All too often, business owners or team members are left to their own devices when it comes to creating an SOP. The results are a hodge-podge of instructions, screenshots, and spreadsheets. It’s difficult to track progress, identify bottlenecks, and keep everyone on the same page. But how do we make sure the process is complete and usable by all stakeholders? Let’s dive into a step-by-step process of creating an SOP
Starting Point
Let’s start with the action. The best place to start creating an SOP is to write out every small step that should be taken to complete the business process. This can be done in a multitude of ways successfully, so use the method that works best for you. You can start with a large piece of paper and draw out the steps in chart form.
Or write each step on a sticky note so that the steps are visually rearranged as you build the process. If you are a list-maker, start writing a step-by-step list, leaving space between lines to add in those steps that you may forget on the initial run. If you like the idea of creating the list on a screen, go for it.
The important thing here is not for you to have it all lined out perfectly, but to make sure each step of the process is represented somewhere. Remember, you can always move steps around as needed.
Rearrange and Add Detail
Now that you put ink to paper and have all the steps written, it’s time to make sure they are all in the correct sequential order. The goal here is to make sure that each step of the process is where it should be so that each person involved in the process can easily follow the steps and see where each stakeholder is in the process.
Once you have the steps in order, begin filling in as much detail about carrying them out as is necessary. Remember, you don’t want to overwhelm the user with too much detail, but you also don’t want to leave them guessing. As you decide how much to add, try to put yourself in the shoes of a new team member who only has your process documentation to follow. Anticipate the questions she may have and the documents she may need to go from start to finish.
Finalize With a Template
When you have your steps in order with the details included, it’s time to add them into a template so that each process that you write will be documented in a standardized format. This will help all people on your team understand not only the steps needed to complete the process but also the context behind using the process. Or simply put the who, when, and why of the process. It is also important that the template list the people who created and updated the template and who is ultimately responsible for keeping the SOP up-to-date.
There are many templates available, including those that use a specific software built especially for this purpose. These include Trainual, SystemHub, and Whale. However, you can also use something that is free for all such as a simple Google doc template. My favorite simple template is available from Angie Askelsen here.
When just starting out, it’s best to stick with a template that is simple and easily repeatable. If your template is complicated with unnecessary steps and requirements, you will be less likely to continue with the important task of creating these written processes.
Final Recommendations
As your list of written SOPs begins to grow, it is important to have an accessible place for all of the documents to live. Each team member should have easy access to the SOP library to ensure there is no guesswork when doing an unfamiliar task or when delegating tasks becomes necessary. You may choose to keep them in a Google Drive with a simple naming convention that makes it easy to find each one using search. Or you may want them linked to your work management software, such as Asana.
Make sure it is clear who should update the process documentation and who owns each process so that any feedback on improving the process can be passed on and implemented right away.
One final note to remember. The person or people who carry out the process should be the ones who create the SOP in the first place. This will make the sequence of creating processes faster and easier and will ensure that it is accurate.
If you have read this article to this point, you are probably on board with the importance of creating SOPs for your business. And hopefully, this has given you a few easy steps to get started. For more help or direction, please contact us directly and we will be happy to work with you to walk through the SOP writing process to ensure you are on the right track to reach your goals.
About the Author
Paula Holsberry is the founder of Tessera Virtual Business Solutions, specializing in optimizing work processes for remote teams. With experience in both start-ups and larger companies, she helps teams maximize productivity through efficient Asana training and consulting.
