How to create standard operating procedure templates with AI

Make any business run smoothly with simple and scalable standard operating procedures (SOPs). These internal training documents can ensure employees are on the same page and follow the same set of steps to achieve high-quality results consistently. Writing SOP instructions for both routine or specialized tasks across different teams is essential, especially for functions like operations and human resources.

With so many micro and macro tasks split across the organization, it can be time-consuming to come up with a detailed and clear SOP for every workflow. That’s where Copilot in Word can help draft a SOP template which can be saved and reused. Lean on AI to use the most relevant structure, terms, measures of success, and even pull details from existing documents and emails.

Learn how to create high-quality SOP guidelines and handbooks for the workplace with Microsoft Word online.

Types of standard operating procedures

Step-by-step SOP

Ideal for when a task needs to be completed in a linear fashion and must follow a strict sequence of instructions. This SOP format is easy to follow and is usually presented as a numbered list to reduce the room for error. It suits instructions such as starting up equipment, onboarding new employees to workplace systems, among other tasks.

SOP writing example:

1. Log into the system

2. Verify credentials

3. Launch application

Hierarchical SOP

Best for when a procedure needs to be organized into tiers, where each step has multiple sub-steps. Choose hierarchical statements of procedures to enable employees to carry out tasks with precision without overlooking critical parts. Use nested lists and instructional diagrams in handbooks to ensure each step can be carried out successfully.

SOP writing example:

Step 1. Prepare equipment

1.1 Gather tools

1.2 Inspect safety gear

Step 2. Turn the equipment on

Checklist SOP

Simple and practical, the checklist SOP format is a good tool to keep things organized when there are a lot of moving parts or tasks to be done in parallel to each other. This SOP type is great for seasoned employees who are familiar with a task, and can tick things off as they go, feeling confident that nothing has been missed. Maintain consistency with the cross-verification possible using checklists. A great use case is onboarding checklists.

SOP writing example:

• Set up email account

• Provide access to team SharePoint

• Assign employee workstation

• Schedule orientation session

Flowchart SOP

During business process mapping, a flowchart SOP helps create scalable standards for workflows with multiple decision points. This layout maps out the steps visually, showing what to do based on different scenarios, supporting decision-making for any employee. It’s usually represented by diagrams and arrows with clearly labelled steps. Use it for troubleshooting procedures or customer support workflows, where the next action depends on what happens first.

SOP writing example:

Start → Is system online? → Yes → Proceed → No → Troubleshoot

Key elements of SOPs

Standard operating procedure documents can be lengthy and detailed, so managers, operations specialists, and subject matter experts can use Copilot in Word to speed up SOP writing. No matter the document topic, from assembly line guides to blog editorial steps and food safety procedures, AI can create contextual sections. Learn about the key components of a good SOP.

1. Title

Use a descriptive title that clearly connects to the set of instructions in the SOP. If it exists, use the naming conventions as per the specific department of the business. For example, “Customer support ticket handling SOP”.

2. Document control table

Maintain a table with key details to keep employees and users informed about the version. Make sure to include the following.

• Name

• Revision number

• Owner

• Implementation date

• Last review date

• Approver

Copilot prompt example: “update the last review date of this document based on the most recent edit on the Word document.”

3. Goal

Align all readers of the SOP about the reason the document was developed. Express the key outcomes of using the SOP correctly, such as “ensure all customer tickets are resolved within 24 hours.” Can’t find the right phrases? Utilize Copilot in Word to draft some outcome statements based on the context of the procedures.

Copilot prompt example: “summarize the goal of this SOP from this meeting transcript. Rewrite it in clear, action-oriented language suited to my company."

4. Procedure

This component is the focus of the document. Start composing the instructions based on the SOP type selected. Lay out the step-by-step instructions with clarity, using the correct technical terms and phrases used widely in the organization.

For multi-layered steps, like hierarchical SOPs, straightforward and concise instructions are key. Use AI to simplify the sentence structure, summarize lengthy steps, or suggest more actionable phrases to empower readers to use the SOP correctly.

Copilot prompt example: “rewrite the paragraph into steps which are easy-to-follow while using suitable human resources and hiring terminology."

5. Responsibilities

The document should specify who’s responsible for setting up the process, as well as who is accountable for approvals at each step if required. List participants with names, job titles, best contact details, and their responsibilities in relation to the SOP document.

6. Key behaviors

Outline how readers are supposed to use the guidelines, including mandatory regulatory, compliance, and quality expectations. This section should focus on how readers can stay accountable and use the SOP correctly to reduce risks and maintain consistency.

Copilot prompt example: “write a paragraph about how medical administrative staff should use this SOP while being mindful of patient privacy.”

7. Innovate

Share if there’s an opportunity for the employee to implement an innovative approach in the task. This refers to streamlining any tasks or suggesting creative workflows to achieve the procedure faster. This may be a head-scratcher for some, that’s why it’s good to rely on chatting with Copilot which can identify alternatives or better workflows.

Copilot prompt example: “suggest three ways to speed up the expense reimbursement process before holiday season.”

8. Tools and supports

Provide a clear list of references and resources required to meet the SOP goal, such as related training documents, in-house coaching sessions, business process video recordings, and more.

Copilot prompt example: “make a list of internal resource links for this SOP document.”

How use AI to generate a SOP template

1. Open a new Word document to start creating a SOP template.

2. Enable Copilot in Word from the ribbon, the chat with AI to explain the SOP requirements.

3. Share the context, purpose, and main goals of the SOP inside the Copilot chat box. Specify the preferred SOP type such as checklist, step-by-step, hierarchical, or flowchart. Request Copilot to insert diagrams, tables, or SmartArt where possible.

4. Review the AI-generated SOP template in Word.

5. Prompt Copilot to refine any sections, for example, “add more detail to key behaviors. Use this reference attachment document as a guide.”

6. Save the SOP template as a reusable template in Word or save and share as a PDF or shareable link.

IT SOP Copilot prompt example: “create a Standard Operating Procedure (SOP) template titled ‘Data Backup and Recovery’ for the audience beginner IT coordinators and general staff. SOP type: flowchart for decision points.”

Marketing SOP Copilot prompt example: “create a Standard Operating Procedure (SOP) template titled ‘Social Media Posting Guidelines’ for the audience marketing coordinators and community managers while maintaining a beginner level. SOP type: checklist and hierarchical sub-steps for approvals.”

Standard operating procedure best practices

• Use professional heading styles: apply consistent heading styles and use the built-in Styles pane in Word to maintain structure.

• