Best practices for writing SOPs
Standard Operating Procedures (SOPs) help teams execute tasks consistently, efficiently, and in compliance with company standards. In BlueDocs, SOPs can be created, assigned, and tracked — but they’re only as effective as how well they’re written.
Follow these best practices to write SOPs that your team will actually use and benefit from.
A great SOP is:
Clear – No ambiguity or jargon
Actionable – Easy to follow and implement
Accessible – Organized in a central, searchable location
Up-to-date – Reflects the current way things are done
Start with a short statement explaining why this SOP exists.
✅ Example:
“This SOP outlines the steps for submitting a monthly expense report, ensuring timely reimbursement and accurate accounting.”
Clarify who the SOP is for. Tailor the tone, detail, and examples to match their experience level.
✅ Example:
“For all new hires in the Sales department.”
Stick to a clear layout to help readers know what to expect.
Recommended format:
Break tasks into simple, numbered steps. Use bold for actions, italics for tips, and include screenshots or diagrams where helpful.
✅ Example:
Avoid long sentences, passive voice, or insider jargon.
🚫 “Reimbursement processes must be actioned via the aforementioned digital interface.”
✅ “Use the Finance Portal to submit your expense report.”
Use screenshots, diagrams, or short videos to explain tricky steps.
📌 Tip: Use callouts or arrows in images to show exactly where users should click.
Anticipate common questions and errors users might run into.
✅ Example:
Q: What if my receipt is too large to upload?
A: Compress the file using a PDF tool or contact Finance for help.
Help users discover connected content like policies, tools, or forms.
✅ Example:
Related: Remote Work Expense Policy
Keep SOPs fresh by:
Including a “Last Updated” date
Using version history (automatically tracked in BlueDocs)
Setting review reminders for team leads
Use folders and categories to keep SOPs organized
Assign SOPs to individuals or teams for training and compliance
Use approvals to ensure accuracy before publishing
Track usage with analytics to see which SOPs need attention
Well-written SOPs reduce human error, support faster onboarding, and help teams scale effectively. Invest the time to write them well — and review them often — to make BlueDocs your team’s single source of truth.
Need a template? Check out our SOP Template Document to get started.
Follow these best practices to write SOPs that your team will actually use and benefit from.
✅ What Makes a Good SOP?
A great SOP is:
Clear – No ambiguity or jargon
Actionable – Easy to follow and implement
Accessible – Organized in a central, searchable location
Up-to-date – Reflects the current way things are done
✍️ Writing Effective SOPs: Step-by-Step
1. Define the Purpose
Start with a short statement explaining why this SOP exists.
✅ Example:
“This SOP outlines the steps for submitting a monthly expense report, ensuring timely reimbursement and accurate accounting.”
2. Identify the Audience
Clarify who the SOP is for. Tailor the tone, detail, and examples to match their experience level.
✅ Example:
“For all new hires in the Sales department.”
3. Use a Consistent Structure
Stick to a clear layout to help readers know what to expect.
Recommended format:
## Purpose
## Who It’s For
## Prerequisites
## Step-by-Step Instructions
## FAQs / Troubleshooting
## Related Documents4. Write in Step-by-Step Format
Break tasks into simple, numbered steps. Use bold for actions, italics for tips, and include screenshots or diagrams where helpful.
✅ Example:
1. **Log into the portal** at [internal.company.com](#)
2. **Navigate to "Finance > Expense Reports"**
3. **Click “New Report”** and enter your details
4. *Attach scanned receipts as PDF or image files*5. Keep Language Simple and Direct
Avoid long sentences, passive voice, or insider jargon.
🚫 “Reimbursement processes must be actioned via the aforementioned digital interface.”
✅ “Use the Finance Portal to submit your expense report.”
6. Include Visuals Where Appropriate
Use screenshots, diagrams, or short videos to explain tricky steps.
📌 Tip: Use callouts or arrows in images to show exactly where users should click.
7. Add FAQs or Troubleshooting Tips
Anticipate common questions and errors users might run into.
✅ Example:
Q: What if my receipt is too large to upload?
A: Compress the file using a PDF tool or contact Finance for help.
8. Link to Related Documents
Help users discover connected content like policies, tools, or forms.
✅ Example:
Related: Remote Work Expense Policy
9. Use Versioning and Review Dates
Keep SOPs fresh by:
Including a “Last Updated” date
Using version history (automatically tracked in BlueDocs)
Setting review reminders for team leads
🛠 Tips for Admins and Authors
Use folders and categories to keep SOPs organized
Assign SOPs to individuals or teams for training and compliance
Use approvals to ensure accuracy before publishing
Track usage with analytics to see which SOPs need attention
🎯 Final Thought
Well-written SOPs reduce human error, support faster onboarding, and help teams scale effectively. Invest the time to write them well — and review them often — to make BlueDocs your team’s single source of truth.
Need a template? Check out our SOP Template Document to get started.
Updated on: 26/05/2025
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