5 Tips for Writing Effective SOPs
Any Standard Operating Procedure (SOP) documentation is better than none, right?
Not quite. While having some documentation is better than nothing, well-written SOPs make a noticeable difference in how often they’re used—and how useful they are. Clear, accessible SOPs save time, reduce errors, and help your team work more independently and confidently.
Here are five best practices to follow when creating your SOPs:
01
Start with a clear, specific goal.
Employees often refer to SOPs in the middle of a task when they need quick answers. Each SOP should focus on one process or objective, written in a way that makes it fast and easy to find what they need.
02
Write a descriptive, searchable title.
Think like your audience: What would they type into the search bar to find this SOP? Include keywords and be specific. This makes SOPs easier to find and faster to scan.
03
Write with clarity and consistency.
Avoid vague language or room for interpretation. Your audience shouldn’t have to guess what a step means. Use short, direct sentences and stick to plain language that matches their level of knowledge.
04
Use relevant visuals.
Images reinforce understanding if they’re used intentionally. Instead of generic photos or decorative graphics, include screenshots, diagrams, or callouts that highlight exactly what the user needs to see (like a button on a machine). It doesn’t need to be pretty, it needs to be practical.
05
Stick to a standard format.
Consistency across all SOPs saves time. A clear, repeatable structure helps employees know exactly where to look for what they need. Using a template is one of the easiest ways to improve usability across your documentation.
Need help getting started? Check out our free SOP template—and if you need support beyond that, we’re just a call or email away.
Mikkel Haas
(218) 214-2107
Looking for a smarter way to support your team’s performance?
At Jack Pine Learning, we help businesses turn know-how into clear, usable systems—so your team can work smarter, not harder. Whether it’s SOPs, training, or performance support, we’re here to help.
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