What Are Standard Operating Procedures

Standard Operating Procedures, or SOPs, are detailed, step-by-step instructions that describe how to carry out specific tasks consistently within a business or organisation. They are written with clarity and practicality in mind, allowing employees to follow established procedures without needing to rely on memory, interpretation or informal instruction.

SOPs are a foundational part of systems thinking and process management. Whether you are running a coffee shop, an accounting firm, a construction company or a healthcare clinic, SOPs are essential for maintaining quality, ensuring compliance, training staff and scaling operations. But like any business tool, they need to be applied wisely, updated regularly and adapted to the realities of the workplace.

The purpose of an SOP

At their most basic level, SOPs reduce uncertainty. They remove the guesswork from routine activities by documenting the best-known way to complete a task. This creates a number of tangible benefits for a business:

• Consistency: The same outcome is delivered regardless of who performs the task

• Efficiency: Time is saved by reducing confusion or repeated errors

• Training: New staff can get up to speed quickly using clearly defined steps

• Accountability: Everyone knows who is responsible for what, and how it should be done

• Compliance: Helps ensure the business meets legal, safety or industry-specific standards

• Scalability: Processes can be replicated across locations or teams as the business grows

While SOPs are often seen in manufacturing, logistics or healthcare, they are just as useful in small businesses, agencies, startups and professional services. From how to handle customer complaints to how to back up digital data, a good SOP can apply to almost any area of a business.

Examples of SOPs in practice

To understand how SOPs are used, consider the following examples:

• Retail business: A procedure for opening and closing the shop, including cashing up, restocking, setting up tills and security checks

• Digital marketing agency: An SOP for publishing a blog post, covering keyword research, SEO optimisation, client approvals and CMS uploads

• Cleaning company: Step-by-step instructions for cleaning specific facilities like offices or medical environments, including required equipment, health and safety rules and checklists

• Law firm: A standard process for onboarding a new client, ensuring ID checks, file creation, conflict checks and engagement letters are completed in the correct order

• Construction company: A site safety SOP that outlines hazard identification, PPE requirements, daily briefings and incident reporting

Each SOP reflects a critical part of the operation that needs to be completed correctly, not just once, but every time.

What to include in an SOP

Although formats vary depending on the business, most SOPs should include the following:

• Purpose and scope: What the procedure is for, and when or where it should be used

• Who is responsible: Which roles are involved and who signs off each step

• Required tools, software or materials

• Step-by-step instructions: Clear, action-oriented directions written in plain language

• Safety or compliance considerations

• Version control: The date of creation or last revision, and who approved it

Visual aids such as screenshots, photos or process diagrams can be added to improve clarity, particularly for technical or equipment-based tasks.

When SOPs work, and when they do not

SOPs are a powerful tool, but they are not suitable for every situation. They work best for tasks that are:

• Repetitive

• Delegated to others

• High risk or require compliance

• Easily misunderstood if undocumented

• Involving multiple people or systems

However, SOPs may not be helpful for tasks that are:

• Highly creative or strategic

• Rarely repeated

• Changing constantly due to innovation or regulation

• Dependent on client preference or contextual judgement

For example, you might write a procedure for “How to submit a client proposal” but not for “How to write compelling copy”, because creativity and subjectivity cannot always be standardised. In such cases, guidelines or frameworks may be more appropriate than rigid procedures.

Writing effective SOPs: Practical tips

To create useful SOPs that are actually followed, consider the following:

Involve the people who do the work
Frontline staff understand the day-to-day realities better than managers. Their input makes SOPs more accurate and more likely to be used.

Keep it simple and readable
Avoid jargon. Use bullet points or numbered steps. Break long procedures into sections.

Test the procedure
Ask someone unfamiliar with the task to follow the SOP and provide feedback. This is the best way to identify unclear steps or missing details.

Store and update centrally
Use a shared drive, company wiki or operations platform like Notion, Trainual or Google Workspace. Make sure every SOP has an owner responsible for reviewing it periodically.

Avoid over-engineering
Too many procedures can overwhelm staff. Focus on the ones that make the biggest difference to quality, safety, profitability or efficiency.

SOPs and business growth

Standard operating procedures become even more important as a business grows. In small businesses, the founder often handles key tasks personally. But as the team expands, the need for consistency grows. SOPs allow you to delegate with confidence, maintain brand and service standards, and avoid costly errors caused by miscommunication or lack of training.

They also play a vital role in preparing for sale, investment or franchising. A business that runs on systems is more attractive to buyers and easier to scale.

Final thoughts

Standard Operating Procedures are more than just paperwork. They are the building blocks of a reliable, efficient and scalable business. When done well, they free up time, reduce mistakes and empower staff to perform at their best.

But SOPs should never become rigid rules that stifle creativity or slow down progress. They are living documents that need to reflect the way your business really works. Keep them practical, relevant and focused on the outcomes that matter, and they will become one of your most valuable internal tools.