How To Write a Standard Operating Procedure (in 4 Simple Steps)

Effective processes are the backbone of any successful company—and standard operating procedures (SOPs) are what keep those processes running smoothly.

A standard operating procedure (SOP) is a documented set of step-by-step instructions that guide team members through routine tasks. Think of it as your company’s go-to manual for doing things the right way, every time.

Without SOPs, miscommunication, inconsistency, and costly mistakes become inevitable. With them, teams stay aligned, operations run efficiently, and execution becomes repeatable and reliable.

In this guide, we’ll walk you through:

• What an SOP is (and how it differs from a process document)
• The benefits of creating and using SOPs
• A step-by-step breakdown of how to write an effective SOP
• Common SOP formats
• Real-world SOP examples and industry use cases
• Why a knowledge base helps you manage SOPs more efficiently

Let’s dive in.

What is a standard operating procedure?

A standard operating procedure (SOP) is a written guide that outlines exactly how to complete a specific task or process. It breaks down the “what,” “how,” and “why” of everyday responsibilities so that any team member—new or experienced—can execute work efficiently and consistently.

The purpose of an SOP is to ensure clarity, reduce errors, support training and onboarding, and preserve institutional knowledge. It’s not just a static document—it’s an operational blueprint for getting things done right.

What is the difference between an SOP and a process document?

A process document provides a high-level overview of how something works. An SOP goes deeper, detailing every step involved in completing a task.

For example, a process might outline the overall steps involved in publishing content, while the SOP would provide detailed instructions for completing one of those steps — like how to format, review, and publish the piece using the right tools and standards.

If the process is your travel itinerary, the SOP is your turn-by-turn GPS — guiding you through exactly how to get from point A to point B.

Why are SOPs important?

Without standard operating procedures, organizations operate on tribal knowledge and assumptions. That leads to inconsistent outcomes, dropped balls, and employee frustration. SOPs ensure that everyone is following the same operational blueprint.

A exceptional SOP:

• Aligns teams on best practices
• Reduces room for error
• Enhances productivity
• Supports training and onboarding
• Creates accountability and confidence

And in highly regulated industries like healthcare or finance, having SOPs in place isn’t just smart—it’s required for compliance.

Benefits of implementing standard operating procedures

Consistency and efficiency

SOPs eliminate guesswork. When everyone follows the same set of instructions, outcomes are predictable — and repeatable (and work us completed to 50% faster).

Faster onboarding and training

New hires can get up to speed faster when they have a documented reference for how things are done.

Preservation of knowledge

People leave. SOPs help capture their expertise and keep operations running smoothly even when team members move on.

Quality assurance

With clear instructions, tasks are completed with fewer errors, leading to higher quality results.

Regulatory compliance

In industries where compliance is key, SOPs help ensure procedures meet legal and safety standards.

Improved safety

SOPs guide employees through safe processes — especially important in physical work environments or those involving hazardous materials.

How to write an effective standard operating procedure

Ready to write an SOP that your team will actually follow? Here’s a step-by-step process to help you get there:

1. Define your objective

Why are you creating this SOP? Identify the problem it’s solving or the process it’s clarifying. Having a clear objective keeps the SOP focused and useful.

2. Identify your stakeholders

Involve everyone who touches the process:

• Executives: to align SOPs with company goals
• Managers: to contribute operational knowledge
• Frontline employees: to give real-world feedback on feasibility

3. Know your audience

Who is the SOP for? Tailor the content to the reader’s role, level of expertise, and responsibilities. Use plain language that makes sense to your team—not legalese or jargon.

4. Choose your format

Pick the format that best suits the task:

• Step-by-step list: for simple, linear tasks
• Hierarchical list: for steps with sub-steps
• Flowchart: for decision-based processes
• Checklist: for quick-reference tasks
• Video: for visual walkthroughs
• Interactive course: for training or certification purposes

5. Gather the information

• Interview SMEs (subject matter experts)
• Observe the task in action
• Review existing documentation
• Research industry best practices

6. Draft the SOP

Structure your SOP with these components:

• Title page: process name, document ID, date, owner
• Table of contents: if the document is long
• Purpose: what the SOP aims to accomplish
• Scope: what the SOP covers (and what it doesn’t)
• Roles and responsibilities: who’s involved and in what capacity
• Materials/resources needed
• Step-by-step instructions: clearly numbered, bulleted, or diagrammed
• Quality checks: how to measure performance or success
• Glossary or references: define technical terms or link to related docs

7. Test and revise

Run a pilot. Have a few team members use the SOP and provide feedback. Are any steps unclear? Are outcomes consistent? Refine based on real-world use.

