{"slug":"sop-249-create-a-standard-operating-procedure-sop","title":"Create a Standard Operating Procedure (SOP)","tags":["source:clickminded","type:sop","server:clickminded-sop","standard","operating","procedure"],"agent_summary":"SOP 249: Create a Standard Operating Procedure (SOP) This guide and best practices for creating Standard Operating Procedures (SOPs) will help you create SOPs that improve efficiency, reduce errors, a","trigger_phrases":["create a standard operating procedure sop","how to create a standard operating procedure sop"],"runnable":false,"markdown":"\r\nSOP 249: Create a Standard Operating Procedure (SOP)\r\n\r\nThis guide and best practices for creating Standard Operating Procedures (SOPs) will help you create SOPs that improve efficiency, reduce errors, and streamline operations.\r\n\r\n__Last Updated / Reviewed:__ 07/18/2024\r\n\r\n__Execution Time:__ 10 - 30 minutes\r\n\r\n__🚀 Goal:__ To create a Standard Operating Procedure (SOP) that your team member can execute without your input in the future.\r\n\r\n__🤞 Ideal Outcome:__ Your team member can execute the a task and achieve the same results as if you have executed the task yourself.\r\n\r\n__🤔 Why this is important:__ A well written SOP can help you scale scale team operations and grow revenue\r\n\r\n__🧐 Where this is done__ Google Docs or any documentation platform\r\n\r\n__🗓️ When this is done:__ When you have to execute a task more than 2-3 times.\r\n\r\n__👨 Who does this:__ Anyone who frequently needs to perform the same task repeatedly\r\n\r\n[__Click here to get the most up-to-date version of this SOP__](https://members.clickminded.com/sop/249)\r\n\r\n## SOP Guidelines\r\n\r\n### 01▸ SOPs should be \"off the street\" ready, meaning someone with intermediate job knowledge but no experience in the specific topic can follow them.\r\n\r\n### 02▸ SOPs should be created for problems that occur more than once.\r\n\r\n### 03▸ If another SOP is required before starting, mention it as a prerequisite or requirement.\r\n\r\n### 04▸ Break down processes into milestones, with each milestone being self-contained and having a clear end result.\r\n\r\n### 05▸ Within each milestone, list the step-by-step instructions to achieve it.\r\n\r\n### 06▸ Use bullet points for hierarchical information and numbers for sequential steps.\r\n\r\n### 07▸ SOPs should address the most common or important scenarios, not every possible situation.\r\n\r\n### 08▸ Write in the active voice, for example: \"Place the file in the folder\" instead of \"The file should be placed in the folder.\"\r\n\r\n### 09▸ Test every SOP with someone before making it public.\r\n\r\n### 10▸ Close out with a recap and screenshots of a successful completion. \"Having completed this process, you'll see that…”\r\n\r\n### 11▸ Make the SOP visual by using screenshots or GIFs to show where to click, drag, write, or select whenever possible.\r\n\r\n## Tools for creating SOPs\r\n\r\n### 01▸ Use Google Drive or any other cloud storage to store SOPs.\r\n\r\n### 02▸ Install CloudApp (or a similar screenshot app) on your computer to capture screenshots for illustrating your SOP steps.\r\n\r\n### 03▸ Install and activate Grammarly’s Chrome plugin (or a similar grammar and spelling checker) while editing your SOP.\r\n\r\n### 04▸ Create a dedicated email address for signing up on various platforms for testing purposes.\r\n\r\n### 05▸ Use a spreadsheet, Notion page, or other documentation tools to track all created SOPs.\r\n\r\n## Create SOP outlines\r\n\r\nAn outline is a simple text document or video recording that lists the main steps that will be covered in the SOP.\r\n\r\n### 01▸ Research the task you need to create an SOP for using documentation, videos, blog posts, etc\r\n\r\n### 02▸ Create an outline in Google Docs \r\n\r\n### 03▸ Use a naming convention for the SOP. For example: “SOP 001: [SOP title]”\r\n\r\n### 04▸ List out all the prerequisites (logins, links, files, etc) to execute the SOP\r\n\r\n## Create an SOP draft\r\n\r\n### 01▸ Fill out the introduction for the SOP:\r\n\r\n- What is the goal of the SOP\r\n- Prerequisites or requirements\r\n- Add links to supporting documents needed to execute the SOP\r\n\r\n### 02▸ Follow the outline to create the SOP. Each SOP should be divided into steps and substeps.\r\n\r\n### 03▸ In some cases, you can add short introductory paragraphs for the steps:\r\n\r\n\r\n### 04▸ Capture screenshots and/or GIFs using the screenshot tool to make it easier to understand your SOP.\r\n\r\n- Use arrows and annotations to explain things within the image.\r\n- Blur out sensitive information (email addresses, account numbers, API keys, etc.)\r\n- Make sure that the image is large enough that the user can make out what’s going on.\r\n\r\n## Finalize your SOP\r\n\r\nOnce you’ve finished the draft of your SOP:\r\n\r\n### 01▸ Use a tool like Grammarly to check for spelling, grammar, and punctuation errors.\r\n\r\n### 02▸ Ensure all terminology, formatting, and style are consistent throughout the document\r\n\r\n### 03▸ Simplify any complex language or jargon that might be confusing\r\n\r\n### 04▸ Double-check all factual information, including data, URLs, and references, to ensure accuracy\r\n\r\n### 05▸ Ensure all screenshots, diagrams, and GIFs are relevant, clear, and correctly placed\r\n\r\n### 06▸ Collect feedback from actual users who will be using the SOP and make necessary adjustments.\r\n\r\n### 07▸ Get approval from a supervisor or team lead before publishing the SOP","html":"

