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, and streamline operations.
Last Updated / Reviewed: 07/18/2024
Execution Time: 10 - 30 minutes
🚀 Goal: To create a Standard Operating Procedure (SOP) that your team member can execute without your input in the future.
🤞 Ideal Outcome: Your team member can execute the a task and achieve the same results as if you have executed the task yourself.
🤔 Why this is important: A well written SOP can help you scale scale team operations and grow revenue
🧐 Where this is done Google Docs or any documentation platform
🗓️ When this is done: When you have to execute a task more than 2-3 times.
👨 Who does this: Anyone who frequently needs to perform the same task repeatedly
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SOP Guidelines
01▸ SOPs should be "off the street" ready, meaning someone with intermediate job knowledge but no experience in the specific topic can follow them.
02▸ SOPs should be created for problems that occur more than once.
03▸ If another SOP is required before starting, mention it as a prerequisite or requirement.
04▸ Break down processes into milestones, with each milestone being self-contained and having a clear end result.
05▸ Within each milestone, list the step-by-step instructions to achieve it.
06▸ Use bullet points for hierarchical information and numbers for sequential steps.
07▸ SOPs should address the most common or important scenarios, not every possible situation.
08▸ Write in the active voice, for example: "Place the file in the folder" instead of "The file should be placed in the folder."
09▸ Test every SOP with someone before making it public.
10▸ Close out with a recap and screenshots of a successful completion. "Having completed this process, you'll see that…”
11▸ Make the SOP visual by using screenshots or GIFs to show where to click, drag, write, or select whenever possible.
Tools for creating SOPs
01▸ Use Google Drive or any other cloud storage to store SOPs.
02▸ Install CloudApp (or a similar screenshot app) on your computer to capture screenshots for illustrating your SOP steps.
03▸ Install and activate Grammarly’s Chrome plugin (or a similar grammar and spelling checker) while editing your SOP.
04▸ Create a dedicated email address for signing up on various platforms for testing purposes.
05▸ Use a spreadsheet, Notion page, or other documentation tools to track all created SOPs.
Create SOP outlines
An outline is a simple text document or video recording that lists the main steps that will be covered in the SOP.
01▸ Research the task you need to create an SOP for using documentation, videos, blog posts, etc
02▸ Create an outline in Google Docs
03▸ Use a naming convention for the SOP. For example: “SOP 001: [SOP title]”
04▸ List out all the prerequisites (logins, links, files, etc) to execute the SOP
Create an SOP draft
01▸ Fill out the introduction for the SOP:
- What is the goal of the SOP
- Prerequisites or requirements
- Add links to supporting documents needed to execute the SOP
02▸ Follow the outline to create the SOP. Each SOP should be divided into steps and substeps.
03▸ In some cases, you can add short introductory paragraphs for the steps:
04▸ Capture screenshots and/or GIFs using the screenshot tool to make it easier to understand your SOP.
- Use arrows and annotations to explain things within the image.
- Blur out sensitive information (email addresses, account numbers, API keys, etc.)
- Make sure that the image is large enough that the user can make out what’s going on.
Finalize your SOP
Once you’ve finished the draft of your SOP: