Ops

Standard Operating Procedure (SOP) Template

A repeatable process turned into a one-page document anyone on the team can follow.

Last updated May 21, 2026

What it is

A one-page document that turns a repeatable task into a process anyone with context can execute. The first SOP you write usually saves more hours than you spent writing it.

When to use it

When you've done a task three times and will do it again. When onboarding a new hire or contractor. When you need to step away (vacation, parental leave, raise). When a task keeps producing inconsistent results.

The template

# SOP — [Process Name]

**Owner:** [Person responsible — exactly one name]
**Last reviewed:** [DATE]
**Next review:** [DATE — 90 days from now]
**Version:** 1.0

---

## Purpose

What this process exists to accomplish, in one sentence.

> Example: "Respond to every inbound demo request within one business day, with a personalised reply and a Calendly link."

## When to run this process

- Trigger: [what kicks it off — e.g. a Slack alert, a form submission, a calendar event]
- Frequency: [how often — e.g. real-time, daily, weekly]
- Estimated duration: [time per run — e.g. 10 minutes]

## Who is involved

| Role | Responsibility |
|---|---|
| [Owner] | Executes the process |
| [Reviewer] | Reviewed quarterly for drift |
| [Approver] | Signs off on major changes |

## Inputs

What you need before starting:

- [ ] [Input 1 — e.g. access to CRM]
- [ ] [Input 2 — e.g. email template open in Gmail]
- [ ] [Input 3]

## Steps

Numbered, sequential. Each step is one action that a competent person can complete without asking questions.

1. **[Action verb] [object].** [Detail. Add screenshot link if useful.]
2. **[Next action.]** [Detail.]
3. **[Next action.]** [Detail.]
4. **[Next action.]** [Detail.]
5. **[Final check before completion.]** [What "done" looks like.]

> Tip: If a step needs explanation, link to a doc — don't write a paragraph in the SOP.

## Decision points

Cases where the process branches:

- **If [condition]:** [Branch A — e.g. escalate to founder]
- **If [condition]:** [Branch B — e.g. mark as low priority]
- **If [condition]:** [Branch C]

## Done criteria

How you know the process completed successfully:

- [Criterion 1 — e.g. CRM contact created with stage = Demo Booked]
- [Criterion 2 — e.g. calendar invite confirmed by prospect]
- [Criterion 3]

## Common failure modes

What goes wrong and how to recover:

- **[Failure 1]** — Recovery: [step]
- **[Failure 2]** — Recovery: [step]
- **[Failure 3]** — Recovery: [step]

## Tools and links

- [Tool 1] — [URL]
- [Tool 2] — [URL]
- [Related SOP] — [link]

## Change log

| Date | Change | By |
|---|---|---|
| [DATE] | Initial version | [Name] |

---

**Review cadence:** Re-read this SOP every 90 days. If you can't remember writing it, the next person can't follow it.

Common mistakes

Writing a 4-page SOP when a 5-bullet checklist would do — write the shortest version that works
Embedding screenshots that go stale in 3 months — link to source-of-truth docs instead
Never reviewing it — SOPs that aren't dated get ignored within a year
Writing SOPs for tasks that only run once — only document things that repeat
Conflating SOP (how to do it) with policy (what we do) — separate documents, separate audiences

Related hub

Small Business

Related resource

Founder Toolstack 2026