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Increase Efficiency with Standard Operating Procedures

May 29, 2026  |  By Sonia Donnelly, MBA

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Imagine starting every day at work not knowing what’s coming next. While an ever-changing work environment can be exciting, sparking creativity and innovation, the pace can become unsustainable and chaotic over time.

Create stability by developing standard operating procedures (SOPs) to document routine tasks and processes. SOPs can help you:

  • Build efficiency by sharing individual expertise across teams.
  • Ensure consistency in meeting compliance requirements and quality standards.
  • Flatten the learning curve for new hires.

How to Build an SOP

Step 1: Determine the Need

When you need an SOP When you don't need an SOP
  • Processes performed on a regular basis with multiple steps (e.g., tracking social media metrics, pulling reports from databases, submitting expense reports)
  • Processes that need to be done in a certain way for regulatory or safety reasons (e.g., completing audits, reporting safety incidents, handling sensitive information)
  • Processes that are not standardized (e.g., problem solving, feedback edits)
  • Processes that have a short shelf life (e.g.,  moving locations, mergers)
  • Strategic planning and innovation exercises that need room for creativity
  • Simple, intuitive tasks (e.g. pushing a button, flipping a page)

Step 2: Define the Purpose and Scope

Once you have determined the need for an SOP, you may want to bring together a small group to document information that needs to be included in the SOP and garner buy-in from the outset. With this group, you can:

  • Clarify the purpose of the SOP and what you hope to achieve.
  • Create a title that is descriptive and easy to understand.
  • Clearly identify how the SOP applies, including any exceptions or limitations.
  • Identify who needs to follow the SOP.

Step 3: Capture the Process

The best way to capture the step-by-step process of an SOP is to ask the people already performing the task. They may know how to do the work forward and backward, but they may not know how to explain it to others in a concise and succinct way. Creating an SOP formalizes the process by helping employees slow down and think about the way they have been doing the work and how others can replicate the results.

Step 4: Select a Format

Once you document the process, decide how to present the information to reflect its purpose and complexity in the simplest way. Here are some options:

Step-by-step checklist: A checklist can be a more simple outline when the tasks are basic and don’t require extra detail, or you can add hierarchy to incorporate more complexity and sub-steps.

Graphic: Provide a graphic of the process for visual learners and to break up the monotony of reading. Creating a graphic can also help decrease errors/omissions in the steps. Graphics could include cycles or flowcharts that provide a clear roadmap of what happens and in what order, simplifying the process for users. Flowcharts break down what can seem overwhelming to smaller, more manageable steps.

Step 5: Pilot the SOP

Always pilot a new SOP to test its practical application. Choose testers who both know and do not know the process well. Running tests on an initial draft SOP ensures that:

  • The SOP is an appropriate procedure that can be followed at the appropriate time.
  • The instructions/steps are easy to follow, straightforward, and use active voice.

Collect feedback on any skipped steps, confusion, or formatting issues. Make any necessary changes and test the SOP until all issues are resolved.

Step 6: Share and Train

SOPs are only useful if they are followed. Once the SOP has been approved, it serves as confirmation of what has already discussed and tested. Determine:

  • How you will share the information to the larger group (e.g., email, meeting).
  • Where you will store the SOP and how people will find it (e.g., in an SOP manual).
  • What type of training is necessary to implement the SOP (e.g., onboarding, group, individual).
  • How and when to collect feedback to keep the SOP up-to-date (e.g., during monthly meetings, annual update).

Step 7: Revise and Review

SOPs change over time as processes are refined. Some steps become obsolete, technology changes, or we find new ways to be more efficient. Timely and consistent reviews help us to identify necessary updates and changes.

  • Ask the team performing the work to note any changes in the process
  • Check for any safety, regulatory, or compliance issues
  • Make necessary edits to the SOP and follow internal version control procedures
  • Approve the revised SOP and replace any old version links/documents
  • Share the revised SOP with staff and train on the revised procedure

SOPs work if they are flexible and adaptable, particularly as our organizations are always changing. Shared knowledge around approved routine tasks encourages collaboration and helps employees build confidence in their learning and abilities. It also frees up time for innovation and creativity. Capture your organization’s best practices by establishing SOPs to increase efficiency and productivity.

Contact Transform Health if you need help with an audit of your existing SOPs, or with the creation of SOPs for your organization. Book a free discovery call today.

Transform Health is an Inc. 5000-ranked national private health care consulting firm with a mission to drive systems change to build healthy communities.