8 Free SOP Templates to Help Improve Standard Operating Procedure Sop Quality and Productivity
A standard operating procedure (SOP) template can help improve team workflow, onboarding, and much more. This definitive guide will provide eight free SOP templates to choose from, plus instructions on how to write effective standard operating procedures for your team.
Properly written standard operating procedures (SOPs) serve as a source of truth for how processes, workflows, and tasks should be performed in an organization. Having this documentation helps ensure compliance, improve efficiency, reduce errors, and provide onboarding and training consistency for new hires.
In this definitive guide, you'll learn:
What is a standard operating procedure (SOP) and the benefits of creating one
8 types of free SOP templates to use
Step-by-step instructions for writing an effective SOP
Tips for formatting your SOP for clarity
How to update and maintain your SOP over time
Whether you're creating an SOP template for the first time or looking to improve existing procedures, this guide will provide free resources and expert advice to help you develop consistent, high-quality standard operating procedures.
What is a Standard Operating Procedure (SOP) and Why Create One?
A standard operating procedure (SOP) is a documented set of written instructions that explains how to perform a routine activity or process. An SOP aims to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failures.
The Purpose and Function of SOPs
SOPs serve several important functions within an organization. At their core, SOPs are created to standardize processes and activities so they are performed consistently across the organization. Some key purposes and functions of standard operating procedures include:
Process documentation - SOPs provide clear documentation of complex processes and procedures that would otherwise only exist as informal tribal knowledge. They capture this institutional knowledge in writing.
Training assistance - SOPs serve as instructional materials to train new employees on company procedures. They ensure training is accurate and consistent.
Compliance aid - SOPs help organizations comply with regulatory requirements, quality standards, and safety protocols that apply to their industry and business type.
Step-by-step guidance - By outlining detailed, sequential steps for procedures, SOPs act as guides for employees to refer to when performing processes independently.
Process improvement - The exercise of documenting procedures often highlights opportunities for improving inefficient processes when creating SOPs.
Risk reduction - Clear instructions for processes help reduce risks and mistakes that can lead to quality issues, delays, increased costs, and safety incidents.
Accountability - SOPs define clear expectations and responsibilities for tasks that all employees can be held accountable to.
Key Benefits of Creating SOPs
Here are some of the main benefits that come with creating standard operating procedures for your team or organization:
Improves consistency - With a detailed, step-by-step SOP in place, employees can reliably perform tasks according to organization standards and best practices. This leads to consistency across the board.
Develops competency - SOPs serve as training documents that teach employees how to complete processes properly to develop competency. They provide step-by-step instructions that employees can reference.
Reduces errors - By providing clear instructions on how to complete tasks properly, SOPs significantly reduce errors and mistakes caused by guesswork.
Ensures compliance - SOPs help organizations comply with regulations, standards, and quality protocols. They serve as a reference point during audits.
Improves efficiency - With clearly outlined steps and expectations in an SOP, employees become more efficient at their jobs. SOPs eliminate redundancies and confusion over how to complete processes.
Enhances onboarding - New employees can reference SOPs to come up to speed faster on procedures. Onboarding and training is simplified when standard operating procedures are in place.
Preserves institutional knowledge - If an employee leaves the organization, critical institutional knowledge doesn't leave with them because it's documented in SOPs. This is invaluable for preserving business continuity.
In summary, investing the time to create comprehensive SOPs for your team's key processes provides both short and long-term productivity and performance benefits. The returns easily justify the time invested in creating and maintaining SOPs.
8 Types of Free SOP Templates
When creating a standard operating procedure, using a template can help you develop a professional, easy-to-read document. Here are eight free SOP templates to choose from, all available to download online:
1. Basic Procedural SOP Template
This simple SOP template outlines the basic sections your document should include: Purpose, Scope, Responsibilities, Procedures, and Definitions. It provides a framework for developing uncomplicated processes.
2. Equipment SOP Template
Standardize equipment operating procedures with this template's sections for equipment name, location, description, safety precautions, operating instructions, and shut down instructions.
3. Customer Service SOP Template
Outline exceptional customer service standards with this template. Sections include purpose, expected outcomes, key performance indicators, procedures, and related documents.
4. Food Safety SOP Template
For restaurants and food service businesses, this food safety SOP template has sections for safety checks, opening procedures, prep procedures, cooking procedures, and closing procedures.
5. Manufacturing SOP Template
Standardize manufacturing processes like assembly, packaging, inspection, equipment use, and more with this comprehensive template.
6. Project Management SOP Template
This template outlines standard processes for executing projects successfully including scoping, scheduling, budgeting, communication, quality control, and evaluation.
