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.
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.
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.
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.
“Standard Operating Procedure” is pre-selected and cannot be changed once the SOP is created.
Use a descriptive, action-oriented title.
✅ “How to Process Customer Returns”
❌ “Customer Returns”
Assign a category such as "IT," "HR," or "Safety." You can also create new categories if none are appropriate.
Draft: In progress; not visible to regular users
Published: Live and visible
Archived: Retained for reference but no longer active
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.
BlueDocs’ rich text editor provides a full suite of formatting options to create readable and structured SOPs.
Include the following standardized sections:
Purpose/Objective – Why this SOP exists
Scope – Where and when it applies
Prerequisites – Tools, access, or knowledge required
Roles and Responsibilities – Who is involved and accountable
Step-by-Step Instructions – Use clear, numbered steps
Quality Checks – How to validate that steps were completed correctly
Troubleshooting – How to handle common issues
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
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.
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.
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.
Use the search bar to find SOPs by keyword.
Filter by status, category, or folder.
Tags and folders help support discoverability.
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
HR/
└── New Hire Process
└── Leave Requests
Operations/
└── Daily Opening Checklist
└── Inventory Management
Start titles with action verbs (e.g., “How to...”)
Include keywords for discoverability
Add numbering for sequences (e.g., “1.0”, “2.0”)
Keep categories simple and reusable
Periodically review and consolidate duplicates
Train team members on how to apply categories
Team members can comment directly on SOPs
Use comments for suggestions or clarification—not edits
Authors should regularly review comments to improve clarity
SOPs can be assigned to individuals or teams
Track completion status and set due dates
Reassign SOPs when major updates are made
SOPs serve as great onboarding materials
Include in training sequences or modules
Reference in meetings, handbooks, or internal wikis
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
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
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.
🚀 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:
Purpose/Objective – Why this SOP exists
Scope – Where and when it applies
Prerequisites – Tools, access, or knowledge required
Roles and Responsibilities – Who is involved and accountable
Step-by-Step Instructions – Use clear, numbered steps
Quality Checks – How to validate that steps were completed correctly
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
| Issue | Solution |
|---|---|
| Can't find an SOP | Check folder/category; ensure it's not still in Draft status |
| Can't edit or publish | Confirm your role has appropriate permissions; approval may be required |
| Editor isn't working | Refresh your browser; clear cache; check your internet connection |
| SOP appears outdated | Check version info; confirm latest version is published |
🧑💼 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: 02/06/2025
Thank you!