SOP template: a standard operating procedure anyone can follow
A free SOP template with purpose, scope, before you start, numbered steps, done checks, exceptions, owner and review date. Includes a filled example for client onboarding.
Purpose, steps, done checks, what to do when it goes wrong, and who keeps it up to date. Short enough that people actually use it.
When to use it
For any task done the same way more than a few times, or by more than one person: onboarding a client, closing the month, publishing a post, handling a refund.
The template
SOP · [process name] · version [1] · owner [name] · review by [date]PURPOSE[Why this process exists, in one line]WHEN IT APPLIES[The trigger, and any cases where it does not apply]BEFORE YOU START- [Access, tools, files, information you need]STEPS1. [Verb + action] — [tool or place]2. [Verb + action]3. [Verb + action]DONE CHECKS- [How you know it was done right]IF SOMETHING GOES WRONG- [Problem] → [what to do / who to ask]CHANGE LOG[date] · [what changed] · [who]
A filled example
SOP · New client onboarding · version 2 · owner Dana · review by Dec 1PURPOSEEvery new client is set up in the same way within two business days.WHEN IT APPLIESAfter the contract is signed. Not for one-off projects under $1,000.BEFORE YOU START- The signed contract and the client's main contact- Access to HubSpot, Google Drive and the shared inboxSTEPS1. Send the welcome email from the shared inbox, using the "Welcome" template.2. Create the client folder in Drive from the "Client template" folder.3. Book the kickoff call within 5 business days.4. Add the client and project in M-Tracker with the scope's milestones.5. Post in #new-clients with the client name and kickoff date.DONE CHECKS- The client has replied to the welcome email- The kickoff is in both calendars- The project has every milestone from the scopeIF SOMETHING GOES WRONG- No reply in 2 days → call the main contact- Contract details unclear → ask the account lead before step 4
Tips
- One action per step, starting with a verb.
- Test it on someone new. Every question they ask is a missing line.
- Name an owner and a review date. Old SOPs are worse than none.
Where M-Tracker fits
An SOP can live in a project's standards library in M-Tracker. Reviews of finished work then check it against the SOP's done checks, so the process is used, not just filed. No screenshots and no activity tracking.
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Questions people ask
How long should an SOP be?
One or two pages. If it is longer, split it into two processes.
SOP or checklist?
An SOP explains how and why. A checklist is the short version for daily use. Write the SOP, then pull the checklist from its done checks.
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