A Template for Creating a Standard Operating Procedure using Knowby

A Standard Operating Procedure (SOP) is a documented set of step-by-step instructions designed to ensure tasks are performed consistently, efficiently, and in compliance with standards or regulations. It serves as a reliable reference for teams, helping maintain quality, streamline training, enhance safety, and preserve organizational knowledge. An effective SOP not only reduces errors and miscommunication but also provides a clear framework that supports productivity and continuous improvement across any industry.

What is an SOP Template?

An SOP template is a pre-formatted document that provides a structured layout for creating Standard Operating Procedures. It includes the key sections—such as purpose, scope, responsibilities, step-by-step instructions, and revision history—so you can focus on documenting the process rather than designing the format from scratch. Using an SOP template ensures consistency across all procedures, saves time in drafting, and makes it easier for teams to follow, update, and standardise workflows across the organisation.

Ready-to-use documents, such as an SOP template, make employee onboarding and training faster and more efficient. Not only do they save time by eliminating the need to recreate work instruction templates and guides for each process, but they also ensure reliable knowledge sharing by keeping information consistent and accessible across the organisation.

A Guide to Creating an SOP Template: Standard Operating Procedure

Here’s a quick step-by-step guide to creating a standard operating procedure:

1. Create a Title for Your Document

Example: “Customer Onboarding Process”

2. Purpose

State why this SOP exists and what it aims to achieve.

Example:
“This SOP outlines the steps required to onboard new customers efficiently and consistently, ensuring compliance with internal standards and regulatory requirements.”

3. Scope

What the SOP covers and what it does not.

Example: “This procedure applies to all new customer onboarding processes conducted by the Sales and Customer Success teams in North America. It does not cover technical onboarding handled by the Engineering team.”

4. Roles and Responsibilities

List the personnel or teams involved and their specific duties.

Example:

• Sales Manager: Initiates the process after contract signing.
• Customer Success Rep: Completes onboarding steps and follows up with the client.

5. Definitions (Optional but recommended)

Clarify any jargon, abbreviations, or industry-specific terms used in the SOP.

Example:

• CRM = Customer Relationship Management system
• KYC = Know Your Customer

6. Procedure / Step-by-Step Instructions

Provide a detailed and clear breakdown of each action, written in numbered or bulleted steps.

Tips:

• Include hazards and tools or systems to be used upfront.
• Use action verbs.
• Add screenshots, images, videos or diagrams.
• Include decision points, if-then conditions.

Example:

• Log into CRM system (Salesforce).
• Create a new customer record and assign a Customer Success Rep.
• Send “Welcome Email” template within 1 business day.
• Schedule onboarding call within 3 business days.

7. Safety, Compliance, or Quality Considerations (if applicable)

Outline regulatory, legal, or internal compliance requirements related to the process.

Example:

    All data must be stored in accordance with GDPR standards.
    Employees must complete anti-money laundering (AML) training annually.

8. References / Related Documents

Include any related policies, forms, templates, or SOPs.

Example:

• Customer Contract Template v2.1
• Data Retention Policy
• IT Onboarding SOP

9. Revision History

Track changes made to the SOP over time.

Knowby provides a Version History and Change Log feature that allows you to track all edits, view past versions, and roll back to a prior version if needed. 

The Change Log captures who made what change and when, supporting auditability and clear revision tracking. 

Why Versioning Matters for SOPs

• Ensures everyone is working with the latest process instructions.
• Protects your organisation against errors or unauthorised edits.
• Builds accountability through full audit trails of updates and version approvals.

• Crucial for compliance-heavy environments (e.g. manufacturing, healthcare) where procedural traceability is vital.

✅ Best Practice Tips:

• Write clearly and concisely (aim for a Grade 8 reading level).
• Use consistent formatting for readability.
• Involve stakeholders during drafting for buy-in and accuracy.
• Review SOPs annually or after any major process change.

Here’s a template you can adapt to start building your own SOPs in Knowby, helping you visualise exactly how to get started.

What Features of Knowby Help Organise SOPs? 

Knowby is designed to simplify the creation, sharing, and execution of SOPs and "how-to" knowledge—especially in frontline and operational environments. Here are the key features in Knowby that support organisation and best practices: 

Step-by-Step Instruction Format

• Knowbys are broken into bite-sized steps with multimedia support (images, video, audio).
• This format encourages clarity, reduces ambiguity, and supports just-in-time learning.