7. Sales SOP Template
Outline your sales processes from lead generation to closed deals with sections for prospecting, presentations, objections, closing, and analytics.
8. Software Development SOP Template
Standardize software development workflows for planning, development, testing, release, and maintenance with this comprehensive SOP template.
These templates provide a starting framework that you can customize to your team and organization's specific needs. Each template has its own format and sections, but most SOP templates include the following elements:
Purpose statement
Scope definition
Materials and equipment needed
Step-by-step procedures
Roles and responsibilities
Key terms and definitions
Forms, documents or attachments
Approval signatures
The templates provide structure while allowing you to tailor the content to your own operational requirements. Continue reading for step-by-step guidance on writing standard operating procedures using these SOP templates.
How to Write an Effective Standard Operating Procedure (SOP)
Follow these steps to develop a professional standard operating procedure document your team can rely on as processes evolve.
Step 1: Identify the Process and Goal
First, identify the process or activity that requires documentation. Determine the overall purpose or goal of the SOP. Ask:
What will this SOP help accomplish?
Why is standardization of this process important?
Who will use the SOP?
What problems or inconsistencies is it solving?
Clearly stating the goal and objectives upfront provides focus for the rest of your SOP development. It ensures the SOP stays relevant to the identified needs.
Step 2: Research and Analyze the Existing Process
Next, thoroughly research, analyze, and document the existing process as it is currently performed. Note the following:
All steps involved from start to finish
Inputs, outputs, and any materials or tools used
Timeframe and frequency in which the process is performed
Roles and responsibilities of team members involved
Any relevant standards, requirements or regulations
Systems, software, equipment or machinery used
Key decision points or conditional outcomes
Any safety concerns or risks related to the process
Conducting in-depth research enables you to capture a comprehensive understanding of how the process operates currently. Look for any areas needing improvement to address in the SOP.
Step 3: Create an Outline
With your research completed, create an outline for structuring the SOP format. Include relevant sections needed, such as:
Purpose: The overall goal and objectives of the SOP
Scope: Specific departments, teams, systems involved
Responsibilities: Roles and responsibilities for each job or position
Procedures: The sequential, step-by-step instructions of the process
Related Documents: Any supplementary materials needed
Definitions: Terminology definitions and acronym explanations
Safety: Precautions, hazards, risks, protective equipment
Quality Control: Accuracy checks, compliance controls, audits
References: Any cited regulatory standards or requirements
The outline serves as the backbone for the draft. Flesh out each section with concise bullet points and details.
Step 4: Write the First Draft
With your outline completed, you're ready to start writing the initial draft of the SOP. Cover key elements in your content:
Number each step in the procedures section with clear, direct language
Use active voice and avoid ambiguous terms like “may” or “could”
Specify which systems, software, equipment are used at each step
Clarify all inputs, expected outputs, and materials for each step
Assign responsibility for each step to a role or job title
Note any cautions, warnings, exceptions, decision points or conditional actions
Insert screenshots, photos, diagrams, flowcharts, examples where helpful
Provide clear definitions of acronyms, technical jargon, tools or systems
Use tables, call out boxes, or text formatting for emphasis as needed
Step 5: Simplify the Language
Next, review the draft and simplify any complex language used. Follow these SOP style tips:
Use short sentences and paragraphs focused on single ideas
Write directly to the reader using “you” rather than third person
Remove unnecessary words and redundancies
Only use technical terms and acronyms where absolutely essential
Eliminate opinionated, ambiguous, or unconditional phrasing
Use consistent terminology for roles, tools, and materials
Focus language on expected outcomes rather than assumptions
Step 6: Standardize the Format
For consistency across SOPs, define standards for document formatting elements including:
Font style and size for body text and headings
Capitalization of headers, subheads, and captions
Use of bold, italics, underlining, highlights
Bulleted or numbered lists vs paragraph format
Page size, margins, orientation
Template design elements like lines, boxes, shading, logos
Date published, SOP number, version number
Table layout and structure
Adhering to pre-defined standards establishes familiarity across all SOP documents company-wide.
Step 7: Review and Approve the SOP
Have team leads, managers, and key stakeholders review the draft SOP and provide their feedback. Incorporate edits where needed, and gain final document approval before formalizing the SOP.
Step 8: Release and Distribute the SOP
Publish the approved final version of the SOP and notify staff of its release and location. Depending on your needs, share the SOP:
Digitally on your intranet, shared drive, or document portal
Print hard copies to post visibly on walls in relevant work areas
Review in team training sessions and meetings
Add to employee onboarding checklists and training materials
Proper distribution ensures all employees have access to the latest procedures. Remove outdated SOP versions from circulation to prevent confusion.
