

How long should a standard operating procedure be?

A standard operating procedure should be as long as necessary to clearly explain the process without adding unnecessary detail. Short, simple tasks may need one page, while complex processes may require multiple sections with visuals, examples, or troubleshooting tips.

Who should be responsible for writing a standard operating procedure?

The person most familiar with the process should draft the standard operating procedure, but it should be reviewed by supervisors or subject matter experts. Collaboration with team members ensures accuracy, while management approval guarantees it aligns with company standards and policies.

How often should standard operating procedures be reviewed?

Standard operating procedures should be reviewed at least annually or whenever processes, tools, or regulations change. Regular reviews ensure procedures remain accurate, efficient, and compliant. Collecting feedback from users can also help identify gaps or areas for improvement.

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