Knowing you need SOPs and actually writing them are two different things. This guide walks through the complete process of creating a Standard Operating Procedure from scratch, including the five components every good SOP should have, two full working examples, and the tools to store and manage them.

If you’re not sure what SOPs are or why they matter, start with What Are Standard Operating Procedures (SOPs) and Why Your Business Needs Them before diving into the how-to here.

The SOP Writing Process

Step 1: Pick One Process

Don’t try to document everything at once. Pick a single process to start with. Ideal candidates for your first SOP:

• A task you do repeatedly that takes mental energy every time because you’re recreating the steps from memory
• A process you’ve struggled to delegate because “it’s easier to just do it myself”
• A customer-facing process where inconsistency has caused complaints or problems
• A financial or compliance process where mistakes have consequences

Step 2: Do the Process While You Document It

The most effective way to write an SOP is to literally do the task while writing down every step as you go. Don’t try to write from memory — you’ll skip things that feel obvious to you but won’t be obvious to someone else.

If the process involves a screen or software, record yourself doing it with Loom or a screen recorder. That video becomes the base of your SOP or even the SOP itself for simple workflows.

Step 3: Write the Steps in Plain Language

Write as if the reader has never done this task before. Use plain, direct language. Start each step with an action verb: “Click,” “Enter,” “Call,” “Review,” “Send,” “Check.” Avoid jargon unless you define it first.

Number your steps. Use sub-steps for complex actions. If a decision point exists (“if X, go to step 7; if Y, continue to step 4”), make it explicit.

Step 4: Test It With Someone Else

Before you call the SOP done, have someone who doesn’t know the process try to follow it. Watch them without coaching. Where do they hesitate? What questions do they ask? Where do they make a mistake? Every one of those points is a gap in your SOP. Fill the gaps, then test again.

Step 5: Publish and Train

Store the SOP in a place your team can actually find it. Train anyone who will use it. Make it clear that following the SOP is the expectation, not a suggestion. And create a process for updating it when the steps change.

The 5 Parts of a Good SOP

1. Title and Purpose

Name the SOP clearly. “Customer Onboarding Process” is clear. “Onboarding” is too vague. Below the title, write one or two sentences explaining the purpose: what this SOP covers and why it matters.

Example: “Title: New Client Onboarding Process. Purpose: This SOP ensures every new client receives a consistent, professional onboarding experience from contract signing through their first project kickoff call.”

2. Scope

Define what this SOP covers and what it doesn’t. Who does it apply to? When does it start and end? What are the trigger conditions?

Example: “Scope: This SOP applies to all new clients who have signed a contract and made their initial payment. It begins when the signed contract is received and ends when the kickoff call has been completed and the client has access to their project portal.”

3. Responsibilities

Who is responsible for each part of the process? Even in a small business with few people, be explicit. “The account manager handles steps 1-5. The project coordinator handles steps 6-9. The owner reviews and approves in step 10.”

4. Steps

The heart of the SOP. Numbered, sequential, action-verb-led steps. Include any decision branches. Reference any tools, templates, or other documents used in the process. Add screenshots or video links where helpful.

5. Revision History

Include a simple log at the bottom: date, version number, and what changed. This ensures everyone knows they’re working from the current version and provides accountability for updates.

Example format:

• v1.0 — January 2025 — Original document created
• v1.1 — March 2025 — Added step 4b for enterprise clients
• v2.0 — August 2025 — Revised to reflect new CRM workflow

Example SOP: Customer Onboarding Process

Title: New Client Onboarding Process
Purpose: Ensure every new client receives a consistent, professional onboarding experience.
Scope: Begins upon receipt of signed contract and initial payment. Ends at kickoff call completion.
Owner: Account Manager

Steps:

1. Confirm receipt of signed contract and payment in the billing system. If payment not received, hold onboarding and notify client.
2. Send welcome email using template [Welcome Email – New Client] within 24 hours of contract receipt. Personalize the first paragraph with the client’s name and project details.
3. Create client folder in [Google Drive/Notion/your system] using the standard folder template. Name format: [ClientName_ProjectType_YYYY].
4. Set up client in the project management tool. Assign the project coordinator. Create milestone structure based on the contract deliverables.
5. Send onboarding questionnaire link to client. Allow 5 business days for completion. If not received by day 5, send one follow-up.
6. Once questionnaire received, review responses and flag any scope or timeline questions for the kickoff call agenda.
7. Schedule kickoff call within 10 business days of contract signing. Send calendar invite with Zoom link and pre-read agenda.
8. Conduct kickoff call. Cover: introductions, project goals, timeline, communication expectations, next steps.
9. Send kickoff call summary email within 24 hours. Include decisions made, action items with owners and due dates, and links to relevant documents.
10. Update CRM to mark onboarding complete. Set first check-in reminder for 2 weeks post-kickoff.

Example SOP: Weekly Financial Review

Title: Weekly Financial Review
Purpose: Maintain accurate financial visibility and catch issues before they become problems.
Scope: Performed every Friday by the business owner or assigned bookkeeper.
Owner: Owner / Bookkeeper

Steps:

1. Log into accounting software (QuickBooks/Wave/Xero).
2. Categorize any uncategorized transactions from the past 7 days. Reference the Chart of Accounts if unsure of category.
3. Check accounts receivable: list all outstanding invoices over 7 days. For any over 14 days, send a payment reminder using template [AR Follow-Up Email].
4. Check accounts payable: review any bills due in the next 14 days. Confirm payment method and schedule payment if not on auto-pay.
5. Review cash balance across all business accounts. Compare to prior week. Flag if total cash drops below [$X minimum threshold].
6. Review week-to-date and month-to-date revenue against forecast. Note any significant variance.
7. Record weekly cash position and revenue in the tracking spreadsheet [link to spreadsheet]. Add any notable observations in the Notes column.
8. If any item requires follow-up (collections call, vendor dispute, unusual expense), log it as a task in the project management tool with a due date.

Tools for Creating and Managing SOPs

Google Docs: Free, collaborative, universally accessible. Good for simple written SOPs. Use a consistent template across all documents. Store in a Google Drive folder structure organized by department or function.

Notion: More powerful than Google Docs for knowledge management. You can create a full SOP wiki with search, tags, linked databases, and templates. Ideal for businesses with growing teams that need a central knowledge base.

Trainual: Purpose-built for business SOPs and training documentation. Allows you to assign SOPs to team members, track that they’ve been read, quiz on content, and organize by role. More expensive than free tools, but the best purpose-built option for teams of 5 or more.

Loom: Video SOP creation. Record your screen, talk through what you’re doing, and share the link. Excellent for software-based processes. Use Loom videos as standalone SOPs or embed them within written SOPs for extra clarity.

Making SOPs Stick

Writing SOPs is the easy part. Getting people to actually use them consistently is the real challenge. A few practices that help:

• Train on every new SOP. Don’t just send the document. Walk people through it once in person or on a call. Field questions. Verify understanding.
• Reference SOPs in feedback. When someone does a process incorrectly, reference the SOP specifically. “The SOP for this says X — let’s walk through it together.”
• Update SOPs when processes change. Outdated SOPs are worse than no SOPs. If the process changes and the SOP doesn’t get updated, people stop trusting the documentation.
• Link to delegation. The whole point of SOPs is to empower your team. Read Delegation 101 to understand how to actually hand off work effectively once your processes are documented.