What Is an SOP? Definition, Examples, and When to Use One

Standard operating procedures, usually called SOPs, are one of the simplest ways to make work more consistent, safer, and easier to hand off. When they are written well and implemented properly, SOPs reduce mistakes, speed up training, and help teams deliver the same outcome no matter who is doing the work.

This guide explains what an SOP is, what it is not, practical examples (especially for HR teams), and when it is worth the effort to document a process.

SOP Meaning

An SOP (standard operating procedure) is a set of written instructions that documents a routine or repetitive activity so people can complete it the same way each time.

In plain terms: an SOP is the “how-to” for a specific task or workflow.

What an SOP Typically Includes

Most SOPs include:

• Purpose and scope (what the SOP covers and who it applies to)
• Roles and responsibilities (who does what)
• Step-by-step instructions (the actual procedure)
• Required tools, systems, or forms
• Quality checks, approvals, or controls
• Safety, compliance, and escalation steps (when relevant)
• Revision history (what changed and when)

Well-written SOPs can improve communication, reduce training time, and improve consistency in day-to-day work.

SOP vs Policy vs Guideline

Teams often confuse these documents. The fastest way to separate them is by answering one question: is the document telling people what must be true, or how to do something?

• Policy: The rule and expectation. It defines what is required and why.
• SOP (procedure): The documented method for completing a routine activity.
• Guideline: Recommended best practices that allow more discretion.

Examples of SOPs

SOPs exist in every function. Below are examples that translate well to HR and operations.

HR SOP Examples

• New hire onboarding (I-9, payroll setup, benefit enrollment timelines, first-week schedule)
• Job posting and requisition workflow (approvals, posting steps, screening process)
• Interview scheduling and candidate communications (templates, decision points, timeframes)
• Background check process (consent, vendor steps, adjudication, documentation)
• Termination processing (final pay steps, access removal, benefits notices, equipment return)
• Leave administration (FMLA intake steps, tracking, manager communication)

Operations and Compliance SOP Examples

• Monthly close checklist for finance
• Customer escalation handling for support teams
• Equipment lockout or hazardous material handling for safety-sensitive work
• Quality checks for a recurring production or service task

When to Use an SOP

Write an SOP when the cost of inconsistency is higher than the cost of documentation.

SOPs Are a Strong Fit When:

• The task is repeated and should be performed consistently
• Errors create meaningful risk (safety, compliance, payroll, customer impact)
• Multiple people complete the task and outcomes vary by person
• Turnover or cross-training is common
• You need auditable evidence that work is performed as planned

SOPs Are Usually Not Worth It When:

• The task is rare or constantly changing
• The work is highly judgment-based and cannot be reduced to steps
• The SOP would be obsolete in weeks due to tooling or org changes

A practical rule: if you have to explain the same process more than twice, consider writing an SOP.

Benefits of SOPs for HR Teams

For HR, SOPs tend to pay off in three places:

• Consistency and fairness: Standard steps reduce ad hoc decisions and uneven employee experiences.
• Speed and training: Clear procedures reduce ramp time and prevent knowledge from living only in one person’s head.
• Compliance and documentation: SOPs support repeatable handling of sensitive workflows like hiring, leave, and separations, and can strengthen your documentation posture in audits.

FAQ:

Is an SOP the same as a policy?

No. A policy sets expectations and requirements. An SOP explains how to carry them out.

How long should an SOP be?

As long as needed to complete the task correctly, and no longer. For many HR workflows, 1 to 3 pages is enough if the steps are clear.

Who should own SOPs?

The team that performs the work should own it, with compliance or HR leadership reviewing when the SOP touches legal risk (hiring, leave, pay, terminations).

Do SOPs matter for audits or quality systems?

They can. Many quality frameworks emphasize maintaining documented information needed to support and demonstrate consistent operations.

Bottom Line

An SOP is a practical, repeatable set of instructions for routine work. For HR teams, SOPs improve consistency, reduce training time, and lower risk in high-impact workflows. If a process is repeated, delegated, or compliance-sensitive, it is a strong candidate for an SOP.