How to create SOPs

Start with two types of SOPs:

• How To’s
• Instructions

First three SOPs:

1. SOP for creating SOPs
2. Onboarding
3. SOP that explains what to do when you don’t know what to do.

SOPs don’t need to be complex

The best format for an SOP that we have come across is the checklist. A checklist is a great concept: it is a sequential list of steps with checkboxes so that you can tick off each step in the process.

However, checklists have weaknesses: they are static, and it is hard to cram all necessary instructions into one checklist item.

Once you have a checklist, you also run into two problems: when to start it (what is the trigger) and what to do when it ends (what is the handoff).

So, when we suggest building on the checklist to create a more complete and flexible SOP.

This PowerPoint Template gives you an overview of the different parts of an SOP.

How to document the process

Often, the best way to create an SOP is to record yourself doing the task and then have someone create bullet points or a flow chart. (Even better have someone else be responsible for the process and have them record themselves and use that as an SOP). Great tools to help include:

• Loom (or Vimeo, or any other screen recorder).
• Scribe (takes pictures and creates a list…)

Sometimes you need to think about a process or you have to design a complex process. In that case use some sort of graphic mapping tool.

• If you like stickies, use Mural (Or your wall; the wall is good, too).
• If you like mind maps, try Mindomo.
• If you like flow charts, try Lucid Chart

For checklists, try Asana.

Identify Triggers and Dependencies

It is crucial to understand and document SOP triggers, (what starts a process) and dependencies(what this process starts) so that you can fit it into your business.