The SOP Makeover: How to Write Standard Operating Procedures Your Team Will Actually Use
Let’s face it—most SOPs feel like lifeless instruction manuals.
They’re long. They’re clunky. And they gather digital dust the moment they’re published.
But it doesn’t have to be that way.
At Veraclade, we believe Standard Operating Procedures (SOPs) can do more than just check a compliance box. When written with intention, they become empowering tools—tools that help your team move faster, stay aligned, and feel confident in their work.
So let’s reimagine the SOP.
Not as a static document, but as a living guide that fuels clarity, autonomy, and progress.
1. Write Like a Human, Not a Robot
A lot of SOPs read like technical instruction manuals written for machines. But you’re not leading machines. You’re leading people.
Tips to humanize your SOPs:
Use plain language. Avoid jargon unless it truly helps.
Start with the “why” before jumping into the “how.”
Break up text with headers, checklists, and visuals.
Write with tone and warmth—this is internal culture, not legal copy.
2. Make It Easy to Follow (and Easy to Find)
Even the best SOPs fall flat if no one can access them—or if they require mental gymnastics to follow.
Make your SOPs accessible by:
Keeping each SOP focused on one process only
Using bulleted steps and numbered lists
Linking to templates, tools, or systems in real-time
Housing them in a shared, searchable workspace (Notion, Confluence, Google Drive)
3. Focus on Empowerment, Not Control
Too often, SOPs are written with an “enforce and audit” mindset. That creates fear and rigidity. Instead, build SOPs that guide, support, and empower.
How to build SOPs people want to use:
Involve your team in the creation process—get their input, test it with them
Include room for judgment and autonomy, especially in decision-making steps
Clearly define “what good looks like” so people feel confident, not confused
4. Make It a Living Document
Processes evolve. And if your SOPs don’t evolve with them, they’ll quickly become irrelevant.
Best practices for keeping SOPs alive:
Set a quarterly or biannual review schedule
Add version histories and last-reviewed dates
Let team members suggest edits directly
Encourage feedback: “What’s missing? What’s confusing? What could be easier?”
5. Show, Don’t Just Tell
Words are great, but sometimes people need more than written instructions. Especially when they’re onboarding or learning a new tool.
Consider embedding:
Short screen-recorded walkthroughs
Step-by-step Loom videos
Annotated screenshots or flowcharts
Voice notes or GIFs for quick reinforcement
This kind of content makes your SOPs more engaging and more memorable.
The Veraclade Way
At Veraclade, we don’t write SOPs to control people.
We craft processes to set people free—free from confusion, from bottlenecks, from having to reinvent the wheel every time they open a tab.
When your systems are clear, your people shine.
Let’s create SOPs that feel like allies, not obstacles.
