What Makes a Good SOP?

The 7 Traits of a Good SOP

1. Clarity Over Complexity

If you need a manual to understand the SOP… it’s already failed.

Good SOPs are:

• Step-by-step
• Straightforward
• Free from fluff

Test: Can someone brand new follow it without asking questions?

Try the free Quick SOP Builder, built for speed and clarity.

2. Action-Oriented Language

Great SOPs tell you exactly what to do.

Bad: “Consider updating the client file if required”
Good: “Update the client file with new details before saving”

Use verbs. Be direct. Cut the waffle.

3. One SOP = One Outcome

A single SOP should walk someone through one clear result.

If you’re covering onboarding, invoicing, and client communication in one document, you’ve got a mess, not a system.

Split it. Label it. Stay focused.

4. Real-World Context

Too many SOPs are written in a vacuum.

A good SOP includes:

• When to use it
• Why it matters
• What triggers it
• Who owns it
• When it was last updated
• When it due to be reviewed

It turns static instructions into living systems.

5. Visual Structure

Great SOPs look good, not in a “designed” way, but in a usable way.

Use:

• Headings
• Numbered steps
• Tables and lists
• Highlighted notes or warnings

You don’t need software, just a clean format that doesn’t intimidate.

Every SystemaFlow SOP Template includes pre-built structure for easy scanning and updates.

6. Update-Ready

A good SOP isn’t finished, it’s maintained.

That means:

• A clear last updated field
• Version control (even basic)
• Assigned ownership

Otherwise? It becomes outdated the second a process changes, and no one trusts it again.

7. Integrated With Your System

Even the best SOP is useless if no one uses it.

Good SOPs are:

• Linked to training and onboarding
• Referenced in daily tools or task sheets
• Embedded in review loops (e.g. weekly stand-ups)

SOPs aren’t shelf-ware.
They’re systems in disguise.

Checklist: Spot a Bad SOP in 30 Seconds

What to Use Instead

Notion boards and LMS systems are fine — but if you want SOPs that get used, start with structure.

These are the same templates we use in teams across logistics, healthcare, marketing, and finance.

Start with:

• Quick SOP Builder -  For creating SOPs quickly for small tasks
• Core Pack 1: Business Essentials - Includes SOPs, onboarding, meetings, and more
• System Library - View our full collection 
• Or get all Mini and Core Pack 1-12 in the Masterworks Vault