Helpful Tips for Formatting SOPs
Follow these tips when formatting your standard operating procedure documents:
Make it scannable
Use white space, bullet points, numbered instruction, bold headers, and call out boxes so readers can scan and quickly find details. Avoid dense paragraphs.
Choose clear fonts
Stick to common, easy to read sans-serif fonts like Arial, Calibri, or Helvetica in 11 or 12 point size. Use larger sizes sparingly for headings only.
Include visual elements
Insert graphics like photos, illustrations, flowcharts and screenshots to provide visual interest and clarify complex steps. Provide alt text descriptions.
Be consistent
Maintain identical structure, formatting, fonts, styles and template design across all SOPs for familiarity and brand consistency.
Use emphasis carefully
Use italics, underlines, bold, highlights, or text boxes sparingly to emphasize warnings, notes, reminders, definitions, or key points.
Eliminate unnecessary jargon
Either define acronyms and technical terms in a glossary, or remove entirely in favor of simpler language.
Number all pages
For multi-page SOPs, number each page and include page X of Y format. This aids navigation.
Add headers/footers
Headers with SOP name and footers displaying dates, version, page numbers appear on each page provide context.
Follow regulations
Adhere to any regulatory requirements like electronic signatures, restricted access, version tracking, review records, and approvals.
Use template design elements
Decorative elements like lines, logos, icons, and graphic styles can aid organization when used sparingly. Avoid distractions.
How to Update and Maintain SOPs Over Time
SOPs need to stay current and accurate as processes change. Follow best practices for SOP document control and maintenance:
Store in a central system - Maintain official digital SOP files in one shared, accessible central repository for employees to reference.
Assign an SOP manager - Appoint someone to govern the SOP system and ensure periodic reviews/updates occur according to schedule.
Track versions carefully - Each SOP revision should be saved as a new version with a version number and date, rather than overwriting previous files.
Set periodic review cadence - Establish a set schedule for reviewing and updating SOPs regularly, such as annually. Set calendar reminders.
Update promptly when processes change - Whenever procedures get updated, the related SOP also needs to be updated in parallel.
Alert staff to SOP changes - Notify employees of new SOP versions through training or announcements. Ensure only the latest versions are available.
Provide SOP revision training - When SOPs change, provide any required training to employees so they understand document changes.
With a strict management process, SOPs can remain living documents that accurately reflect current protocols as improvements occur. Outdated SOPs defeat the purpose of standardization.
Recap of Key Points
Creating professional SOPs using templates enables consistency, clarity, and competency across teams. Here are some key takeaways:
SOPs document standard processes so they are followed consistently company-wide
Well-written SOPs improve compliance, reduce errors, streamline training, and preserve critical knowledge
Free SOP templates provide helpful starter frameworks to customize
Craft effective SOPs by researching processes, writing step procedures, using simple language, standardizing format, and reviewing drafts
Proper SOP formatting enhances visual communication and document scanability
Store SOPs centrally, assign an SOP manager, track versions carefully, and review/update regularly to maintain accuracy
Investing in standard operating procedures aligns workflows, output, and employee capabilities for optimal performance. Use the templates and advice provided above to develop high-quality SOPs tailored to your organizational needs.
8 Free SOP Templates to Help Improve Standard Operating Procedure Sop Quality and Productivity
A standard operating procedure (SOP) template can help improve team workflow, onboarding, and much more. This definitive guide will provide eight free SOP templates to choose from, plus instructions on how to write effective standard operating procedures for your team.
Properly written standard operating procedures (SOPs) serve as a source of truth for how processes, workflows, and tasks should be performed in an organization. Having this documentation helps ensure compliance, improve efficiency, reduce errors, and provide onboarding and training consistency for new hires.
In this definitive guide, you'll learn:
What is a standard operating procedure (SOP) and the benefits of creating one
8 types of free SOP templates to use
Step-by-step instructions for writing an effective SOP
Tips for formatting your SOP for clarity
How to update and maintain your SOP over time
Whether you're creating an SOP template for the first time or looking to improve existing procedures, this guide will provide free resources and expert advice to help you develop consistent, high-quality standard operating procedures.
What is a Standard Operating Procedure (SOP) and Why Create One?
A standard operating procedure (SOP) is a documented set of written instructions that explains how to perform a routine activity or process. An SOP aims to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failures.
The Purpose and Function of SOPs
SOPs serve several important functions within an organization. At their core, SOPs are created to standardize processes and activities so they are performed consistently across the organization. Some key purposes and functions of standard operating procedures include:
Process documentation - SOPs provide clear documentation of complex processes and procedures that would otherwise only exist as informal tribal knowledge. They capture this institutional knowledge in writing.
Training assistance - SOPs serve as instructional materials to train new employees on company procedures. They ensure training is accurate and consistent.
