Template
Standard Operating Procedure (SOP) Template
A clean, SME-friendly SOP template — detailed enough to train someone new, short enough to actually maintain.
Summary
A good SOP answers: who does this, when, what are the steps, how do we know it was done right. If it cannot answer all four, it is not ready.
SOP structure
- Title
- Purpose (1-2 sentences)
- Owner
- Last updated (date + editor)
- Trigger — event that starts the process
- Steps — numbered, one verb per step
- Tools / links
- Definition of done
- Exceptions
- Escalation
Example SOP: Invoice a new client
Purpose: Issue first invoice within 2 business days of contract signing.
Trigger: Signed contract received.
Steps:
- Open accounting system, create client record with contract details.
- Create invoice using template "New Engagement v2".
- Set due date per contract terms (default 14 days).
- Send PDF via email, CC account owner.
- Log invoice ref in CRM under deal record.
Definition of done: Invoice sent, CRM updated, client confirms receipt within 48 hours.
Tips
- Include screenshots for software steps
- State approximate time per task
- Link related SOPs (handoff points)
Keeping SOPs current
The biggest SOP failure mode is drift. Review quarterly. Update immediately when tools or people change.
Frequently asked questions
Where should SOPs live?
Where the team already works — Google Docs, Notion, Confluence. Do not build a separate SOP portal nobody opens.
Next step
Keep exploring related resources to strengthen this area of the business.
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