Operations
SOP Template
I use this format when a task needs to be done the same way no matter who is doing it. Write one SOP per task, keep the steps short enough to follow while working, and update the revision history every time something changes.
What it helps with
Turn a recurring task into a procedure another team member can follow and check.
When to use it
Use it when a recurring process varies by person, causes rework, or needs a dependable handoff.
How to use this resource
- Choose one specific task and name the person who owns updates.
- Write actions in sequence, with required tools and a check for a successful result.
- Have someone new follow it, revise unclear steps, and record the revision.
SOP details
SOP title
SOP number
Department or area
Owner (person responsible for keeping this SOP current)
Effective date
1. Purpose
What this procedure accomplishes and why it matters (one or two sentences)
2. Scope
Who this applies to
When this procedure is used
What is not covered by this procedure
3. Roles and responsibilities
| Role | Responsibility |
|---|---|
| Performs the task | |
| Reviews or approves | |
| Owns this SOP |
4. Materials needed
Tools and equipment
Software, logins, or forms
Supplies
Safety gear, if any
5. Procedure steps
| Step | Action | Notes |
|---|---|---|
| 1 | ||
| 2 | ||
| 3 | ||
| 4 | ||
| 5 | ||
| 6 | ||
| 7 | ||
| 8 |
6. Quality checks
How the person confirms the task was done correctly
What the finished result should look like
Who checks the work, and how often
7. Common mistakes to avoid
Mistake and how to prevent it
Mistake and how to prevent it
Mistake and how to prevent it
Writing tips
- Start every step with a verb: open, check, record, send.
- One action per step. If a step has the word and in it twice, split it.
- Have someone new follow the SOP once and fix every spot where they had to ask a question.
8. Revision history
| Version | Date | Changed by | What changed |
|---|---|---|---|
| 1.0 | First version | ||
Illustrative example
See how to apply it
Sample figures or process, not John Her results- Illustrative process only, not a description of an actual company procedure: preparing a weekly service schedule.
- Owner: operations lead. Steps: collect open requests; confirm technician availability; assign routes; check addresses and access notes; send the schedule; record any conflicts.
- Quality check: every assigned visit has a date, technician, address, and access instruction. Common mistake: sending before confirming availability.
Shared metric definitions
Use the same meaning for these terms across the resources. Only apply metrics relevant to your review.
- Revenue
- Income earned or invoiced in the period, before subtracting expenses. Keep the same accounting basis across comparisons; it is not the same as cash received.
- Collections
- Cash payments actually received in the period, including payments for earlier invoices.
- Operating expenses
- Recurring costs required to operate, excluding financing payments; note separately any taxes, capital repairs, and one-time items not included.
- Net operating income (NOI)
- For property, effective gross income after vacancy and credit loss minus operating expenses, before debt service and income taxes.
- Cash flow
- Net operating income minus debt service for a property; for a business, cash received minus cash paid in the period. State any taxes and capital spending excluded.
- Labor cost
- Wages, payroll taxes, and contractor pay for the period.
- Customers lost (churn)
- The number of customers who canceled or did not renew during the period; do not confuse this count with a percentage churn rate.
Free to use and share. This is a general working tool, not legal, tax, or financial advice.