Compliance aid - SOPs help organizations comply with regulatory requirements, quality standards, and safety protocols that apply to their industry and business type.
Step-by-step guidance - By outlining detailed, sequential steps for procedures, SOPs act as guides for employees to refer to when performing processes independently.
Process improvement - The exercise of documenting procedures often highlights opportunities for improving inefficient processes when creating SOPs.
Risk reduction - Clear instructions for processes help reduce risks and mistakes that can lead to quality issues, delays, increased costs, and safety incidents.
Accountability - SOPs define clear expectations and responsibilities for tasks that all employees can be held accountable to.
Key Benefits of Creating SOPs
Here are some of the main benefits that come with creating standard operating procedures for your team or organization:
Improves consistency - With a detailed, step-by-step SOP in place, employees can reliably perform tasks according to organization standards and best practices. This leads to consistency across the board.
Develops competency - SOPs serve as training documents that teach employees how to complete processes properly to develop competency. They provide step-by-step instructions that employees can reference.
Reduces errors - By providing clear instructions on how to complete tasks properly, SOPs significantly reduce errors and mistakes caused by guesswork.
Ensures compliance - SOPs help organizations comply with regulations, standards, and quality protocols. They serve as a reference point during audits.
Improves efficiency - With clearly outlined steps and expectations in an SOP, employees become more efficient at their jobs. SOPs eliminate redundancies and confusion over how to complete processes.
Enhances onboarding - New employees can reference SOPs to come up to speed faster on procedures. Onboarding and training is simplified when standard operating procedures are in place.
Preserves institutional knowledge - If an employee leaves the organization, critical institutional knowledge doesn't leave with them because it's documented in SOPs. This is invaluable for preserving business continuity.
In summary, investing the time to create comprehensive SOPs for your team's key processes provides both short and long-term productivity and performance benefits. The returns easily justify the time invested in creating and maintaining SOPs.
8 Types of Free SOP Templates
When creating a standard operating procedure, using a template can help you develop a professional, easy-to-read document. Here are eight free SOP templates to choose from, all available to download online:
1. Basic Procedural SOP Template
This simple SOP template outlines the basic sections your document should include: Purpose, Scope, Responsibilities, Procedures, and Definitions. It provides a framework for developing uncomplicated processes.
2. Equipment SOP Template
Standardize equipment operating procedures with this template's sections for equipment name, location, description, safety precautions, operating instructions, and shut down instructions.
3. Customer Service SOP Template
Outline exceptional customer service standards with this template. Sections include purpose, expected outcomes, key performance indicators, procedures, and related documents.
4. Food Safety SOP Template
For restaurants and food service businesses, this food safety SOP template has sections for safety checks, opening procedures, prep procedures, cooking procedures, and closing procedures.
5. Manufacturing SOP Template
Standardize manufacturing processes like assembly, packaging, inspection, equipment use, and more with this comprehensive template.
6. Project Management SOP Template
This template outlines standard processes for executing projects successfully including scoping, scheduling, budgeting, communication, quality control, and evaluation.
7. Sales SOP Template
Outline your sales processes from lead generation to closed deals with sections for prospecting, presentations, objections, closing, and analytics.
8. Software Development SOP Template
Standardize software development workflows for planning, development, testing, release, and maintenance with this comprehensive SOP template.
These templates provide a starting framework that you can customize to your team and organization's specific needs. Each template has its own format and sections, but most SOP templates include the following elements:
Purpose statement
Scope definition
Materials and equipment needed
Step-by-step procedures
Roles and responsibilities
Key terms and definitions
Forms, documents or attachments
Approval signatures
The templates provide structure while allowing you to tailor the content to your own operational requirements. Continue reading for step-by-step guidance on writing standard operating procedures using these SOP templates.
How to Write an Effective Standard Operating Procedure (SOP)
Follow these steps to develop a professional standard operating procedure document your team can rely on as processes evolve.
Step 1: Identify the Process and Goal
First, identify the process or activity that requires documentation. Determine the overall purpose or goal of the SOP. Ask:
What will this SOP help accomplish?
Why is standardization of this process important?
Who will use the SOP?
What problems or inconsistencies is it solving?
Clearly stating the goal and objectives upfront provides focus for the rest of your SOP development. It ensures the SOP stays relevant to the identified needs.
Step 2: Research and Analyze the Existing Process
Next, thoroughly research, analyze, and document the existing process as it is currently performed. Note the following:
All steps involved from start to finish
Inputs, outputs, and any materials or tools used
Timeframe and frequency in which the process is performed
Roles and responsibilities of team members involved
Any relevant standards, requirements or regulations
Systems, software, equipment or machinery used
Key decision points or conditional outcomes
Any safety concerns or risks related to the process
Conducting in-depth research enables you to capture a comprehensive understanding of how the process operates currently. Look for any areas needing improvement to address in the SOP.
