12 SOP Examples to Steal for Your Team

In the fast-paced enterprise business world, consistency, efficiency, and quality are critical components of productive output. With diverse teams working across multiple locations, often in different time zones, the need for standardized practices becomes critical – and that’s why many organizations turn to SOPs.

Standard operating procedures (SOPs) are the blueprint for every business activity, from marketing to sales, customer support to HR, and provide an overview of critical business processes with detailed step-by-step guidance.

This article will explore common corporate SOP examples to highlight the importance of SOPs. Each example highlights the integral role SOPs play in improving efficiency, maintaining quality, and driving overall success in an enterprise landscape across business functions or tasks.

12 Examples of Effective SOPs

To help you create more effective standard operating procedures, we’ve outlined twelve excellent SOP examples to draw inspiration from, each tailored to different organization functions, industries, and business processes. By following the SOP format below, you can quickly standardize your processes and extract ROI from your procedures.

1. HR SOP for screening applicants

Scope: This SOP applies to the HR and hiring team members involved in the recruiting process who screen candidates who have applied for open positions.

Purpose: To ensure a consistent and unbiased review of all applications for open positions, as well as to make sure that all candidates are qualified for the position they’re applying for.

Process steps:

1. Gather all received applications for the open position.
2. Review each application against the minimum qualifications outlined in the job description.
3. Shortlist applicants who meet or exceed the required qualifications.
4. Use a standardized assessment (such as a scoring system or ranking criteria) for fair and equal evaluation.
5. Prepare a report of shortlisted candidates for further interview rounds.

Additional resources:

• Job description
• Company description
• Interviewing policies
• ATS process documentation
• Require documents needed from candidates
• Sample of an offer letter

2. Marketing SOP for copy editing

Scope: This SOP applies to all marketing team members responsible for creating, editing, and writing customer-facing materials.

Purpose: To maintain a consistent, high-quality, error-free standard for all customer-facing content.

Process steps:

• The original content writer is responsible for the first round of edits with a complete reread post-writing.
• Send to copy editor.
• Copy editor reviews the content for grammar, spelling, punctuation, and syntax errors.
• Copy editor ensures consistency in tone, style, and language.
• Copy editor confirms all information is accurate and up-to-date.
• Copy editor checks that the content aligns with the brand’s messaging and guidelines.
• Get approval from the relevant authority before final publishing.

Additional resources:

• Brand guideline
• Publishing checklist
• SEO best practices

3. Design SOP for ensuring brand consistency

Scope: This SOP applies to the brand and design team, as well as any other departments contributing to public-facing content and design.

Purpose: To ensure all designs and web content align with the brand’s visual brand guidelines and identity.

Process steps:

• Review all new designs and web pages for consistency with brand color schemes, logos, typography, and imagery.
• Ensure that the content on web pages aligns with the brand’s voice and messaging.
• Confirm all designs are responsive and functional across different devices and browsers.
• Obtain final approval from the brand manager or designated authority before publication.

Additional resources:

• Brand guideline
• Library of branded assets
• How to export print and web assets

4. Content SOP for publishing new articles

Scope: This SOP applies to content creators, editors, SEO specialists, and anyone involved in the blog publication process.

Purpose: To ensure all blog articles are published correctly and consistently with the help of an SEO checklist, and the brand’s content strategy.

Process steps:

1. Create an outline for your new blog.
2. Write the blog article following the brand’s content guidelines.
3. Sent to copy editor to edit and proofread for clarity, grammar, and spelling.
4. Optimize the content for SEO, including relevant keywords, meta tags, and internal and external links.
5. Schedule or publish the post using the content management system (CMS), ensuring it is correctly categorized and tagged.
6. Interlink the blog with related content.
7. Promote the article through appropriate channels, such as email newsletters or social media.

Additional resources:

• Brand guideline
• Content brief template
• Content style guideline
• WordPress process guide
• CTA guideline
• SEO best practices

5. Sales SOP for cold-calling scripts

Scope: This SOP applies to all sales team members conducting cold-calling activities.

Purpose: To standardize the cold calling process, helping to improve the effectiveness of cold calling and sales pitches.

Process steps:

1. Research the prospect to understand their needs and how your product or service can benefit them.
2. Prepare a script or talking points based on the brand’s sales strategy.
3. Make the call, introducing yourself and the company clearly and concisely.
4. Pitch the product or service, tailoring the message to the prospect’s needs.
5. Record the call’s outcome in the customer relationship management (CRM) system, noting any follow-up actions needed.

Additional resources:

• Sales process template
• Sales pitch template
• CRM workflows

6. Support SOP for resolving a customer issues

Scope: This SOP applies to all customer support representatives handling customer issues.

Purpose: To provide a consistent, efficient, high-quality process for resolving customer issues.

Process steps:

• Receive the customer’s issue via the appropriate channel (phone, email, chat, etc.).
• Acknowledge the issue and empathize with the customer’s situation.
• Investigate the issue, utilizing any necessary tools or resources.
• Provide a solution or escalate the issue to the appropriate team or individual.
• Follow up to ensure the customer is satisfied with the resolution.

Additional resources:

• Common support responses
• Escalation procedure
• Support ticket prioritization and tiers
• Brand voice guideline
• Customer service training and handbook
• Incident report instructions

7. Onboarding SOP for a new hire’s first-day

Scope: This SOP applies to the HR team, the new hire’s manager or team lead, and anyone involved in the onboarding process.

