The Ultimate Guide to Writing SOPs: What to Include in Every Standard Operating Procedure
If you want to scale your business, streamline operations, and delegate with confidence, Standard Operating Procedures (SOPs) are essential. They ensure that tasks are completed consistently, efficiently, and without confusion—whether you’re outsourcing, hiring a team, or simply organizing your workflows.
But what exactly should you include in an SOP? How detailed should it be? And how can you make it easy for your team to follow?
In this guide, I’ll break down everything you need to include in every SOP, so you can create clear, effective, and easy-to-use procedures that keep your business running smoothly.
At the end of this guide, you’ll also find a free SOP template that you can use to streamline your processes right away.
What is an SOP and Why Do You Need One?
A Standard Operating Procedure (SOP) is a step-by-step document that outlines how to complete a task or process in your business.
SOPs are essential because they:
Save time by reducing repetitive questions and training
Ensure consistency so tasks are done the same way every time
Improve efficiency by eliminating guesswork
Make delegation easier so you can confidently outsource or hire
Reduce mistakes by providing clear instructions
Help scale your business without things falling apart
Whether you’re onboarding a new team member, handing off a task to a virtual assistant, or just keeping your operations organized, a well-structured SOP makes all the difference.
What to Include in Every SOP
Every SOP should be structured in a way that is easy to follow, clear, and comprehensive. Below are the key elements to include in every SOP.
1. SOP Title
The title should clearly state the purpose of the SOP.
Example: "Client Onboarding Process for Coaching Business" or "How to Schedule Social Media Posts Using Later"
2. Purpose of the SOP
This section explains why this SOP exists and why it is important. It helps team members understand the value of following the procedure correctly.
Example:
"This SOP outlines the step-by-step process for onboarding new coaching clients to ensure a smooth experience and prevent miscommunication."
3. Scope
Define who this SOP is for and when it should be used. This prevents confusion about who is responsible for what.
Example:
"This SOP is for the Client Success Manager and is used whenever a new client signs up for our one-on-one coaching program."
4. Roles and Responsibilities
Clearly list who is responsible for executing each step of the SOP. If multiple team members are involved, break it down accordingly.
Example:
The Client Success Manager sends onboarding emails and contracts.
The Virtual Assistant sets up client folders and schedules onboarding calls.
5. Tools and Resources Needed
Include any tools, software, or documents required to complete the task.
Example:
Tools: Google Drive, Slack, Dubsado
Documents: Onboarding checklist, contract template
6. Step-by-Step Instructions
This is the core of your SOP. Outline each step in a simple, actionable format. Use bullet points or numbered lists for clarity.
Example: How to Schedule Social Media Posts in Later
Log into Later using the company’s account credentials.
Click "Create Post" and upload the images or videos.
Write the caption and add relevant hashtags.
Select the scheduling time based on the content calendar.
Click "Schedule" and confirm the post.
For more complex procedures, consider adding screenshots or recording a video tutorial to make this section even clearer.
7. Expected Outcome
Describe what a successful completion of this SOP looks like. This sets expectations for quality and consistency.
Example:
"A successfully onboarded client receives their welcome email, contract, and access to their coaching portal within 24 hours of signing up."
8. Common Mistakes and Troubleshooting
Anticipate common errors and how to fix them. This reduces confusion and minimizes mistakes.
Example:
Mistake: Forgetting to send the onboarding email.
Solution: Set an automated reminder in Asana to send the email within 24 hours.
9. Revision History
SOPs should be updated regularly. Include a section where you track when changes were made and who made them.
Example:
January 15, 2024: Updated onboarding email template
March 10, 2024: Added automation step for scheduling
How to Make Your SOPs Even More Effective
Use videos to record a quick walkthrough for complex processes.
Keep it simple by avoiding jargon and making instructions as clear as possible.
Make it accessible by storing SOPs in a shared Google Drive or Notion workspace.
Update regularly by setting a reminder to review and update SOPs every three to six months.
Ready to Create Your Own SOPs? Download My Free SOP Template
Writing SOPs from scratch can feel overwhelming, but I’ve made it easier for you with a free, done-for-you template.
Get the structure you need and start streamlining your business operations today.
Download the Free SOP Template Here
By implementing well-structured SOPs, you will free up your time, scale your business, and delegate with confidence. Instead of waiting until you are overwhelmed, start creating SOPs now and set your business up for long-term success.
