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.

✅ 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 Documents

4. 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