How to Create an SOP Template

Last Updated January 21, 2025
4 minute read

Standard Operating Procedures are crucial to running an efficient agency. Standardizing how you deal with tasks that come up repeatedly in your agency reduces the margin for human error since it ensures that everyone on the team is aligned and does not have to continuously invent ways to handle tasks.

In this blog, I’ll cover how SOP templates can help your agency and provide a step-by-step guide on how to create your own. I’ll also provide Workamajig’s free SOP template. Just want the free template? Swipe it right here

 

standard operating procedure image

Credit: FreePik

 

What is an SOP?

A Standard Operating Procedure is a document created by an organization that provides step-by-step instructions to help employees carry out routine tasks.

The main purpose of an SOP is to create a reference point for your staff, thus streamlining your processes. Some examples of tasks that many companies create SOPs for include a Client Onboarding Process - taking the process from the initial inquiry to establishing communication channels, and a Content Approval Workflow, which would detail information like how content should be submitted for review and how quickly the turnaround time should be.

 

What is an SOP template?

An SOP template is a preformatted document that you can use to create specific SOPs. A typical SOP template will contain fields like title, purpose, roles and responsibilities, procedure steps, and relevant tools or resources. Having one master SOP template is advantageous because it creates a standardized framework for writing SOPs and creates consistency across all procedures within the organization.

 

How do SOP templates help you?

Saves time

If you have one template from which you create all the SOPs your agency needs, you’re going to save yourself a tremendous amount of time.

Creates Uniformity

By using a template to write SOPs, you create a uniform, professional look and give your employees an easier time because they know what to look for, where in any SOP.

Improved quality control

Having SOP templates eliminates ambiguity in how to document SOPs and ensures there is a consistently high standard across your processes.

Scalability 

Your SOP templates can grow with you as you scale, as once you have a template, it’s easy to add new roles, tools, or workflows.

Seamless handover

When handing over responsibilities between one team member and another, having an SOP template means the person in the new role doesn’t need to start from scratch, which saves a lot of time.

seamless handover image

Credit: FreePik

What are the four types of SOPs?

There are four main ways to structure an SOP, and what you choose depends on the process you are creating. 

1. Step by step

A step-by-step format is recommended when writing an SOP for tasks that require precise, repeatable actions to ensure quality and compliance. It’s also ideal for training new employees or ensuring that a team follows best practices in performing routine tasks.

2. Checklist

You should use a checklist when creating an SOP for tasks that involve a series of items or actions that need to be verified or completed in a specific order. It’s also ideal for processes requiring frequent accuracy or compliance checks, such as quality control, inspections, or routine maintenance. A checklist helps you ensure that no necessary step in a process has been omitted and is especially useful when the process is straightforward but requires clear documentation and accountability.

checklist image

Credit: FreePik

3. Hierarchical

A hierarchical format is the best choice when a task involves multiple levels of decision-making or complex workflows that need approval by various people. This is often the case in project management, as various stakeholders and managers need to approve various things as a project progresses.

4. Flowchart 

Flowcharts are a useful format when an SOP involves branching paths, i.e., when there is no definite course of action and each step depends on the previous step. For example, when handling customer support, a flowchart SOP can guide your employees by stopping at each phase and asking questions like, ‘Is the issue resolved yet?’, which could lead to ‘Continue troubleshooting’ or ‘Escalate to manager.’

 

How to Write an SOP Template, Step by Step

1. Create a header

At the top of your SOP template, create a header with the following components:

  • Title
  • Date of creation/last revision
  • Author(s)

2. Write an introduction section

In the introduction section, include a space for the:

  • Purpose - what the SOP is for
  • Relevant departments - who this SOP is created for (e.g., HR, operations)

3. Required materials or resources

Include a section for a list of materials or resources needed to follow the SOP, such as certain documents or software.

4. Roles and responsibilities

Include a placeholder to detail which roles and responsibilities the SOP involves, e.g., 

Role: Customer support representative

Responsible for: Troubleshooting customer issues until solved or passed on to the manager. 

5. Step-step-by procedure/Checklist/Hierarchical/Flowchart

Depending on what the SOP is for, this part of the template will leave a space for one of the following 4 formats:

  1. Step by step
  2. Checklist
  3. Hierarchical
  4. Flowchart

Refer to ‘What are the four types of SOPs’ above to decide what format is most appropriate to use for each SOP. In the next section, I’ll show you what each of these formats can look like.

6. FAQ or Troubleshooting (Optional)

Include a section to list FAQs or troubleshooting tips related to the SOP, e.g., ‘If you encounter [x problem], try [x solution].

7. References and resources

Add a section for additional references and resources that may be useful to someone following the SOP, e.g., documentation, policies, guidelines, or tools.

Workamajig’s Standard Operating Procedure (SOP) Template

Workamajig SOP template

Get your free SOP template Google Docs here!

How can Workamajig help you with your Standard Operating Procedures?

Creating an SOP template is a step toward organizing your agency. What follows, however, is ensuring you have the right software to help you carry out those SOPs as easily and quickly as possible.

Let me introduce you to Workamajig, a project management software that is designed especially to help creative teams.

Here’s how Workamajig can help you get the most out of your SOPs:

  • Customizable Templates: Workamajig provides customizable templates so you can create SOPs tailored to your agency's specific needs.
  • Centralized Platform: Workamajig keeps all your data in one, neat place, making your SOPs easy to access, update, and share across your team.
  • Collaboration Tools: Collaboration is super simple in Workamajig, ensuring team members can contribute to, review, and refine SOPs together.
  • Tracking & Reporting: Workamajig provides detailed tracking and reporting, so you can see if SOPs are being followed and if improvements are needed at a glance. 
  • Ease of Updates: Easily update and version control SOPs, ensuring that everyone has access to the most current processes.
  • Improved Efficiency: By streamlining SOP creation and management, Workamajig helps reduce errors and ensures everyone can follow SOPs easily.

Join thousands of happy Workamajig clients today!








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