✅ Best practice: Ensures SOPs are easy to follow and minimise errors due to long or dense text.

Categories and Filtering 

• Knowbys can be grouped by category which could be department or industry for example. 
• Enables users to quickly filter or search relevant procedures.

✅ Best practice: Keeps knowledge structured and easy to access—especially important as SOP volume grows.

 Version Control and Change Logs

• Tracks who changed what, when, and allows rollback to previous versions.
• Keeps a history of updates for auditing and compliance.

✅ Best practice: Aligns with ISO and quality control standards for SOP management.

Feedback & Continuous Improvement Tools

• Users can leave comments or suggestions on a knowby work instruction.
• Enables frontline workers to suggest improvements directly from their devices.

✅ Best practice: Empowers a culture of Kaizen (continuous improvement) and democratises knowledge enhancement.

Searchable Knowledge Base

• Smart keyword search makes it easy to locate the right SOPs.
• Search surfaces both titles and content within steps.

✅ Best practice: Reduces time to find procedures, especially critical in fast-paced environments.

Analytics & Usage Tracking

• Reports on how often a knowby is viewed, who uses it, and completion data.
• Identifies underused or outdated SOPs.

✅ Best practice: Helps managers identify training gaps and optimise documentation efforts.

Mobile-Friendly Interface

• Designed for use on phones and tablets, with offline access if needed.
• Particularly useful for field workers, technicians, or shop floor teams.

✅ Best practice: Supports knowledge access at the point of need, not just in the office.

Permissions & Access Control

• Admins can control who can create, edit, or view specific knowbys.
• Supports role-based access and protects sensitive processes.

✅ Best practice: Maintains knowledge integrity and prevents unauthorised edits.

Summary: Best Practice Alignment

Here's a summary of the best features to look for in an SOP tool and what Knowby has to offer:

How Knowby Elevates SOPs Digitally

Knowby transforms traditional SOPs from static documents into interactive, dynamic guides that are easier to create, update, and follow. Its step-by-step format allows you to break down complex processes into concise, multimedia-supported instructions—complete with images, videos, audio, and decision points. Instead of long, text-heavy manuals, teams can access clear, visual procedures from any device, ensuring consistency and reducing the likelihood of errors. Built-in categories, filters, and search functions make it simple for employees to find the right SOP in seconds, whether they’re in the office, on the shop floor, or out in the field.

Beyond making SOPs more accessible, Knowby streamlines their maintenance and governance. Version control and change logs provide full visibility over edits, helping you meet audit and compliance requirements with ease. Feedback tools empower frontline teams to suggest improvements directly within the SOP, creating a culture of continuous improvement. Usage analytics track how often procedures are viewed and completed, giving managers insight into training needs and identifying underused or outdated content. 

With Knowby, SOPs become living documents—always up to date, always accessible, and always aligned with your organisation’s best practices.

SOP Examples

Knowby Pro, with its versatile features and user-friendly interface, is rapidly becoming an essential tool across various industries. In manufacturing, construction, and health and safety, Knowby Pro offers clear, accessible video instructions and detailed text guides that simplify complex procedures.

Agriculture | Safety Around the Farm

Discover essential safety tips for avoiding dangers on the farm, covering potential drowning hazards, proper handling of electric fences, caution around overhead power lines, and careful navigation of pivot ruts. Safety first, always.

View SOP

Start-Up Procedure | Welding Robot

Learn the startup procedure for a 2018 Lincoln Electric Welding Robot. This Knowby guides you through each step, ensuring a safe and efficient start-up.

View SOP

Business Change Impact Assessment

Discover how to conduct a Change Impact Assessment with this SOP. In just a few steps, learn to identify potential risks, engage stakeholders, and evaluate the impact on resources.

View SOP

Conclusion

Creating the perfect SOP with Knowby isn’t about writing paragraphs—it’s about guiding action. When each instruction is simple, visual, and safe, your team will work more confidently, reduce errors, and improve productivity.

Use this guide as a standard when creating your work instructions, and continually refine them as tasks evolve. Your work instructions and SOPs should work for the user, so keep this in mind.