SOP 249: Create a Standard Operating Procedure (SOP)

\n

This guide and best practices for creating Standard Operating Procedures (SOPs) will help you create SOPs that improve efficiency, reduce errors, and streamline operations.

\n

Last Updated / Reviewed: 07/18/2024

\n

Execution Time: 10 - 30 minutes

\n

🚀 Goal: To create a Standard Operating Procedure (SOP) that your team member can execute without your input in the future.

\n

🤞 Ideal Outcome: Your team member can execute the a task and achieve the same results as if you have executed the task yourself.

\n

🤔 Why this is important: A well written SOP can help you scale scale team operations and grow revenue

\n

🧐 Where this is done Google Docs or any documentation platform

\n

🗓️ When this is done: When you have to execute a task more than 2-3 times.

\n

👨 Who does this: Anyone who frequently needs to perform the same task repeatedly

\n

Click here to get the most up-to-date version of this SOP

\n

SOP Guidelines

\n

01▸ SOPs should be \"off the street\" ready, meaning someone with intermediate job knowledge but no experience in the specific topic can follow them.

\n

02▸ SOPs should be created for problems that occur more than once.

\n

03▸ If another SOP is required before starting, mention it as a prerequisite or requirement.

\n

04▸ Break down processes into milestones, with each milestone being self-contained and having a clear end result.

\n

05▸ Within each milestone, list the step-by-step instructions to achieve it.

\n

06▸ Use bullet points for hierarchical information and numbers for sequential steps.

\n

07▸ SOPs should address the most common or important scenarios, not every possible situation.

\n

08▸ Write in the active voice, for example: \"Place the file in the folder\" instead of \"The file should be placed in the folder.\"

\n

09▸ Test every SOP with someone before making it public.

\n

10▸ Close out with a recap and screenshots of a successful completion. \"Having completed this process, you'll see that…”

\n

11▸ Make the SOP visual by using screenshots or GIFs to show where to click, drag, write, or select whenever possible.

\n

Tools for creating SOPs

\n

01▸ Use Google Drive or any other cloud storage to store SOPs.

\n

02▸ Install CloudApp (or a similar screenshot app) on your computer to capture screenshots for illustrating your SOP steps.

\n

03▸ Install and activate Grammarly’s Chrome plugin (or a similar grammar and spelling checker) while editing your SOP.

\n

04▸ Create a dedicated email address for signing up on various platforms for testing purposes.

\n

05▸ Use a spreadsheet, Notion page, or other documentation tools to track all created SOPs.

\n

Create SOP outlines

\n

An outline is a simple text document or video recording that lists the main steps that will be covered in the SOP.

\n

01▸ Research the task you need to create an SOP for using documentation, videos, blog posts, etc

\n

02▸ Create an outline in Google Docs 

\n

03▸ Use a naming convention for the SOP. For example: “SOP 001: [SOP title]”

\n

04▸ List out all the prerequisites (logins, links, files, etc) to execute the SOP

\n

Create an SOP draft

\n

01▸ Fill out the introduction for the SOP:

\n\n

02▸ Follow the outline to create the SOP. Each SOP should be divided into steps and substeps.

\n

03▸ In some cases, you can add short introductory paragraphs for the steps:

\n

04▸ Capture screenshots and/or GIFs using the screenshot tool to make it easier to understand your SOP.

\n\n

Finalize your SOP

\n

Once you’ve finished the draft of your SOP:

\n

01▸ Use a tool like Grammarly to check for spelling, grammar, and punctuation errors.

\n

02▸ Ensure all terminology, formatting, and style are consistent throughout the document

\n

03▸ Simplify any complex language or jargon that might be confusing

\n

04▸ Double-check all factual information, including data, URLs, and references, to ensure accuracy

\n

05▸ Ensure all screenshots, diagrams, and GIFs are relevant, clear, and correctly placed

\n

06▸ Collect feedback from actual users who will be using the SOP and make necessary adjustments.

\n

07▸ Get approval from a supervisor or team lead before publishing the SOP

\n"}