Purpose: To provide a structured and welcoming experience for new employees on their first day, ensuring they have the necessary resources and information to start their job.

Process steps:

• Prepare the new hire’s workspace and equipment.
• Welcome the new hire and introduce them to their team and other key individuals in the company.
• Provide a company orientation, covering essential policies, procedures, and company culture information.
• Review the new hire’s job description and immediate responsibilities.
• Set up initial meetings or training the new hire must complete in their first week.

Additional resources:

• First-day welcome checklist and agenda
• Employee onboarding SOP and checklist
• Company procedures and handbook
• Company directory and org chart
• Benefit sign-up
• Direct deposit template

8. Insurance SOP for Rejecting a New Insurance Claim

Scope: Applies to claims adjusters and underwriting teams responsible for reviewing and processing insurance claims.

Purpose: To establish a consistent process for evaluating and rejecting insurance claims not meeting eligibility requirements.

Process Steps:

• Verify the policy details for the person submitting the claims and ensure all relevant documents have been submitted.
• Assess the claim against policy terms, conditions, and exclusion criteria.
• Document findings and reasons for potential rejection, ensuring clarity and compliance.
• Prepare a formal rejection letter outlining the reasons for denial and the appeal process.
• Send the rejection letter to the claimant and log the case in the claims management system.

Additional Resources:

• Policy terms and conditions documentation.
• Rejection letter templates.
• Claims management system user guide.

9. Product Marketing SOP for Launching a New Feature

Scope: For product marketing, product managers, and customer support teams involved in making new feature announcements.

Purpose: To provide a structured process for successfully launching new product features to customers.

Process Steps:

• Collaborate with product and engineering teams to identify the feature’s value proposition and target audience.
• Develop a comprehensive launch plan, including timelines, marketing assets, and communication strategies.
• Coordinate with training teams to create internal training materials and FAQs for customer-facing teams.
• Execute the launch campaign using email, social media, and in-app messaging.
• Monitor feedback and analyze performance metrics to refine future launches.

Additional Resources:

• Feature launch checklist template.
• Reports of previous feature launch projects.
• Marketing campaign assets (email templates, social posts).
• Internal training materials for sales and support teams.
• Analytics dashboard for monitoring campaign performance.

10. Procurement SOP for Onboarding a New Vendor

Scope: For procurement teams and related department managers involved in sourcing and managing vendor relationships.

Purpose: To standardize onboarding new vendors, ensuring compliance and efficiency.

Process Steps:

• Collect and verify vendor information, including contact details and tax identification.
• Request and review vendor certifications, insurance documents, and references.
• Perform a background check to ensure the vendor meets organizational compliance standards.
• Add the vendor to the approved vendor list and procurement systems.
• Schedule a vendor onboarding session to communicate expectations and key processes.

Additional Resources:

• Vendor onboarding checklist.
• Vendor compliance policy document.
• Procurement software user guide.
• Training resources on vendor management best practices.

11. HR SOP for Completing Performance Reviews

Scope: For managers, team leads, and HR leaders responsible for conducting employee performance reviews.

Purpose: To provide a structured approach to evaluating employee performance, facilitating constructive feedback, and driving performance review completion rates.

Process Steps:

• Notify employees of the upcoming review and share self-assessment forms.
• Review the employee’s performance metrics, goals, and feedback from peers or supervisors.
• Conduct the review meeting, discussing accomplishments, areas for improvement, and future goals.
• Document the review outcome in the performance management system.
• Share the finalized review with the employee and outline the next steps for employee development plans.

Additional Resources:

• Self-assessment form template.
• Performance management system guide.
• Feedback best practices training module.
• Company competency model documentation.

12. Finance SOP for Submitting Expense Reports

Scope: For all employees submitting expense reports and finance teams processing reimbursements.

Purpose: To streamline the expense reporting process and ensure accurate and timely reimbursements.

Process Steps:

• Collect and organize receipts for all expenses incurred.
• Complete the expense report form, ensuring all required fields are filled.
• Attach digital copies of receipts and other supporting documents.
• Submit the completed expense report through the designated expense management software.
• Track the submission status and address any follow-up requests from the finance team.

Additional Resources:

• Expense report template or software user guide.
• Reimbursement policy document.
• FAQ on common expense reporting errors.
• Training materials on using the expense management system.

SOPs Click Better With Whatfix

SOPs are often inaccessible, stored in a random Google Drive folder, or are too generic and don’t provide the context to specific to individual situations and tasks.

With a digital adoption platform like Whatfix, organizations can create in-app guided flows, smart tips, field validations, task lists, pop-ups, and more, that provide contextual support for your employees, in the flow of work, that directly overlays on your digital applications.

With Whatfix, provide your employees with a searchable self-help wiki that embeds on your digital workplace. Whatfix Self Help automatically crawls your knowledge repositories (knowledge base, internal wiki, process documentation, SOPs, Google Drive, Intranet, etc.) to aggregate your processes, training, and help documentation in one easy-to-use wiki.

Whatfix also provides analytics on the effectiveness of your guidance and self-help, allowing you to identify process inefficiencies and spot areas of friction that require additional or new process documentation.

Ready to learn more? Request a Whatfix demo now!