SOP Template

Standard Operating Procedure FAQs

1) What is the purpose of using a standard operating procedure (SOP) template?

The purpose of an SOP template is to document detailed instructions on how to carry out a task or respond to a scenario to ensure that all employees can repeat it consistently. With a set of guidelines in place, businesses are more likely to approach any situation in a routine way that can help prevent problems and missteps. SOPs support business operations, reduce risk, increase efficiency and productivity, and provide a strong foundation for the future of a business.

2) How do I create an SOP for my organization?

With Jotform’s free online SOP template, creating an SOP for your organization has never been easier. Simply click Use Template and customize it to your needs with our intuitive drag-and-drop form builder. Then, you can easily share it with the right individuals or departments via email or link in minutes. And the best part is you can do it without any coding skills!

3) Can an SOP template be customized to fit different processes?

You can adapt the SOP template to fit any type of process or procedure! Whether you’re managing manufacturing activities, working on a hospital floor, assessing worksite risks, or working in the education system, you can build your SOP portfolio to support your specific organization.

4) What are the key elements that should be included in an SOP template?

First, your SOP template should include identifying information about the company and the procedure you’re documenting, including company name, department (if applicable), procedure title, date of effect, etc. Next, make sure to detail both the background and purpose of the procedure. Why is it necessary? What will your team primarily use it for?

List any guidelines that will apply to the procedure, then document the procedure itself step by step. You can use bullet points, a chart, or a numbered list for this. If there are conditional actions involved, you can include those in this section as well. Finally, end with the names and signatures of any approvers.

5) How often should SOP templates be reviewed and updated?

The frequency of SOP template updates depends on the size, structure, and equipment of an organization. Some companies may choose to do yearly updates of SOPs, while others may find it appropriate to update their SOPs more or less often.

If you go too long without updating your SOPs, though, you may start to notice a breakdown in processes if the procedures are no longer applicable or are outdated. Yearly reviews will typically prevent this from happening.

6) How can an SOP template improve operational efficiency?

When businesses don’t have clear processes, they increase the likelihood of costly errors. SOP templates can improve operational efficiency by providing detailed guidelines, tools, and resources that prevent mistakes and establish consistent sets of actions. SOPs don’t just list a process — they also explain how the organization gets the process done. This helps make operations more efficient by facilitating change management, consistency, compliance, safety policies, and more. The less time you spend cleaning up mistakes, the more time you have to focus on building your business.

7) What are the common mistakes to avoid when creating an SOP template?

When creating an SOP template, you’ll want to be aware of a few common missteps to avoid. An SOP template is of little use to your departments if it’s unclear, so make sure to provide concise, step-by-step instructions that are easy to understand. In the same vein, you shouldn’t overcomplicate your SOP with technical terms and excessive explanations. Keep it organized and focus on the procedure at hand.

Another mistake to look out for is a lack of consistency among your existing SOPs. (Does this call for an SOP for the SOPs?) But seriously, if your SOPs differ by name, department, and location, then your readers may get confused.