How to Write the Best SOPs for Your Company

想象一下：您是一家精品营销公司的项目经理，负责培训新的PM，并使他们能够努力达到期望。

To fulfill this request, you probably had to learn a series of actions already set in place. That series of actions is called a standard operating procedure, or SOP for short, and they help to routinize job functions.

As your company requires more standardized processes to run, such as managing yourIPAAS集成or building email campaigns, SOPs become invaluable for keeping everything in-line.

In this guide, we'll explain the basics of SOPs and how to write them. Then, we'll recommend our favorite software tools for creating and executing SOPs. Let's dive in.

SOP Example

A good SOP is clearly worded and easy to read. Well-written SOPs have steps that are short and simple and are usually presented in a clearly labeled document.

Below is an example of a generic SOP for a new vehicle purchase process. As shown, each section is clearly labeled for fast reading and clear comprehension.

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Let's discuss the specifics of this example in more detail.

Standard Operating Procedures Format

• Title: SOPs should always begin with a title that briefly but fully encapsulates the purpose of the document.
• Identification: This information should be placed near the top of the document for ID purposes, including any relevant ID numbers, department names, and necessary signatures.
• Purpose: If a reader wants to understand the SOP more deeply before reading on, the "Purpose" section gives a brief summary of what the SOP aims to explain. This section probably won't need to be longer than a paragraph.
• Definitions:如有必要，包括读者在开始之前应该知道的行话的定义。
• Procedure：过程部分的格式将根据过程的复杂性而有所不同。为了逐步逐步流程，编号列表将起作用。如果用户必须在给定点的两个或多个步骤之间做出决定，则可能需要添加子步骤。如果您的SOP涉及许多决策和叉子，那么流程图可能是更合适的格式。

1. Create a list of processes

首先,提出深入的列表功能ns employees perform for their jobs that need SOPs. Some departments that could benefit from SOPs include finance, legal, HR, customer service, and IT. Think about those jobs that have a strict protocol; where not missing one step is vital.

For example, a new public relations professional would need to know the processes of writing press releases and securing press for their company. This is a great reason for creating an SOP.

2. Format your process

您可以通过如何介绍SOP来发挥创造力。只要它们易于理解，就可以创建工作流程的范围。最广泛的SOP格式包括逐步文档，工作流程图，组织图，详细说明和清单。

What kind of format would the public relations professional best receive their SOP? Most likely a workflow diagram. This would allow them to see why they must complete one step in order to get to the next. From writing the headline at the top to including correct hyperlinks, every step would be clearly notated.

3. Communicate

Make sure the process you write is accurate. Talk to the employees who will be using it every day. Ask for their feedback and advice. If they can provide useful edits or tips that would make the SOP easier to understand, include them.

For example, a reliable source for an SOP on how to write a solid press release would likely be a senior publicist or manager at the company

3. Write

Write the SOP by using the method that works best for your situation. Think about who you’re writing the SOP for and how the information will best be presented. This is also a good time to figure out who will be responsible for updating the SOP as needed.

A public relations professional would most likely benefit from an SOP about how to write press releases that give specific directions about format. For example, “Paragraph one must be 50-60 words introducing the album, the band, and their concept for the record cycle,” and “Paragraph two must be 30-40 words and include 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 that time. Maintaining them is important so employees always have the most up-to-date information about what’s expected from their day-to-day.

SOPs aren’t the quickest or shortest guides to write. But they can become a time-consuming project. Software can help speed up the writing process, and we’ve rounded up a couple of superstars:

(was a little unsure about the formatting for the list)

1.Trello

Price:Trellooffers three pricing plans: Free, Business Class ($10 per user per month and recommended for teams up to 100 people), and Enterprise ($17.50 per user per month).

Trellois a scheduling tool that allows its users to see their collaboration using “cards,” which are like virtual sticky notes for each board. Trello can be used for organization; from editorial calendars toSOPs.

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我们喜欢Trello，因为它很容易将所有文件放在一个地方。如果您滚动浏览该办公室管理委员会，则可以看到某些员工的职责列表。

2.HubSpot

价格：HubSpot自动化工具是包括在专业和企业subscriptionsof Marketing Hub, Service Hub, Sales Hub, and Operations Hub.

HubSpot的CRM包括workflows tool, which allows users to use marketing automation technology within their business. Workflows turn actions and/or commands into customizable flow charts.

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We like the workflows tool for SOPs because it has the option to write out lists into a visual chart.

3.Evernote

Price:Evernote提供三个计划: 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 take organized notes. It offers numerous organization, collaboration, and administration functions. The app also has a number of templates, including one for SOPs.

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We like Evernote because of its compatibility with different operating systems and organization capability.

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 offers resources and tools for process management. Choose from an assortment oftemplates(seriously, there are so many), most of which are offered for free. There are a number of SOPtemplatesthat specify your organization’s needs, such as “Team Member Onboarding.”

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We love Pipefy because of its abundance of templates available and easy-to-understand template titles.

5.SweetProcess

Price:SweetProcess is $99 per month对于最多20人的团队，每月每月每月$ 5。在年度计划中，每个成员每月减少到每月82.50美元，每月4.17美元。

SOP writing is SweetProcess’ main jam. Their tagline is, “Who said writing SOPs have to be painful?” so you can guarantee an easy-to-follow experience.

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Write SOPs That Rock

SOPs are fundamental to making internal processes run smoothly. They save time, help familiarize new employees with your processes, and keep experienced employees up-to-speed when your processes change. It's worth putting in the time to make them clear, readable, and actionable.

For more free inspiration, click below to check out HubSpot’s section of easy-to-use templates.

Editor's note: This post was originally published in October 2019 and has been updated for comprehensiveness.