Step 3: Create an Outline
With your research completed, create an outline for structuring the SOP format. Include relevant sections needed, such as:
Purpose: The overall goal and objectives of the SOP
Scope: Specific departments, teams, systems involved
Responsibilities: Roles and responsibilities for each job or position
Procedures: The sequential, step-by-step instructions of the process
Related Documents: Any supplementary materials needed
Definitions: Terminology definitions and acronym explanations
Safety: Precautions, hazards, risks, protective equipment
Quality Control: Accuracy checks, compliance controls, audits
References: Any cited regulatory standards or requirements
The outline serves as the backbone for the draft. Flesh out each section with concise bullet points and details.
Step 4: Write the First Draft
With your outline completed, you're ready to start writing the initial draft of the SOP. Cover key elements in your content:
Number each step in the procedures section with clear, direct language
Use active voice and avoid ambiguous terms like “may” or “could”
Specify which systems, software, equipment are used at each step
Clarify all inputs, expected outputs, and materials for each step
Assign responsibility for each step to a role or job title
Note any cautions, warnings, exceptions, decision points or conditional actions
Insert screenshots, photos, diagrams, flowcharts, examples where helpful
Provide clear definitions of acronyms, technical jargon, tools or systems
Use tables, call out boxes, or text formatting for emphasis as needed
Step 5: Simplify the Language
Next, review the draft and simplify any complex language used. Follow these SOP style tips:
Use short sentences and paragraphs focused on single ideas
Write directly to the reader using “you” rather than third person
Remove unnecessary words and redundancies
Only use technical terms and acronyms where absolutely essential
Eliminate opinionated, ambiguous, or unconditional phrasing
Use consistent terminology for roles, tools, and materials
Focus language on expected outcomes rather than assumptions
Step 6: Standardize the Format
For consistency across SOPs, define standards for document formatting elements including:
Font style and size for body text and headings
Capitalization of headers, subheads, and captions
Use of bold, italics, underlining, highlights
Bulleted or numbered lists vs paragraph format
Page size, margins, orientation
Template design elements like lines, boxes, shading, logos
Date published, SOP number, version number
Table layout and structure
Adhering to pre-defined standards establishes familiarity across all SOP documents company-wide.
Step 7: Review and Approve the SOP
Have team leads, managers, and key stakeholders review the draft SOP and provide their feedback. Incorporate edits where needed, and gain final document approval before formalizing the SOP.
Step 8: Release and Distribute the SOP
Publish the approved final version of the SOP and notify staff of its release and location. Depending on your needs, share the SOP:
Digitally on your intranet, shared drive, or document portal
Print hard copies to post visibly on walls in relevant work areas
Review in team training sessions and meetings
Add to employee onboarding checklists and training materials
Proper distribution ensures all employees have access to the latest procedures. Remove outdated SOP versions from circulation to prevent confusion.
Helpful Tips for Formatting SOPs
Follow these tips when formatting your standard operating procedure documents:
Make it scannable
Use white space, bullet points, numbered instruction, bold headers, and call out boxes so readers can scan and quickly find details. Avoid dense paragraphs.
Choose clear fonts
Stick to common, easy to read sans-serif fonts like Arial, Calibri, or Helvetica in 11 or 12 point size. Use larger sizes sparingly for headings only.
Include visual elements
Insert graphics like photos, illustrations, flowcharts and screenshots to provide visual interest and clarify complex steps. Provide alt text descriptions.
Be consistent
Maintain identical structure, formatting, fonts, styles and template design across all SOPs for familiarity and brand consistency.
Use emphasis carefully
Use italics, underlines, bold, highlights, or text boxes sparingly to emphasize warnings, notes, reminders, definitions, or key points.
Eliminate unnecessary jargon
Either define acronyms and technical terms in a glossary, or remove entirely in favor of simpler language.
Number all pages
For multi-page SOPs, number each page and include page X of Y format. This aids navigation.
Add headers/footers
Headers with SOP name and footers displaying dates, version, page numbers appear on each page provide context.
Follow regulations
Adhere to any regulatory requirements like electronic signatures, restricted access, version tracking, review records, and approvals.
Use template design elements
Decorative elements like lines, logos, icons, and graphic styles can aid organization when used sparingly. Avoid distractions.
How to Update and Maintain SOPs Over Time
SOPs need to stay current and accurate as processes change. Follow best practices for SOP document control and maintenance:
Store in a central system - Maintain official digital SOP files in one shared, accessible central repository for employees to reference.
