One-page SOP template: Structure and a completed example

What questions does an SOP answer?

SOP stands for Standard Operating Procedure. In this article, it is a document guiding repetitive work so the person performing it knows when to start, what to do, and what counts as complete.

Atlassian’s SOP template also incorporates roles and responsibilities. The practice below is BHKD’s simplified approach to one shop task, not a certification requirement or mandatory standard for all businesses.

Fill-in template: Eight required fields

Field 1, name and objective: which task and what it must ensure. Field 2, scope: where it applies and which cases it excludes. Field 3, starting conditions: information or materials required. Field 4, roles: who does the work, who checks it, and who handles matters outside the scope.

Field 5, execution steps: actions in a sufficiently usable sequence. Field 6, completion standards: output and checking evidence. Field 7, exceptions: when to stop or escalate. Field 8, version: document owner, effective date, and review triggers. These fields can serve as headings for the first draft.

Completed example: Checking an order before handover

A hypothetical scenario. Name: check an order before handover. Objective: correct product codes, quantities, and confirmed requirements. Scope: standard shop orders; customized orders follow separate guidance. Starting conditions: a confirmed order, goods ready, and current packing requirements. Roles: employee preparing the order, designated checker, and manager handling exceptions.

Step 1: Compare codes, variants, and quantities against the current order. Step 2: Check product condition against agreed criteria. Step 3: Pack and label according to instructions. Step 4: Check necessary handover details. Step 5: Record the checker and ready-for-delivery status in the order record.

Completion standards: all checked items match, no quality issues remain unresolved, handover information is sufficient, and status is recorded. Illustrative version: trial 01; shop manager responsible; review after the trial or when products, packing, or delivery channels change. The shop needs to replace this with actual criteria before use.

Exceptions must specify an action

In the example, missing stock, mismatched variants, changed delivery requirements, or signs of substandard quality justify pausing handover. The employee records the situation and escalates to the manager rather than substituting products or promising a new delivery time beyond their authority.

State the role, contact point, and minimum information to pass on. “Ask the manager if there is a problem” is too broad; users still do not know what to send. Common exceptions can be documented separately once the handling approach has been validated.

Test the document with someone who did not write it

Have the user carry out a normal case and an exception. Observe where they need to ask, interpret differently, or cannot find information. They do not need to memorize the entire text; the document exists to be consulted during work.

After testing, correct confusing points, keep one current version, and remove old copies from use. When errors occur, review input data, execution capability, and instructions before concluding noncompliance. SOPs need maintenance as the actual work changes.

Suggested actions