A Complete Guide (+ Free Template)

In 2019, I was a freelance writer, had no idea what SOPs were, and relied on mental checklists and scribbled notes.

Then I moved to an agency where SOPs ensured consistent, high-quality content. At first I resisted the detailed checklists – they felt mechanical. But after seeing the agency deliver seamless content for dozens of clients, I was sold.

Their SOPs changed my workflow: clear research guidelines kept me focused, templates cut design time in half, and QA checklists caught errors before customers saw them.

When I went back to freelancing, I created my own streamlined SOPs that kept my work consistent and professional – all without corporate bloat.

For writers, SOPs are not creativity killers; They’re like personal assistants who take care of the routine so you can focus on creating great content.

By the end of this guide, you’ll have the tools and insights to write SOPs that save time, eliminate errors, and increase your productivity. You’ll even discover top templates and tools that make implementation effortless.

Table of contents

What is an SOP?

A standard operating procedure is a comprehensive step-by-step guide to performing a routine task. Managers can save time on training by sharing SOPs, and employees can refer to them for ongoing instruction when performing specific tasks.

Types of SOPs

SOPs can be divided into three main categories: technical, administrative and quality control.

• Technical SOPs Perform precise operations such as software deployment or device setup. For example, if you need to standardize your website updates, create a technical SOP that reduces deployment errors.
• Administrative SOPs Streamline business processes such as invoice processing and customer onboarding. I’ve found them valuable for these tasks and for email management. I witnessed how the agency’s administrative SOPs successfully reduced client onboarding time from two weeks to just three days.
• Quality Control SOPs Ensure consistent standards across work delivery, be it content creation, manufacturing or service delivery. They help ensure that every edition meets your standards. When our team started following the new QC SOP, our customers’ revision requests decreased by 60%.

When should an SOP be created?

Through my experience with SOPs in the agency and later adapting them to my freelance work, I learned that an effective SOP can turn chaos into clarity.

In my experience, these documents prove most valuable when consistency directly impacts success. They take the guesswork out of complex processes and make them easier for everyone involved.

For example, customer support teams rely on SOPs to ensure complaints are resolved efficiently and fairly.

Content teams rely on them to keep publishing workflows on track, and finance teams rely on them to streamline payment processing.

Based on my experience, here are the telltale signs that you need an SOP:

• When a task requires multiple people to complete it consistently.
• Errors in the process could have serious consequences.
• If you find yourself answering the same process questions repeatedly.
• When it comes to legal compliance.

However, I also learned that not every process needs an SOP.

For simpler tasks like checking email or organizing files, I’ve found that a simple checklist often works better. The key is to match the scope of documentation to the complexity and importance of the task.

What should an SOP contain?

An effective SOP is not just a checklist – it is a tool for clarity and consistency. To ensure your team can rely on it, every SOP should contain a few essential components that make it actionable, easy to understand and repeatable.

Let’s break down these components and explore why each one is important.

1. Title

The SOP should start with a clear, descriptive title that immediately tells users what it is about. This is what your title should look like.

Template: (Task Name) + (Department) + “SOP”

Example: Blog Post Review Process – Content Team SOP

2. Purpose and scope

This section briefly explains why the SOP exists, who it is for, and what it covers.

Be specific about the tasks and processes covered. Think about it: What goal does this achieve? Is it for a specific department or the entire organization? This helps employees understand the meaning and relevance to their work.

Template: This SOP helps (target user) (complete task) to achieve (method) (goal).

Example: This SOP guides content team members through the blog publishing process, from final draft to live post. It includes WordPress publishing, SEO checks and social media planning. This process applies to all blog content except news articles and product releases.

3. Roles and responsibilities

For easier identification, place this information at the top of the document.

Include relevant ID numbers, department names, and required signatures. Also, list the roles involved in the process and clarify their responsibilities.

This helps avoid confusion or conflict about who needs to do what. Include a concise responsibility matrix that describes the primary owner, secondary support, approvers, and end users.

role	Responsibility
Content writer	Submits final draft and implements editor’s feedback
editor	Checks content and carries out an SEO check
Content manager	Final approval, schedule publication
Social media team	Creates and plans promotional posts

4. Definitions

List key terms that the reader must understand to complete the procedure correctly. Contain:

• Task-specific technical terms.
• Acronyms and abbreviations used in the document.
• Industry-specific jargon that requires explanation.