Assign an SOP manager - Appoint someone to govern the SOP system and ensure periodic reviews/updates occur according to schedule.
Track versions carefully - Each SOP revision should be saved as a new version with a version number and date, rather than overwriting previous files.
Set periodic review cadence - Establish a set schedule for reviewing and updating SOPs regularly, such as annually. Set calendar reminders.
Update promptly when processes change - Whenever procedures get updated, the related SOP also needs to be updated in parallel.
Alert staff to SOP changes - Notify employees of new SOP versions through training or announcements. Ensure only the latest versions are available.
Provide SOP revision training - When SOPs change, provide any required training to employees so they understand document changes.
With a strict management process, SOPs can remain living documents that accurately reflect current protocols as improvements occur. Outdated SOPs defeat the purpose of standardization.
Recap of Key Points
Creating professional SOPs using templates enables consistency, clarity, and competency across teams. Here are some key takeaways:
SOPs document standard processes so they are followed consistently company-wide
Well-written SOPs improve compliance, reduce errors, streamline training, and preserve critical knowledge
Free SOP templates provide helpful starter frameworks to customize
Craft effective SOPs by researching processes, writing step procedures, using simple language, standardizing format, and reviewing drafts
Proper SOP formatting enhances visual communication and document scanability
Store SOPs centrally, assign an SOP manager, track versions carefully, and review/update regularly to maintain accuracy
Investing in standard operating procedures aligns workflows, output, and employee capabilities for optimal performance. Use the templates and advice provided above to develop high-quality SOPs tailored to your organizational needs.
8 Free SOP Templates to Help Improve Standard Operating Procedure Sop Quality and Productivity
A standard operating procedure (SOP) template can help improve team workflow, onboarding, and much more. This definitive guide will provide eight free SOP templates to choose from, plus instructions on how to write effective standard operating procedures for your team.
Properly written standard operating procedures (SOPs) serve as a source of truth for how processes, workflows, and tasks should be performed in an organization. Having this documentation helps ensure compliance, improve efficiency, reduce errors, and provide onboarding and training consistency for new hires.
In this definitive guide, you'll learn:
What is a standard operating procedure (SOP) and the benefits of creating one
8 types of free SOP templates to use
Step-by-step instructions for writing an effective SOP
Tips for formatting your SOP for clarity
How to update and maintain your SOP over time
Whether you're creating an SOP template for the first time or looking to improve existing procedures, this guide will provide free resources and expert advice to help you develop consistent, high-quality standard operating procedures.
What is a Standard Operating Procedure (SOP) and Why Create One?
A standard operating procedure (SOP) is a documented set of written instructions that explains how to perform a routine activity or process. An SOP aims to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failures.
The Purpose and Function of SOPs
SOPs serve several important functions within an organization. At their core, SOPs are created to standardize processes and activities so they are performed consistently across the organization. Some key purposes and functions of standard operating procedures include:
Process documentation - SOPs provide clear documentation of complex processes and procedures that would otherwise only exist as informal tribal knowledge. They capture this institutional knowledge in writing.
Training assistance - SOPs serve as instructional materials to train new employees on company procedures. They ensure training is accurate and consistent.
Compliance aid - SOPs help organizations comply with regulatory requirements, quality standards, and safety protocols that apply to their industry and business type.
Step-by-step guidance - By outlining detailed, sequential steps for procedures, SOPs act as guides for employees to refer to when performing processes independently.
Process improvement - The exercise of documenting procedures often highlights opportunities for improving inefficient processes when creating SOPs.
Risk reduction - Clear instructions for processes help reduce risks and mistakes that can lead to quality issues, delays, increased costs, and safety incidents.
Accountability - SOPs define clear expectations and responsibilities for tasks that all employees can be held accountable to.
Key Benefits of Creating SOPs
Here are some of the main benefits that come with creating standard operating procedures for your team or organization:
Improves consistency - With a detailed, step-by-step SOP in place, employees can reliably perform tasks according to organization standards and best practices. This leads to consistency across the board.
Develops competency - SOPs serve as training documents that teach employees how to complete processes properly to develop competency. They provide step-by-step instructions that employees can reference.
Reduces errors - By providing clear instructions on how to complete tasks properly, SOPs significantly reduce errors and mistakes caused by guesswork.
Ensures compliance - SOPs help organizations comply with regulations, standards, and quality protocols. They serve as a reference point during audits.
Improves efficiency - With clearly outlined steps and expectations in an SOP, employees become more efficient at their jobs. SOPs eliminate redundancies and confusion over how to complete processes.
Enhances onboarding - New employees can reference SOPs to come up to speed faster on procedures. Onboarding and training is simplified when standard operating procedures are in place.