8. Train your team

Introduce the SOP with a team walkthrough or training session. Emphasize why it matters, and encourage questions.

9. Store it in a central location

Make your SOP easy to find and access. A knowledge base like Trainual ensures everyone’s using the latest version.

10. Review and update regularly

Processes evolve. Set a regular cadence (e.g., quarterly) to review and revise SOPs as needed.

Bonus: Do it. Document it. Delegate it.

Trainual’s method for operationalizing processes relies on a simple framework: Do it. Document it. Delegate it.

1. Do it – Master the task firsthand. This ensures deep understanding before attempting to systematize it.
2. Document it – Capture the step-by-step process while it's fresh. This becomes your SOP.
3. Delegate it – Train others using the SOP, freeing you to take on more strategic work.

A few resources to consider
👉 How to write a process
👉 How to improve a process template

This mindset creates a culture of ownership, clarity, and accountability — and it’s baked into every feature of Trainual.

Common standard operating procedure formats

Not all SOPs look the same. Choose the right format based on complexity, audience, and usage.

Step-by-step list

Perfect for simple tasks that follow a linear sequence, like opening a store or setting up software.

Hierarchical format

Use when a task includes sub-steps or multiple decision points under a single step.

Flowchart 

Great for visualizing branching paths and “if this, then that” decisions.

Checklist

Use when the goal is to verify that specific actions are completed in any order.

Video SOP

Show your team how to complete a task—especially helpful for physical or visual processes.

Interactive course

Best for training scenarios or when you want to assess understanding through quizzes or checkpoints.

Challenges of creating SOPs

1. Siloed input

If only leadership writes SOPs, you risk missing frontline realities. Involve multiple perspectives.

2. Poor accessibility

Even great SOPs are useless if no one can find them. Store them somewhere central and searchable.

👉 Click here to learn about Trainual’s AI search. 

3. Outdated content

Processes change. Outdated SOPs breed confusion and mistakes. Regular updates are essential.

SOP examples by industry

SOPs are used across every industry. Here are a few examples:

• Manufacturing: equipment operation, quality assurance, inventory checks
• Healthcare: patient intake, medication administration, sterilization procedures
• Finance: billing processes, audits, client onboarding
• IT: server maintenance, incident response, software deployment
• Marketing: campaign launches, brand asset management
• Customer service: ticket routing, refunds, escalation policies
• Cannabis: cultivation, packaging, compliance procedures
• Education: student enrollment, curriculum planning, incident reporting
• Hospitality: room cleaning, guest check-in, food safety

Standard operating procedure templates

Need a starting point? Here's a basic SOP template:

Title: [Procedure Name]
ID: [Unique ID]
Author: [Name/Department]
Effective Date: [MM/DD/YYYY]

Purpose: Why this SOP exists
Scope: What the SOP covers
Roles & Responsibilities: Who’s involved

Required Materials: Tools or resources needed

Procedure:

1. Step one
2. Step two
3. Step three

Quality Checks: How to confirm the task was done correctly

References: Other documents or policies

Glossary: Definitions of terms

👉Want an even easier way to kick things off? Grab our How to Document a Process Template — it walks you through everything step-by-step and gets your process dialed in fast.

👉 Looking for industry-specific examples? Explore our SOP template library and grab what fits your team best.

The missing link between your SOPs and team execution

Housing SOPs in a centralized knowledge base offers:

• Easy access: Everyone knows where to find the latest version
• Version control: Stay on top of updates and revisions
• Searchability: Quickly find what you need
• Collaboration: Multiple teams can contribute and comment
• Training and compliance tracking: See who has read or completed SOPs

If you want to keep your SOPs consistent, current, and accessible, a knowledge base like Trainual is the way to go.

The bottom line

SOPs are the secret weapon behind every smooth, accountable team. They keep your team aligned, productive, and confident.

Want to simplify SOP creation? Use Trainual’s built-in SOP templates or create step-by-step guides with our free Chrome extension, Wizardshot. With just a few clicks, you can document workflows, add visuals, and publish your procedures in a central location.

👉 Start a free Trainual demo to see how easy SOP management can be.