Here’s an example of what that might look like.

• CTA: Call-to-action (an invitation that encourages readers to take a specific action).
• KPI: Key Performance Indicator (metric for measuring content success).
• SEO: Search engine optimization (techniques to improve the visibility of content in search results).
• Style Guide: A document that sets out writing standards and formatting rules.

Pro tip: Keep definitions short and relevant only to the procedure. Arrange them alphabetically for easier reference.

5. Materials and Equipment

This section should list all the resources required to complete the procedure. Identify any tools, equipment, software, materials, or access permissions.

For example, in a Social Media Content Planning SOP, the Materials section would include the following.

• Required access: Social media management platform (HubSpot’s social media management software in marketing hub)Brand Asset Library.
• Software: Meta Business Suite, current version.
• Resources: Social media calendar, approved hashtag list, content approval form.

Keep the list clear and specific so that users can gather everything they need before starting the procedure.

6. Procedure

This section should describe each step of the process in a clear, logical order.

Begin each step with an action verb and add any necessary details, branching paths, or conditional steps. Complex procedures may require substeps or decision points.

Building on our earlier example, an SOP on scheduling social media posts, the procedural section would read:

1. Open the HubSpot scheduling dashboard.
2. Select the appropriate social channel.
3. Upload media content (For video: check format compatibility. For image: check dimensions meet platform requirements.)
4. Write the caption according to brand guidelines.
5. Add approved hashtags.
6. Set the publishing date and time.
7. Submit for required permits.
8. Verify that the scheduled post appears in the content calendar.

Lay out the steps chronologically and note any deviations or decision points. If necessary, add warnings or tips to ensure clarity of the process.

7. Visual aids

Use images, diagrams, or screenshots to illustrate the steps. Visual aids can make complex processes easier to understand and understand. Like this:

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8. Security and Compliance

Highlight any safety precautions or regulatory requirements. Make sure employees are aware of all hazards and what needs to be done to deal with them safely.

9. Troubleshooting

Provide solutions to common problems that may arise during the procedure. This section can save time and reduce frustration by helping employees resolve problems quickly.

10. Approval and Revision

Include an approvals section indicating who reviewed and approved the SOP.

Also add a revision history to track updates and changes over time. This ensures that the SOP remains current and correct.

11. Contact Information

Provide contact information for someone who can answer questions or provide further guidance. This ensures employees know who to turn to if they need help.

Pro tip: Before writing an SOP, collect examples of similar procedures that have worked well in your industry. This can provide valuable insight into what information should be included and how to structure it effectively.

What does an SOP look like? (Free template)

A standard operating procedure template gives you a clear, organized format to follow. This speeds up the process of SOP creation.

HubSpots free SOP templateFor example, describes tasks and processes for your team. It contains sections such as purpose, scope, procedures and responsibilities.

You can personalize it with your company logo and add charts or graphs attached.

This user-friendly template ensures your SOPs are comprehensive and easy to understand.

Get your free SOP template here

How to write an SOP

1. Identify and prioritize processes and goals.
2. Define the end user.
3. Determine the stakeholders and creators.
4. Determine scope and format.
5. Gather information.
6. Outline and write the SOP.
7. Proofread, test and revise.
8. Implement and update regularly.

Creating an effective SOP doesn’t have to be overwhelming. By breaking it down into manageable steps, you can develop clear, useful procedures that your team will actually want to follow.

Let’s look at these steps in detail.

Step 1: Identify and prioritize processes and goals.

When I started creating SOPs, I quickly realized that trying to document everything leads to overwhelm and inefficiency.

Start by identifying which processes most need to be standardized. I recommend evaluating your workflows by asking three key questions:

• How can the SOP improve efficiency and teamwork? Consider current bottlenecks and how clear, well-documented steps could streamline operations.
• What will customer service be like if everyone follows the SOP? Think about the potential improvements in customer satisfaction if your team follows standardized procedures.
• How will the SOP increase the company’s bottom line? Think about how consistent processes can lead to cost savings, better resource allocation, and increased productivity.