Preserves institutional knowledge - If an employee leaves the organization, critical institutional knowledge doesn't leave with them because it's documented in SOPs. This is invaluable for preserving business continuity.
In summary, investing the time to create comprehensive SOPs for your team's key processes provides both short and long-term productivity and performance benefits. The returns easily justify the time invested in creating and maintaining SOPs.
8 Types of Free SOP Templates
When creating a standard operating procedure, using a template can help you develop a professional, easy-to-read document. Here are eight free SOP templates to choose from, all available to download online:
1. Basic Procedural SOP Template
This simple SOP template outlines the basic sections your document should include: Purpose, Scope, Responsibilities, Procedures, and Definitions. It provides a framework for developing uncomplicated processes.
2. Equipment SOP Template
Standardize equipment operating procedures with this template's sections for equipment name, location, description, safety precautions, operating instructions, and shut down instructions.
3. Customer Service SOP Template
Outline exceptional customer service standards with this template. Sections include purpose, expected outcomes, key performance indicators, procedures, and related documents.
4. Food Safety SOP Template
For restaurants and food service businesses, this food safety SOP template has sections for safety checks, opening procedures, prep procedures, cooking procedures, and closing procedures.
5. Manufacturing SOP Template
Standardize manufacturing processes like assembly, packaging, inspection, equipment use, and more with this comprehensive template.
6. Project Management SOP Template
This template outlines standard processes for executing projects successfully including scoping, scheduling, budgeting, communication, quality control, and evaluation.
7. Sales SOP Template
Outline your sales processes from lead generation to closed deals with sections for prospecting, presentations, objections, closing, and analytics.
8. Software Development SOP Template
Standardize software development workflows for planning, development, testing, release, and maintenance with this comprehensive SOP template.
These templates provide a starting framework that you can customize to your team and organization's specific needs. Each template has its own format and sections, but most SOP templates include the following elements:
Purpose statement
Scope definition
Materials and equipment needed
Step-by-step procedures
Roles and responsibilities
Key terms and definitions
Forms, documents or attachments
Approval signatures
The templates provide structure while allowing you to tailor the content to your own operational requirements. Continue reading for step-by-step guidance on writing standard operating procedures using these SOP templates.
How to Write an Effective Standard Operating Procedure (SOP)
Follow these steps to develop a professional standard operating procedure document your team can rely on as processes evolve.
Step 1: Identify the Process and Goal
First, identify the process or activity that requires documentation. Determine the overall purpose or goal of the SOP. Ask:
What will this SOP help accomplish?
Why is standardization of this process important?
Who will use the SOP?
What problems or inconsistencies is it solving?
Clearly stating the goal and objectives upfront provides focus for the rest of your SOP development. It ensures the SOP stays relevant to the identified needs.
Step 2: Research and Analyze the Existing Process
Next, thoroughly research, analyze, and document the existing process as it is currently performed. Note the following:
All steps involved from start to finish
Inputs, outputs, and any materials or tools used
Timeframe and frequency in which the process is performed
Roles and responsibilities of team members involved
Any relevant standards, requirements or regulations
Systems, software, equipment or machinery used
Key decision points or conditional outcomes
Any safety concerns or risks related to the process
Conducting in-depth research enables you to capture a comprehensive understanding of how the process operates currently. Look for any areas needing improvement to address in the SOP.
Step 3: Create an Outline
With your research completed, create an outline for structuring the SOP format. Include relevant sections needed, such as:
Purpose: The overall goal and objectives of the SOP
Scope: Specific departments, teams, systems involved
Responsibilities: Roles and responsibilities for each job or position
Procedures: The sequential, step-by-step instructions of the process
Related Documents: Any supplementary materials needed
Definitions: Terminology definitions and acronym explanations
Safety: Precautions, hazards, risks, protective equipment
Quality Control: Accuracy checks, compliance controls, audits
References: Any cited regulatory standards or requirements
The outline serves as the backbone for the draft. Flesh out each section with concise bullet points and details.
