A step-by-step guide to building an SOP template

Everyone has their own way of doing things. Even a task as simple as frying an egg comes with multiple routes and just as many results. Fine, when it’s just for you — but what about if you run a restaurant and need the results and processes to be the same each time? 

Enter the Standard Operating Procedure, or SOP for short. It’s a simple yet mighty process that helps businesses achieve consistent results every time. Here’s how to get started! 

What is a Standard Operating Procedure (SOP)?

SOPs are straightforward, no-nonsense instructions that ensure every task is done right. They’re essential across all departments — marketing, sales, customer service — because everyone needs to be on the same page, whatever their role. New hires get up to speed faster, mistakes are minimized, and operations flow without a hitch. 

Establishing clear SOPs helps companies stay competitive and consistently deliver excellent customer service. The bottom line: SOPs are non-negotiable for efficiency and success.

Let’s say you run an eCommerce business, and your SOP document covers order processing. The SOP is there to make sure workers handle every order efficiently and consistently. The outline might look something like this: 

• Receive order notification:
  • Check the order details for accuracy.
  • Verify payment has been processed.
• Prepare order for shipment:
  • Pick items from inventory as per the order details.
  • Inspect items for quality and completeness.
• Package the order:
  • Choose appropriate packaging materials.
  • Securely package the items to avoid damage.
• Ship the order:
  • Generate shipping labels from the logistics system.
  • Hand over the package to the shipping provider.
• Update order status:
  • Mark the order as shipped in the system.

Why are SOPs important?

SOPs give you a solid base for building a thriving business. The framework helps every worker know their tasks and carry them out in the same way, which boosts output and makes results steady. SOPs also cut down on mistakes since each step is plainly set out and followed. This ease helps teach new workers, cutting the time they need to learn. 

SOPs help workers take charge of their duties because they make it easy to spot and correct deviations from the set steps. These easy-to-follow rules and processes are also great for compliance.

SOPs:

• Help you stay consistent 
• Cut down on mistakes 
• Help new workers get up to speed 
• Help staff take ownership of their duties 
• Help you stay compliant.

What is an SOP template? And why do you need one?

Organizations have several SOPs for different processes and departments. The SOP template is a structured framework that standardizes all of this documentation. 

The consistency the template provides makes it easier for employees to navigate and understand the procedures, irrespective of the department they belong to. Having a predefined template in place also makes it easier to incorporate changes.

Using a template not only saves time when it comes to drafting new SOPs — it also helps ensure you don’t miss anything. 

SOP templates: 

• Ensure consistency across all documented procedures, enhancing clarity and understanding.
• Save time by providing a ready-to-use format for drafting new SOPs.
• Guarantee you don’t miss critical steps or details during the documentation process.
• Facilitate quick integration of updates or changes.
• Support seamless task execution, boosting efficiency.
• Contribute to a harmonious work environment by standardizing processes across departments.

How to write an SOP: A step-by-step guide

Ready to get started with your own template? Just follow these simple steps. 

1. Think about what you want your SOP to do 

Clearly explain its reason. Knowing why you need the SOP will guide you as you write it. Think about the tasks you need to cover and the results you want by using it. 

This reason should fit with the group’s main goals and vision. By locating that core aim, you can shape the SOP to meet the needs of those who use it well, setting the stage for a clear and full guideline.

2. Pick out the key parts

Now you need to highlight the important bits. 

Start by breaking down the job into clear, easy-to-follow steps. This means stating what each person’s job is, what resources you or they need, and any safety or rule-based guidelines. 

Use simple and clear words to avoid confusion. Think about using lists, charts, or drawings to show tough ideas so they’re easier for users to follow. By adding these key parts, the SOP will serve well as a guide and will ensure tasks are done right and the same way each time.

Here’s what your SOP might contain: 

• Title
  • Make it clear and straightforward
• Scope and purpose 
  • Outline what (and what isn’t) included
• Task steps
  • Clearly define each step in the task.
  • Provide a logical sequence of actions.
  • Include sub-steps for tasks requiring additional detail.
• Roles and responsibilities
  • Identify each role involved in the process.
  • Clearly delineate responsibilities for every role.
  • Specify any dependencies between different roles.
• Tools and materials 
  • List all essential tools and equipment.
  • Include specifications or model numbers if applicable.
  • Describe any consumable materials and their quantities.
• Safety and compliance guidelines
  • Outline potential hazards associated with each step.
  • Specify personal protective equipment (PPE) requirements.
  • Note any regulatory or compliance standards that must be met.
• Definitions
  • Provide definitions for any technical terms that may be unfamiliar to those without specialized knowledge.
• Related documents
  • List any documents that are referenced within the SOP or that may provide additional context or support, like workflows.
• Turnaround times
  • Specify any deadlines or timeframes for completing steps within the SOP to ensure timely task execution.
• Quality standards
  • Define the quality measures or standards that must be adhered to during the implementation of the SOP.
• Revision history
  • Maintain a log of changes to the SOP, noting dates, modifications, and individuals responsible for updates.
• Approval and sign-offs
  • Document the approval process, including who must sign off on the SOP and any required endorsements from management or relevant stakeholders.

