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Standard operating procedures (SOPs) serve as the unsung heroes of organizational efficiency, providing a clear roadmap of processes for new and seasoned employees alike and guaranteeing seamless operations with minimal mistakes.
However, crafting a thorough, yet straightforward set of step-by-step instructions isn't an easy task. Also, having to do so while dealing with a hundred other managerial to-dos on your plate can make it even more of a hassle.
To save you some time, we'll show you how to build a standard operating procedure in 11 simple steps. All you have to do is keep reading!
<a href="#standard-operating" class="anchor-link">What is a standard operating procedure?</a>
<a href="#benefits-sops" class="anchor-link">Benefits of SOPs?</a>
<a href="#sop-template" class="anchor-link">Standard operating procedure template</a>
<a href="#use-sop-template" class="anchor-link">Why use an SOP template?</a>
<a href="#sop-formats" class="anchor-link">Different types of SOP formats</a>
<a href="#choose-sop-format" class="anchor-link">Choose the right SOP format</a>
<a href="#good-sop-format" class="anchor-link">A good SOP format</a>
<a href="#writing-effective-sops" class="anchor-link">11 steps to writing effective SOPs</a>
<a href="#sop-templates-examples" class="anchor-link">Examples of SOP templates</a>
<a href="#sop-creation-challenges" class="anchor-link">Challenges when creating SOPs</a>
<a href="#crm-tools-sop-templates" class="anchor-link">Use CRM tools to improve your SOP templates</a>
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A standard operating procedure (SOP) is a compilation of clear and consistent instructions that detail how employees should perform specific tasks. Their main aim is to maintain consistency among team members and provide a quick and seamless introduction to the internal processes of a company.
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Standard operating procedures (SOPs) have a myriad of benefits that your team and company will reap if prepared properly, including:
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A standard operating procedure template is a pre-designed document that gives you a head start in preparing your SOPs. It typically consists of generic steps that you can personalize to match your task objectives.
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Breaking down your business processes into written steps can come as a challenge if it's your first time. However, using a free SOP template will make it easier, as you'll have prompts to follow and blank spaces to fill. You won't need to build it from scratch or reinvent the wheel.
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There are five common types of SOP formats that you might come across in different organizations. Here's a brief overview of each.
An SOP checklist is similar to a to-do list with tasks that you should finish and tick off the list. You don't have to finish them in a specific order, making this format more flexible than others and ideal for an onboarding SOP. It's the easiest to prepare but might not be suitable for complicated tasks with a specific flow.
As opposed to checklists, a hierarchical SOP format is ideal for complicated tasks with sub-tasks, guidelines, policies, and required documentation. It consists of a table of contents with various headings and specific instructions for every task. We admit it's a bit of a pain to prepare, but it's much easier than explaining the tasks every time.
A flowchart SOP format is a visual explanation of the tasks your team needs to follow. It's the simplest to read because it looks like a map with organized steps that you can follow in a specific order. In terms of use, it's best suited for tasks with conditions, like approvals from other teams or replies from clients. Flowchart templates show which way to go after each response, whether it's a yes or no.
A simple SOP format typically consists of a short table or bullet points that explain an easy task. They're ideal for quick tasks without conditions or sub-tasks, but they're not quite right for super complicated internal processes.
A step-by-step SOP breaks down a complicated task into small steps that need to be followed in a specific order. It's the most famous format and is easily read and understood by employees.
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To choose the right format for you, start by evaluating the overarching task that you want the SOP to explain. If it's a straightforward task without too many steps or requirements, you can use a checklist or a simple format. However, if it has sub-tasks and is conditional upon other factors, you should go with a hierarchical, flow chart, or step-by-step SOP template.
All in all, your SOP should be actionable, accessible, and easy to understand for anyone who reads it. Also, you should make it as brief as you can to avoid confusion.
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To craft a good SOP format, you should include all the key elements of a standard operating procedure. Here's a checklist that can help you:
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With that said, below are the exact steps you need to follow to write an excellent standard operating procedure (SOP).
If you're writing an SOP for a task you don't perform day-to-day, you should sit with the team leaders who do and understand how the task currently works. This way, you can better explain the process to new employees.
Before writing your SOP document, you should identify the goal you want the SOP to accomplish. What task are you writing the SOP for? Do you want to prioritize simplicity or details? Answering these questions will give you a clear image of the path you should follow while writing.
Depending on the task at hand, you should determine the scope of the SOP and what you hope to achieve using it. Also, you should settle on a format to write in so that you can break the task into smaller, more understandable steps.
Do you want your standard operating procedure templates to be easily accessible online through sharing platforms? Or do you want to go classic and write it on paper? This is the step where you decide where you want to write the document. Keep in mind that you want multiple team members to access it with ease, so choose wisely!
Some SOPs are limited to specific departments, while some are generic and meant for the whole company. Before filling out your SOP template, you should determine the audience you're writing for so that you can relate to their skill levels better.
Now, you need to create a draft of the steps you want to include in your SOP. Try to make them as straightforward as possible, and write them in the proper order.
After you have a clear outline of the SOP, you should show it to the team that'll follow it. Ask them what parts feel confusing or need improvements, and edit them as much as needed until you're sure it's an accurate representation of reality.
As a final touch, you can refine your SOP draft by automating the workflow, using a standard template for all the SOPs you make, and training your employees on how to use them.
After you finish editing the SOP, you should review the final output and see if it needs any tweaks here or there. Ideally, you should show it to your team one last time to make sure it's relevant and easy to understand.
Once reviewed and approved, you can start implementing the SOP document and using it in employee onboarding processes or with other organizational tasks.
Every once in a while, you should review your SOP and make sure it's relevant to your current tasks and workflows. If any changes happen, and it's no longer applicable, you should update it as needed.
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Here are a few examples of common SOP templates that organizations use:
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Many companies don't invest as much time as they should in creating SOPs, which leads to avoidable challenges like:
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To make your SOP writing process as smooth as possible, you should use an effective CRM tool to help you communicate with your team and organize the steps. We’re biased, but we like Streak. (Fun fact, our blog creation SOP lives right in Streak. We use it to write, edit, and publish all of our posts, including this one.)
Using Streak's pipeline templates, you can prepare an SOP in a short amount of time. If none of the templates meet your needs, you can even build a custom one from scratch. Better yet, you can include every step you want and track where team members are in the process. For smooth communication, you can choose who to share the SOP with and invite your entire team for collaboration.
And here’s the best part — you can try Streak for free. It'll only take you 30 seconds to get started.