Identify workflow issues and list departments that would benefit from SOPs, e.g. E.g. finance, legal, human resources, customer service and IT. Then determine exactly which critical tasks need to be completed in each department to avoid problems.

This is what it could look like.

• Finance: Budgeting, financial reporting, payroll.
• Legally: Contract review, compliance audits.
• Human resources: Recruitment, onboarding, reviews.
• Customer service: Answering inquiries, handling complaints.
• IT: Software installation, network maintenance.

Document each process with its name, department, purpose, and key steps.

For example, in public relations, the press release writing process should include steps such as researching the event, writing the press release, reviewing it, obtaining approval, and distributing it.

This ensures your SOPs are comprehensive and focused on improving critical areas.

I also recommend holding brainstorming sessions with team members to capture all relevant tasks and establish SOP goals.

Pro tip: Don’t rely solely on management input when prioritizing the processes that need SOPs. Instead, look at your customer complaint logs and bug reports from the last three months.

These documents often indicate which processes urgently require SOPs.

Step 2: Define the end user.

When I transitioned from freelance writing to working at an agency, I noticed that their SOPs were written specifically for different team members.

As managers went through the SOPs, the content always focused on the people who would use them every day. This taught me an important lesson about audience awareness.

The agency’s content review SOP, for example, wasn’t filled with management jargon – it contained clear, concrete steps that writers like me could follow. This made our work consistent and reduced confusion about expectations.

When I later created my own SOPs for my freelance business, I kept this lesson in mind: Focus on the people who will actually use the document.

Whether it’s research, writing, or client communication, I make sure each step is consistent with the user’s actual daily tasks and uses language they’re comfortable with.

Pro tip: A common mistake is writing SOPs at the wrong level of expertise. Observe someone in your target audience for an hour – you’ll quickly see which details they take for granted and which require further explanation.

Step 3: Determine the stakeholders and creators.

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At my agency, I have seen various stakeholders interact with SOPs, each bringing their own perspective to make the documents more effective. Through this experience, I learned to consider everyone who touches a process.

• guide provided a general vision of how SOPs should align with business objectives.
• manager helped refine practices and ensured smooth implementation.
• But the most important thing is this Employees on the ground (like me and my co-authors) provided crucial input about what actually worked in practice.

I discovered that The best SOPs aren’t just approved by management – they’re designed by the people who do the day-to-day work.

These were the team members who knew the shortcuts, workarounds, and potential pitfalls that needed to be addressed.

Don’t forget your customers. While SOPs primarily relate to internal processes, these operations can have a significant impact on the customer experience.

Think about your target audience and design an SOP that streamlines internal processes and increases customer satisfaction.

Pro tip: Many SOPs fail because they don’t take input from frontline employees. While management buy-in is important, the people doing the actual work should be your primary source of information.

Step 4: Determine scope and format.

When I started creating SOPs for my writing business, I made the mistake of trying to fit everything into simple lists. It wasn’t until I experimented with different formats that I found what really worked for different situations.

The key is to consider who will be using the SOP and what tools they will need.

For example, when documenting my research process, I needed more than a simple checklist. I had to consider what databases I use, what note-taking software I use, and how I organize sources.

This helped me choose a format that covered all the essential elements without being overwhelming.

Here are the most effective formats I’ve come across.

• Step-by-step list: Ideal for simple, straightforward tasks.
• Hierarchical list: Useful for complex procedures with many steps and decision points.
• flow chart: Ideal for processes with multiple outcomes.
• Simply Checklist: Perfect for tasks that need to be repeated regularly.
• video: Effective for visual learning and demonstrations.
• Interactive course: Engaging and comprehensive for detailed training.

Remember: simpler is usually better. I’ve found that a simple step-by-step list works perfectly for simple tasks, while I keep flowcharts for processes with multiple decision points.

Pro tip: Create a rough draft in two different formats and take your time with each format. The version that takes less time while maintaining accuracy is usually the best choice.

Step 5: Gather information.

When transitioning from isolated notes to actual SOPs, I’ve found that thorough information gathering makes all the difference.

Instead of just writing down what I thought I knew about my content creation process, I took the time to research industry best practices and document my actual workflow.

