Creating Standard Operating Procedures (SOPs)

Standard Operating Procedures (SOPs) are foundational documents that help teams perform tasks consistently and correctly. In BlueDocs, SOPs are designed to provide clarity, ensure compliance, and support ongoing training and quality assurance. This guide walks you through the complete process of creating, structuring, organizing, and managing SOPs using BlueDocs’ purpose-built tools.

🚀 Getting Started with SOPs

SOPs are critical for standardizing repeatable processes within your organization. Whether you're documenting a technical checklist, customer-facing process, or safety procedure, BlueDocs offers everything you need to build, format, and manage professional-grade SOPs that are accessible and actionable.

🧭 How to Create a New SOP

Step 1: Access the SOPs Section

From the BlueDocs sidebar, click “SOPs” to view all existing procedures. This page is organized by folders and categories, providing a centralized place to browse and manage SOP content.

Step 2: Begin Creating Your SOP

Click the “Create SOP” button at the top right. If you’re inside a folder, your new SOP will be saved there automatically. You can also initiate SOP creation directly from within a specific folder.

Step 3: Define SOP Details

Document Type

• “Standard Operating Procedure” is pre-selected and cannot be changed once the SOP is created.

Title

• Use a descriptive, action-oriented title.

✅ “How to Process Customer Returns”

❌ “Customer Returns”

Category

• Assign a category such as "IT," "HR," or "Safety." You can also create new categories if none are appropriate.

Status

• Draft: In progress; not visible to regular users
• Published: Live and visible
• Archived: Retained for reference but no longer active

Step 4: (Optional) Add a Feature Image

You can upload an image (JPEG, PNG, GIF, WebP, max 5MB) to visually represent the procedure. This is especially helpful for identifying SOPs at a glance or visually associating them with departments or tools.

✍️ Writing Your SOP Content

BlueDocs’ rich text editor provides a full suite of formatting options to create readable and structured SOPs.

Core SOP Elements

Include the following standardized sections:

1. Purpose/Objective – Why this SOP exists
2. Scope – Where and when it applies
3. Prerequisites – Tools, access, or knowledge required
4. Roles and Responsibilities – Who is involved and accountable
5. Step-by-Step Instructions – Use clear, numbered steps
6. Quality Checks – How to validate that steps were completed correctly
7. Troubleshooting – How to handle common issues

Rich Text Formatting

• Headings for organizing sections (H1, H2, H3)
• Bold/Italic for emphasis
• Numbered Lists for sequential steps
• Bullet Lists for requirements or options
• Tables for comparisons or forms
• Code Blocks for technical procedures
• Hyperlinks to related documents or systems

Writing Tips

• Use plain language.
• Include decision points and conditional logic.
• Insert visuals (e.g., screenshots, icons) to clarify steps.
• Use callouts or bold text for safety warnings or critical notes.

🗂 Organizing SOPs with Folders

Folders help keep SOPs structured and easy to locate. You can create folders based on:

• Department: HR, IT, Operations
• Process Type: Onboarding, Incident Response
• Frequency: Daily, Monthly, Quarterly Procedures

Use a clear hierarchy, and keep naming conventions consistent across folders.

🔄 Managing Your SOPs

Editing & Updating

• Open any SOP and click Edit to make changes.
• Updates automatically trigger version tracking.
• Update status as appropriate (e.g., Draft → Published).
• Use update notes or comments to log significant changes.

Search & Filtering

• Use the search bar to find SOPs by keyword.
• Filter by status, category, or folder.
• Tags and folders help support discoverability.

Approval Workflow

If your workspace uses approval workflows:

• Submit the SOP for review
• Track status (e.g., “Pending Approval”)
• Receive notifications for approval or revision requests
• SOP will auto-publish once approved

🗃 SOP Organization Strategies

Folder Naming Examples

• HR/

└── New Hire Process

└── Leave Requests

• Operations/

└── Daily Opening Checklist

└── Inventory Management

SOP Naming Tips

• Start titles with action verbs (e.g., “How to...”)
• Include keywords for discoverability
• Add numbering for sequences (e.g., “1.0”, “2.0”)

Category Maintenance

• Keep categories simple and reusable
• Periodically review and consolidate duplicates
• Train team members on how to apply categories

🤝 Collaboration and Training

Commenting and Feedback

• Team members can comment directly on SOPs
• Use comments for suggestions or clarification—not edits
• Authors should regularly review comments to improve clarity

Assigning SOPs

• SOPs can be assigned to individuals or teams
• Track completion status and set due dates
• Reassign SOPs when major updates are made

Using SOPs in Training

• SOPs serve as great onboarding materials
• Include in training sequences or modules
• Reference in meetings, handbooks, or internal wikis

🔧 Best Practices for SOP Success

• Start with your goal: What outcome does this SOP support?
• Test every step: Ask someone unfamiliar with the process to follow it
• Visual aids help: Add diagrams, screenshots, or videos when useful
• Update regularly: Schedule quarterly or annual reviews
• Create a feedback loop: Encourage suggestions and revisions

🛠 Troubleshooting SOP Issues

🧑‍💼 Getting Help

If you need assistance with SOP creation:

• Contact your BlueDocs administrator
• Refer to existing SOPs as examples
• Use the comment feature for peer feedback
• Check the Help Center for tutorials and FAQs

✅ Final Notes

Creating effective SOPs in BlueDocs ensures your team always has clear, step-by-step guidance for routine and critical tasks alike. With consistent formatting, structured organization, and robust collaboration tools, you can build a trusted repository of procedures that drive operational excellence.

Remember: SOPs are living documents. They should evolve with your processes, technology, and team feedback. Start small, iterate often, and focus on clarity and usefulness above all.

Updated on: 27/06/2025