Step 4: Write the First Draft
With your outline completed, you're ready to start writing the initial draft of the SOP. Cover key elements in your content:
Number each step in the procedures section with clear, direct language
Use active voice and avoid ambiguous terms like “may” or “could”
Specify which systems, software, equipment are used at each step
Clarify all inputs, expected outputs, and materials for each step
Assign responsibility for each step to a role or job title
Note any cautions, warnings, exceptions, decision points or conditional actions
Insert screenshots, photos, diagrams, flowcharts, examples where helpful
Provide clear definitions of acronyms, technical jargon, tools or systems
Use tables, call out boxes, or text formatting for emphasis as needed
Step 5: Simplify the Language
Next, review the draft and simplify any complex language used. Follow these SOP style tips:
Use short sentences and paragraphs focused on single ideas
Write directly to the reader using “you” rather than third person
Remove unnecessary words and redundancies
Only use technical terms and acronyms where absolutely essential
Eliminate opinionated, ambiguous, or unconditional phrasing
Use consistent terminology for roles, tools, and materials
Focus language on expected outcomes rather than assumptions
Step 6: Standardize the Format
For consistency across SOPs, define standards for document formatting elements including:
Font style and size for body text and headings
Capitalization of headers, subheads, and captions
Use of bold, italics, underlining, highlights
Bulleted or numbered lists vs paragraph format
Page size, margins, orientation
Template design elements like lines, boxes, shading, logos
Date published, SOP number, version number
Table layout and structure
Adhering to pre-defined standards establishes familiarity across all SOP documents company-wide.
Step 7: Review and Approve the SOP
Have team leads, managers, and key stakeholders review the draft SOP and provide their feedback. Incorporate edits where needed, and gain final document approval before formalizing the SOP.
Step 8: Release and Distribute the SOP
Publish the approved final version of the SOP and notify staff of its release and location. Depending on your needs, share the SOP:
Digitally on your intranet, shared drive, or document portal
Print hard copies to post visibly on walls in relevant work areas
Review in team training sessions and meetings
Add to employee onboarding checklists and training materials
Proper distribution ensures all employees have access to the latest procedures. Remove outdated SOP versions from circulation to prevent confusion.
Helpful Tips for Formatting SOPs
Follow these tips when formatting your standard operating procedure documents:
Make it scannable
Use white space, bullet points, numbered instruction, bold headers, and call out boxes so readers can scan and quickly find details. Avoid dense paragraphs.
Choose clear fonts
Stick to common, easy to read sans-serif fonts like Arial, Calibri, or Helvetica in 11 or 12 point size. Use larger sizes sparingly for headings only.
Include visual elements
Insert graphics like photos, illustrations, flowcharts and screenshots to provide visual interest and clarify complex steps. Provide alt text descriptions.
Be consistent
Maintain identical structure, formatting, fonts, styles and template design across all SOPs for familiarity and brand consistency.
Use emphasis carefully
Use italics, underlines, bold, highlights, or text boxes sparingly to emphasize warnings, notes, reminders, definitions, or key points.
Eliminate unnecessary jargon
Either define acronyms and technical terms in a glossary, or remove entirely in favor of simpler language.
Number all pages
For multi-page SOPs, number each page and include page X of Y format. This aids navigation.
Add headers/footers
Headers with SOP name and footers displaying dates, version, page numbers appear on each page provide context.
Follow regulations
Adhere to any regulatory requirements like electronic signatures, restricted access, version tracking, review records, and approvals.
Use template design elements
Decorative elements like lines, logos, icons, and graphic styles can aid organization when used sparingly. Avoid distractions.
How to Update and Maintain SOPs Over Time
SOPs need to stay current and accurate as processes change. Follow best practices for SOP document control and maintenance:
Store in a central system - Maintain official digital SOP files in one shared, accessible central repository for employees to reference.
Assign an SOP manager - Appoint someone to govern the SOP system and ensure periodic reviews/updates occur according to schedule.
Track versions carefully - Each SOP revision should be saved as a new version with a version number and date, rather than overwriting previous files.
Set periodic review cadence - Establish a set schedule for reviewing and updating SOPs regularly, such as annually. Set calendar reminders.
Update promptly when processes change - Whenever procedures get updated, the related SOP also needs to be updated in parallel.
Alert staff to SOP changes - Notify employees of new SOP versions through training or announcements. Ensure only the latest versions are available.
Provide SOP revision training - When SOPs change, provide any required training to employees so they understand document changes.
With a strict management process, SOPs can remain living documents that accurately reflect current protocols as improvements occur. Outdated SOPs defeat the purpose of standardization.
Recap of Key Points
Creating professional SOPs using templates enables consistency, clarity, and competency across teams. Here are some key takeaways:
SOPs document standard processes so they are followed consistently company-wide
Well-written SOPs improve compliance, reduce errors, streamline training, and preserve critical knowledge
Free SOP templates provide helpful starter frameworks to customize
Craft effective SOPs by researching processes, writing step procedures, using simple language, standardizing format, and reviewing drafts
Proper SOP formatting enhances visual communication and document scanability
Store SOPs centrally, assign an SOP manager, track versions carefully, and review/update regularly to maintain accuracy
Investing in standard operating procedures aligns workflows, output, and employee capabilities for optimal performance. Use the templates and advice provided above to develop high-quality SOPs tailored to your organizational needs.