Imagine this: you are a project manager in a boutique marketing firm, and your job is to train the new PM and update them on how to do their job to meet expectations.
In order to comply with this request, you likely had to learn a number of pre-established measures. This series of actions is known as the Standard Operating Procedure (SOP for short) and helps to routine job functions.
Since your company needs more standardized processes, e.g. For example, managing your iPaaS integrations or creating email campaigns, SOPs become invaluable for bringing everything together.
In this guide, we explain the basics of SOPs and how to write them. We then recommend our preferred software tools for creating and executing SOPs. Let’s dive in.
Standard procedure
A Standard Operating Procedure (SOP) is a step-by-step list of instructions that describe in detail how a routine procedure is carried out. SOPs are useful for communication and productivity. Managers can save time training new employees by sharing an SOP, and employees always have a reference point for step-by-step instructions on how to perform specific tasks.
SOP example
A good SOP is clearly worded and easy to read. Well-written SOPs have short and simple steps and are usually presented in a clearly labeled document.
Below is an example of a generic SOP for a new car purchase process. As shown, each section is clearly labeled for easy reading and understanding.
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Let’s discuss the specifics of this example in more detail.
Standard operating procedure format
- title: SOPs should always begin with a title that briefly but fully describes the purpose of the document.
- ID: This information should be placed at the top of the document for identification purposes, including all relevant ID numbers, department names, and required signatures.
- purpose: If a reader wishes to understand the SOP in more depth before reading on, the Purpose section gives a brief summary of what the SOP is intended to explain. This section probably doesn’t need to be longer than a paragraph.
- Definitions: If necessary, add definitions of jargon that the reader should know before starting.
- procieedings: The format of the procedural section depends on the complexity of the process. A numbered list works for simpler step-by-step processes. You may need to add substeps if at some point the user has to choose between two or more steps. If your SOP has many decisions and forks, a flowchart is likely a more appropriate format.
How to write an SOP
- Make a list of processes
- Communicate
- To write
- To implement
1. Make a list of processes
First, make a detailed list of the roles employees perform for their jobs that require SOPs. Some departments that could benefit from SOPs are Finance, Legal, Human Resources, Customer Service, and IT. Think about the jobs that have a strict protocol; where it is important not to miss a step.
For example, a new PR professional would need to know the processes for writing press releases and securing the press for their company. This is a good reason to create an SOP.
2. Format your process
You can get creative with how you present SOPs. As long as they are easy to understand, there are no limits to the design of a workflow. The most widely used SOP formats include step-by-step documents, workflow diagrams, organizational charts, detailed instructions and checklists.
What kind of format would the PR professional best get their SOP? Most likely a workflow diagram. That way, they can see why they need to take one step to get to the next. From writing the heading at the beginning to inserting proper hyperlinks, every step would be clearly noted.
3. Communicate
Make sure the process you are writing is correct. Talk to the employees who will be using it on a daily basis. Ask for their feedback and advice. If they can provide useful changes or tips to make the SOP easier to understand, add them.
For example, a reliable source for an SOP for writing a solid press release would likely be a senior publicist or manager of the company
3. Writing
Write the SOP using the method that works best for your situation. Think about who you are writing the SOP for and how best to present the information. This is also a good time to find out who is responsible for updating the SOP if necessary.
A public relations professional would most likely benefit from an SOP for writing press releases that include specific format instructions. For example, “Paragraph one must be 50-60 words introducing the album, the band and their concept for the record cycle,” and “Paragraph 2 must be 30-40 words long and contain short descriptions of 2-3 songs.”
4. Implementation
SOPs should be updated at least once a year after implementation. They should always reflect the needs of the organization at this point in time. Maintaining them is important so that employees always have the most up-to-date information about what is expected of their everyday lives.
SOPs are not the quickest or shortest guide to writing. But they can be a time consuming project. Software can help speed up the writing process, and we’ve rounded up a few superstars:
(was a little unsure about the formatting of the list)
Best SOP software
- Trello
- HubSpot workflows
- Evernote
- Pipes
- SweetProcess
1. Trello
Price: Trello offers three pricing plans: Free, Business Class ($ 10 per user per month and recommended for teams of up to 100 people), and Enterprise ($ 17.50 per user per month).
Trello is a planning tool that allows users to see their collaboration through “cards” that are like virtual sticky notes for each board. Trello can be used for organization; from editorial calendars to SOPs.
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We like Trello because it’s easy to have all of your documents in one place. As you scroll through this Office Management Board, you will see a list of responsibilities for specific employees.
2. HubSpot
Price: HubSpot automation tools are included with Marketing Hub, Service Hub, Sales Hub, and Operations Hub Professional and Enterprise subscriptions.
HubSpot’s CRM includes the workflow tool that enables users to use marketing automation technology in their business. Workflows transform actions and / or commands into customizable flowcharts.
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We like the workflow tool for SOPs because of the ability to write lists on a visual diagram.
3. Evernote
Price: Evernote has three plans: Free, Personal ($ 7.99 per month), and Professional ($ 9.99 per month).
Evernote is a popular note-taking app that lets you do a lot more than just take organized notes. It offers numerous organizational, collaboration and administrative functions. The app also has a number of templates, including one for SOPs.
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We like Evernote for its compatibility with different operating systems and its ability to organize.
4. Pipefy
Price: Pipefy offers four plans: Free, Business ($ 18 per user per month), Enterprise ($ 30 per user per month), and Unlimited (custom pricing).
Pipefy provides resources and tools for process management. Choose from a number of templates (seriously, there are so many), most of which are offered for free. There are a number of SOP templates that specify your company’s needs, such as: B. “Team Member Onboarding”.
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We love Pipefy for its plethora of templates available and easy-to-understand template titles.
5. Sweet Process
Price: SweetProcess is $ 99 per month for teams of up to 20 people, plus $ 5 per month for each additional user. In the annual plan, this is reduced to $ 82.50 per month and $ 4.17 per month for each additional member.
SOP writing is the main task of SweetProcess. Their slogan is, “Who said writing SOPs had to be painful?” This is how you can guarantee an experience that is easy to understand.
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Write SOPs that rock
SOPs are fundamental for the smooth running of internal processes. You save time, help to familiarize new employees with your processes and keep experienced employees up to date when your processes change. Well worth investing the time making them clear, readable, and actionable.
For more free inspiration, click below to check out the HubSpot section of easy-to-use templates.
Editor’s note: This post was originally published in October 2019 and has been updated for completeness.