An eye-opening exercise was timing myself as I completed a writing project and noting every step, tool, and resource I used.

I was surprised to find that I was skipping steps that I thought were essential while regularly using helpful shortcuts that I had never documented.

Here’s what I think works best:

• Start by researching industry guidelines and best practices.
• Document your current process as you actually do it.
• Be aware of what tools and resources you rely on.
• Identify potential challenges and bottlenecks.
• Look for ways to incorporate proven strategies from others in your field.

I also review any existing documentation or procedures I have, even if it’s just rough notes, to make sure I’m not missing any important steps.

Pro tip: Record yourself completing the process as you narrate what you are doing. This allows you to see small but important details, such as: For example, document keyboard shortcuts or verification steps that you might otherwise forget.

Step 6: Outline and write the SOP.

When I sat down to write my first serious SOP for my content workflow, I quickly realized that I needed a clear structure.

Through trial and error, I learned that organizing the document carefully from the start saves countless revisions later.

Let me walk you through the essential components that I now include in every SOP.

• Title page. I make sure to include the basics: a clear title, creation date, and audience. For my content creation SOPs, I also add version numbers to track updates.
• Table of contents. For longer SOPs (more than two pages), I’ve found that a simple table of contents helps me and others quickly find specific sections when we need them.
• Preparatory information. Here I list everything that is needed before starting the process. For my research SOP this includes required software, database access and template links.
• Methodology and procedures. This is the heart of the SOP – the actual step-by-step process. When I document my content creation workflow, I break it down into clear phases: research, outlining, writing, and editing. I’m including screenshots to help clarify the steps.
• Quality control. I include a checklist of what “good” looks like to ensure consistency each time the SOP is used.
• References and Glossary. I keep a small glossary of technical terms and links to related resources. This has proven particularly helpful when I need to reference style guides or client requirements.

Pro tip: Write your first draft as if you were explaining the process to someone who has never done it before. Then remove any steps that seem obvious to your actual audience. This helps ensure that important details are not overlooked and simple tasks are not over-explained.

Step 7: Proofread, test and revise.

My biggest lesson in creating SOPs came from watching my carefully written instructions fall apart during actual use. I’ve learned that testing reveals blind spots, no matter how clearly I think I’m writing.

My process now is simple but thorough:

1. I proofread to ensure clarity and technical accuracy.
2. I carry out the process myself, following my own instructions exactly.
3. I time each step to make sure the pace is realistic.
4. I ask someone unfamiliar with the task to follow the SOP while I observe.

Just last week, when planning my SOP for content research, it became clear that I had drastically underestimated how long it takes to evaluate sources. This led me to add specific criteria for faster source evaluation.

Pro tip: When testing your SOP, resist the urge to verbally explain or clarify steps. If you want to add verbal instructions, these details must be written into the SOP.

Step 8: Implement and update regularly.

At the agency, I have seen SOPs evolve with changing tools and requirements. This taught me that even the best practices require regular maintenance.

This lesson proved invaluable when I later started my freelance business. What worked six months ago may no longer be optimal today, especially considering how quickly writing tools and requirements change.

Based on what I learned from the agency review process, I now schedule quarterly reviews of my freelance SOPs.

This approach helped me identify outdated processes such as old keyword research methods that were no longer effective. Regular reviews also help me incorporate new tools and techniques that improve efficiency.

To keep my SOPs up to date, I do the following:

• Add comments and suggestions directly in the document when I notice something needs updating.
• Review every SOP when I introduce new tools or processes.
• Update the instructions immediately if I find any steps that cause confusion.
• Adapt timelines and requirements to meet changing customer needs.

This approach combines the systematic updating I experienced in the agency with the flexibility required to work independently. It ensures that my processes remain up to date while maintaining the high standards I have learned throughout my agency experience.

Pro tip: Set up a calendar reminder for SOP reviews. During the review, follow the process exactly as described – you will often find steps that could be optimized or updated using better methods.

SOP Formats: Choose the right structure for your business processes

In my research on SOP best practices, I connected with Leslie LulhamChief of Staff at MarketerHirewho shared a crucial insight: “The most common reason SOPs fail in practice is that they are not used.”

