Write SOPs in 7 Easy Steps That Actually Work

Tired of team members skipping steps or asking the same questions? A simple SOP can fix that. Here's how to write a Standard Operating Procedure your team will actually follow—fast.

Why SOPs Make Work Easier

A good SOP helps teams run smoother, reduces training time, and avoids costly mistakes. Here’s what makes SOPs so powerful:

• Keeps tasks consistent across teams

• Makes onboarding faster and easier

• Helps reduce rework and errors

• Saves time by giving people answers without asking

Done right, SOPs become part of your workflow—not just another ignored document.

The 7 Steps to Write an SOP

1. Start with a Template Use a consistent format to save time. A Google Doc, Notion page, or project management tool works well. Start with a reusable SOP template.

2. Give It a Clear Title Use “How to…” plus the task. For example: How to Submit an Engineering Report or How to Size a Pump for Oil-Water Service.

3. Assign Roles Define who is responsible for the SOP:

• Subject Matter Expert – the person who knows the task

• SOP Owner – the person who writes and updates it

4. Define Start, Stop, and Key Steps Clarify:

• Start – What triggers the process?

• Stop – When is it complete?

• Steps – Keep it short, around 5–8 action-based steps.

5. Add Purpose, Inputs, and Outputs

• Purpose – Why this SOP matters

• Inputs – What tools, data, or access are needed

• Outputs – What a successful result looks like

6. Add Helpful Details and Links Include links, screenshots, or notes that help complete the steps. Use simple language. Optional: Add a short FAQ at the end.

7. Test and Improve Over Time Use the SOP during the actual task. Encourage team members to suggest edits when something changes. Make it a living document.

Common Mistakes to Avoid

Even good SOPs can fail if:

• They’re too long or complicated

• No one updates them when things change

• They live in hard-to-access tools

• They aren’t used during the actual task

Start Small. Scale Fast.

Write just one SOP today using the steps above. Start with a task you repeat often—and make it easier for everyone.