To write an SOP, pick one task with a clear start and end, watch someone do it, then write numbered steps that each begin with a verb and describe one action. Add the purpose, scope, owner and any warnings, test the draft with someone who has never done the task, and set a review date.
What an SOP is for
A standard operating procedure is a written set of instructions for a routine task, so that it gets done the same way whoever does it. The US Environmental Protection Agency, which publishes one of the most widely used guides on the subject, frames SOPs as a way to keep quality consistent and to keep knowledge in the organisation when people change roles.
That second point is the one small businesses feel most. The day the person who “just knows how to do it” is off sick is the day you discover the task was never written down.
Choose the right task first
Good candidates are tasks that are repeated, that more than one person does, and where a mistake is costly: paying suppliers, onboarding a client, publishing a post, closing the month. Avoid writing one SOP for a whole department. If the procedure has more than about 15 steps, split it.
Watch the task before you write it
The most common reason SOPs fail is that they describe how the author thinks the task is done, not how it is actually done. Sit with the person who does it best, ask them to talk through each click and decision, and write down everything, including the workarounds. Those workarounds are often the most useful part of the document.
The sections every SOP needs
- Title and ID: a plain name and a short code so it can be referenced.
- Purpose: one or two sentences on why the task exists.
- Scope: when it applies and, just as useful, when it does not.
- Owner and roles: who maintains the document and who does each part.
- Prerequisites: access, tools and inputs needed before step one.
- Procedure: the numbered steps.
- Warnings and checks: what can go wrong and how to spot it.
- Revision history: version, date and what changed.
How to word the steps
Each step should describe one action, start with a verb and name the exact thing the person touches: “Open the Payables sheet and filter Status by Approved”, not “Check the approved invoices”. If a step involves a decision, write it as a condition: “If the amount is over $5,000, send it to the finance lead before paying.” Screenshots help for software tasks, but put them after the step text so the procedure still reads without them.
Use the same word for the same thing throughout. If the document says “client” in step 3 and “customer” in step 7, a careful reader will wonder whether they are different people.
Test it with someone new
Hand the draft to someone who has never done the task and watch them follow it without help. Every time they hesitate or ask a question, the document has a gap. Fix it on the spot. This test takes half an hour and catches more problems than any amount of reviewing at a desk.
Keep it alive
An out-of-date SOP is worse than none, because people trust it. In regulated industries this is a known failure point: inadequate or unfollowed procedures are among the most frequently cited problems in FDA inspection findings. Outside regulated work the cost is quieter but real. Set a review date (six or twelve months is typical), update the document whenever the tool or process changes, and keep old versions so you can see what changed and when.
A short example
- Open the Supplier Invoices folder and sort by Received date.
- For each new invoice, check that the purchase order number matches an open order.
- If there is no matching order, email the requester and move the invoice to On hold.
- Enter approved invoices in the Payables sheet with due date and amount.
- On Thursday, pay every invoice due in the next seven days and mark it Paid.
Five steps, one action each, one decision handled explicitly. That is the level of detail to aim for.
Free SOP Template
A Word and Google Docs template with every section above already laid out, including revision history and a sign-off table.
If your team works in Notion, there is also a Notion version of the SOP template with a database for tracking owners and review dates.
FAQ
How long should an SOP be?
As short as it can be while someone new can still follow it. Most single-task SOPs fit on one or two pages. If it runs past 15 steps, split it into smaller procedures.
What is the difference between an SOP and a work instruction?
An SOP describes a process and who is responsible for each part. A work instruction goes deeper into how to do one specific step. Small teams usually combine both in one document.
Who should write the SOP?
The person who does the task best should provide the content; someone else can do the writing. The owner signs it off and keeps it current.
Should SOPs include screenshots?
For software tasks, yes, but after the step text and with the relevant area highlighted. Screenshots go out of date quickly, so check them at every review.