Quick answer: A good SOP (standard operating procedure) is short, specific and easy to scan. Name the task and its goal, list the steps in order (one action per step), add screenshots or photos for tricky parts, define what "done" looks like, and note what to do when something goes wrong. Test it with someone new before publishing, store it where people work, and review it every six months.
Which tasks need an SOP?
Write SOPs for tasks that are:
- repeated (daily, weekly, monthly);
- important (cash, safety, customers, payroll);
- error-prone, or done differently by different people;
- delegated to new staff or assistants.
Examples: store opening and closing, cash counts, receiving deliveries, weekly payroll approval, inbox triage, onboarding a new employee.
A simple SOP structure
- Title: "Closing the store: register and cash"
- Purpose: one sentence on why it matters
- Who: role responsible
- When: frequency and timing
- Tools/materials: what's needed
- Steps: numbered, one action each
- Definition of done: what the result looks like
- If something goes wrong: who to contact, what to do
- Last updated: date and owner
Writing tips
- Start each step with a verb: "Count," "Lock," "Record."
- Keep steps short; split long ones.
- Use screenshots or photos for anything visual.
- Avoid jargon; write for a new hire.
- Highlight safety-critical steps.
Test before you publish
Ask someone who has never done the task to follow the SOP while you watch silently. Every question they ask is a gap to fix.
Store SOPs where work happens
- A shared cloud folder with consistent names.
- Printed copies at the counter or back office for physical tasks.
- Links inside the software or checklist people already use.
Keep SOPs alive
- Review every 6 months, or whenever a process changes.
- Assign an owner for each SOP.
- When a mistake happens, fix the SOP, not just the person.
Example: Receiving a delivery
- Clear the receiving area before the delivery arrives.
- Count every case in front of the driver.
- Compare counts with the invoice.
- Note any shortages or damage on the invoice before signing.
- Check expiry dates on perishables.
- Move stock to the stockroom; lock the back door.
- Enter the delivery in the inventory record.
Done when: the invoice is signed with notes, stock is put away, and the record is updated.
Frequently asked questions
How long should an SOP be?
As short as possible while still complete, usually one or two pages.
Should I use video SOPs?
Short screen recordings or phone videos are excellent for software tasks and physical demonstrations. Pair them with a written checklist.
Who should write SOPs?
The person who does the task best, reviewed by a manager. An assistant can turn notes and recordings into clean SOPs.
Key takeaways
- Write SOPs for repeated, important and error-prone tasks.
- Use a simple structure with numbered, verb-led steps.
- Test with a new person, store SOPs where work happens, review regularly.
Next step: Need your processes documented? An assistant can turn your notes into clean SOPs.