How to create SOPs

A standard operating procedure (SOP) explains how to complete a specific task, step by step. It gives the next person enough detail to repeat the task without asking its author.

A process document describes the wider flow: who does what, in what order, and why. An SOP gives the instructions for one task within it.

Why write an SOP?

Undocumented processes create three specific problems:

• Knowledge loss. When experienced employees leave, their process knowledge leaves with them. SOPs capture that knowledge before it disappears.
• Repeated questions. Support, operations, and training teams answer the same "how do I do this?" questions again and again. SOPs give people somewhere to look first.
• Inconsistency. Without documented procedures, different people perform the same task differently. This causes errors, rework, and compliance issues.

Choose a format

Before creating an SOP, choose the right format for the process you are documenting:

For software workflows, a step-by-step guide with a screenshot for each step is usually the clearest choice.

Create an SOP in 6 steps

Step 1: Identify which processes to document

Not every process needs an SOP. Start with processes that are:

• Repeated frequently — daily, weekly, or monthly tasks performed by multiple people
• Error-prone — tasks where mistakes happen regularly
• Critical to operations — processes that would cause significant disruption if done wrong
• Knowledge-dependent — tasks that only one or two people know how to do

Prioritise by impact: which undocumented process causes the most pain when the person who knows it is unavailable?

Step 2: Choose your format

Use the table above to select the right format. For most software-based workflows, a step-by-step guide with screenshots is the clearest format.

Step 3: Record or write the procedure

You have two approaches:

Writing it by hand:

1. Open a document editor
2. Perform the process step by step
3. After each step, take a screenshot, crop it, mark the relevant element, and paste it into the document
4. Write a clear instruction for each step
5. Format the document with numbered steps and headings

Recording it with a tool:

1. Start recording in a tool that captures steps, such as Foxstep on a Mac
2. Perform the process normally
3. Stop recording. The tool drafts numbered steps with a screenshot for each
4. Edit the text, check every screenshot, and cover anything sensitive

Recording removes the most tedious part of SOP creation: taking, cropping, and pasting screenshots. You still need to review and edit the result.

Step 4: Review and edit

Have someone other than the author follow the SOP step by step. This catches:

• Missing steps that seemed obvious to the author
• Unclear instructions that need more context
• Unnecessary detail that can be removed
• Screenshots that do not match the current screens

Keep each step to one action. Aim for roughly 5 to 15 steps; if a procedure needs more than 20, consider splitting it into separate tasks. Add enough explanation for someone new to the work, then remove anything they do not need.

Step 5: Publish and distribute

An SOP nobody can find is as useless as no SOP at all. Publish your SOPs where your team works:

• Knowledge base — your internal wiki or shared documentation space
• Help centre — for customer-facing procedures
• Team chat channels — pin relevant SOPs where people ask questions
• Onboarding materials — include in new hire documentation

Choose a format your readers can open. A PDF works almost anywhere.

Step 6: Maintain and update

SOPs go stale when processes change. Set a quarterly review cadence and update immediately when:

• A piece of software changes
• A policy or process is modified
• A team member identifies a gap or error
• A process is improved

If you recorded the SOP with a tool, you can re-record the workflow instead of retaking every screenshot by hand.

An SOP structure you can copy

Use this structure for each procedure:

A recording tool can draft the Steps section. Add the Purpose, Scope, Prerequisites, and Expected outcome yourself. For more template examples, including checklists and flowcharts, see our free SOP templates page.

Writing by hand or recording

Before you share it

1. One task per SOP. Each SOP should cover one process. If a procedure has sub-processes, create separate SOPs and link them.
2. Write for the reader, not yourself. Assume the reader has never done this task. Include every click and every screen.
3. Use screenshots. Visual guidance reduces confusion. Mark the specific button, field, or menu item in each screenshot.
4. Keep steps atomic. Each step should describe one action. "Click Submit and wait for confirmation" is two steps, not one.
5. Include the expected outcome. Tell the reader what they should see after completing the process. This confirms they did it correctly.
6. Date every SOP. Include "Last updated" so readers know whether the instructions are current.
7. Assign an owner. Every SOP should have someone responsible for keeping it current.
8. Protect sensitive data. Screenshots often contain names, emails, account numbers, and other personal data. Check every screenshot and cover sensitive details before sharing.