3. Choose your format 

Now think about what you want your SOP to look like. Here are three great options to get you started.

Step-by-step 

This approach breaks down tasks into individual actions that you need to follow sequentially, which gives clarity and accuracy. 

It’s suitable for tasks where each step builds on the previous one, requiring detailed instructions to guide the user from start to finish. This approach minimizes errors. It’s especially good for training new employees or implementing procedures that need to be followed in a particular order. 

Checklist 

When task sequencing is flexible, a checklist format might be a better option. It offers up a list of tasks to tick off, without constraining you to a specific order. Just like your everyday to-do list. 

Checklists are intuitive and allow for quick verification that you’ve not overlooked anything, which makes them ideal for inspections, audits, or any other process where coverage is more important than sequence. 

Flowchart 

For more complex procedures involving multiple decision points, a flowchart is a great choice. 

These diagrams are perfect for illustrating pathways and potential outcomes at various stages in the process. This format guides users through a series of steps while presenting different scenarios and actions based on specific conditions or inputs. This helps users get the overall process structure quickly and make decisions. The visual nature makes them especially good for training or quick reference guides.

4. Create and share your SOP

When you’re following steps one to three, make sure you get multiple people involved so it’s as comprehensive as possible. Use direct words that everyone can understand. And once you’re done, test it with a few people to find and fix any unclear parts. 

Finally, store the SOP somewhere easily accessible and cloud-based (like your project management tool). Consider inviting everyone to add comments to the document to fine-tune it before making it official.

Updating your SOP

Keeping your SOP up to date is important. Start by setting up a routine review schedule, perhaps every six months or yearly, depending on how often your processes change. During these evaluations, get key team members involved to spot any updates you need to factor in. 

Look for changes in tools, tech, or regulations that may impact your methods. And keep clear records to track the evolution of the SOP over time. Doing this helps everyone stay aligned with the latest procedures while minimizing expensive errors.

How SOPs are used in different industries

Let’s take a look at the role SOPs might play in various sectors. 

1. Healthcare 

Having clear SOPs for patient intake and discharge processes is essential. These procedures help ensure staff accurately record and communicate patient info, including medical history and follow-up care instructions. Also, SOPs for equipment sterilization and medication administration are crucial for maintaining high safety and hygiene standards.

2. Manufacturing 

In manufacturing, SOPs outline the steps for machine operation, maintenance, and safety inspections. These procedures help minimize downtime and ensure machinery is running efficiently. Quality control SOPs also play a starring role in producing consistent and reliable products by specifying how to measure and evaluate various standards.

3. Retail 

Retail businesses benefit from SOPs related to inventory management, like stocking protocols and audits. These processes keep shelves organized and help prevent overstocking or stockouts. Meanwhile service SOPs, covering topics like handling complaints and returns, help with brand loyalty and reputation while keeping the shopping experience a pleasant one. 

4. Food and beverage 

SOPs for food safety and hygiene are non-negotiable. They should cover everything from proper food handling and storage to cleaning procedures for kitchens and dining areas. It’s also important to have SOPs for order taking and serving, so delivery is prompt and correct.

5. Construction 

Safety SOPs are a top priority in construction, detailing protective gear requirements and safety checks before equipment use. SOPs for project management, like scheduling and resource allocation, can streamline project timelines and boost communication among team members and contractors.

6. IT 

In the world of IT, SOPs that define steps for software deployment and system backups are essential for minimizing disruptions. Incident response SOPs help teams manage and fix IT issues quickly, all while keeping systems running smoothly and users happy.

7. Finance 

SOPs in finance might include loan processing and risk assessment procedures. These help teams stay compliant with regulations and consistent when it comes to decision-making. Accurate reporting SOPs establish step-by-step guidelines for preparing financial statements and audits.

8. Education 

Schools and educational institutions might create SOPs for classroom management and curriculum delivery. These help teachers offer a consistent learning experience. Admission process SOPs, meanwhile, ensure a fair and organized approach to enrolling new students.

9. Hospitality 

SOPs for guest check-in and check-out help staff provide a seamless visitor experience. Housekeeping SOPs are a must for hotels when it comes to maintaining cleanliness and comfort, while food service SOPs uphold dining quality and safety.

10. Logistics and transportation 

SOPs related to route planning and delivery scheduling are essential for smooth, timely operations. Vehicle maintenance SOPs prolong the lifespan of transportation equipment and boost safety for drivers and goods in transit.

Project management software was made for SOPs

Project management software makes SOP creation easy and fuss-free. It centralizes all your documentation, making it simple for everyone on the team to find and update tasks as they go. The software also automates repetitive jobs, reducing errors and freeing up time for strategic work.

And with Backlog, our own project management tool, you can do all of this in real time. With intuitive tracking and reporting tools, managers can monitor SOP progress and spot bottlenecks as they arise, helping the team streamline work and maintain that all-important competitive edge.