This highlights a key challenge many companies face: creating SOPs that not only document processes, but actually drive consistent execution.

Let’s examine three essential formats and how they meet different needs.

1. Step by step SOP

Best for: Clear process documentation

Step-by-step SOPs are detailed instructions that describe the exact sequence of actions required to complete a task. Each step is listed in order, making it easy to follow and ensuring consistency.

“You have to assume the end user knows nothing and describe the process in detail,” Lulham emphasizes.

This thoroughness transforms a simple procedure into an effective training tool. Clear, detailed steps help new team members get up to speed quickly while ensuring experienced employees maintain consistent quality.

Step-by-step SOPs are best for:

• Training new employees.
• Demanding processes where order is important.
• Tasks with a clear, linear progression.
• Processes that require documentation for compliance.

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2. SOP flowcharts

Best for: Mapping complex decision-making processes

While linear processes benefit from step-by-step documentation, complex decision-making requires a different approach.

Flowcharts present process steps in a visual order and help users quickly understand the flow of tasks and critical decision points.

Lulham offers practical guidance for structuring complex processes: “If a single step in a flowchart involves multiple actions, it should be broken down into multiple SOPs that can be hyperlinked back to the original flowchart.”

I like to use the example of the onboarding process for a new contractor. The flowchart could include sending the agreement, setting up email access, and adding it to communication platforms.

Each of these steps involves multiple actions that deserve their own detailed documentation linked in the main flow diagram.

SOP flowcharts are best for:

• Complex decisions with multiple outcomes.
• Customer service scenarios.
• Troubleshooting processes.
• Tasks that require quick visual reference.

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3. SOP checklist

Best for: Balance between completeness and usability

Checklists ensure consistency and at the same time keep the processes efficient and manageable. Modern checklist design requires a thoughtful approach to user experience.

“I’m including a ‘TL;DR’ version above,” says Lulham, describing her innovative approach.

“This is exactly what someone who has already read the document needs to resort to. The rest of the document will be comprehensive, explaining the different steps, why we complete the task the way we do, and attaching screenshots,” she adds.

This two-step approach serves both new users who need detailed guidance and experienced employees who just need quick reminders. It is particularly effective for:

• Quality assurance processes.
• Regular maintenance work.
• Check before starting.
• Security protocols.

Pro tip: Before choosing a format, first outline your process on paper. I’ve found this simple step saves hours of later revision because it helps identify decision points that may require a flowchart instead of a simple checklist.

Benefits of standard operating procedures in business

Still wondering if SOPs are a good cause? Find out about the potential benefits for your business.

• Consistency. SOPs ensure that tasks are completed the same way every time, keeping quality high and error rates low. When everyone is on the same page, your products or services will always hit the mark.
• Efficiency. Clear instructions help new employees and experienced employees complete tasks quickly and accurately. This increase in efficiency has a double impact on business operations: it saves time and reduces costs.
• Compliance. In regulated industries, SOPs help ensure tasks are completed in accordance with laws and regulations, reducing the risk of legal issues and fines.
• Security. SOPs describe the correct way to perform tasks, which helps prevent accidents and ensure everyone’s safety. This is particularly important in areas such as manufacturing, healthcare and construction.
• Accountability. SOPs clearly state who is responsible for each task. This makes it easier to hold those responsible accountable and ensure tasks are completed correctly and on time.
• Customer satisfaction. Satisfied customers are the best customers. SOPs help deliver consistent, high-quality products and services and give customers the great experience they expect, every time. This consistency encourages repeat business and positive word of mouth.

Write SOPs that work for you

Creating this guide brought my own SOP journey full circle.

From resisting structures as a freelancer to adopting those structures at the agency and then implementing those lessons into my independent work, it’s now clear that SOPs are not the creativity killers I once feared.

The biggest revelation? Good SOPs do not limit us; They give us the freedom to concentrate on what is important. By documenting the routine, we create more space for creativity and innovation.

Whether you’re part of a large team or, like me, working alone, SOPs can turn chaos into clarity – just start small, focus on what matters, and let your processes evolve as you learn.

Editor’s Note: This post was originally published in August 2021 and has been updated for completeness.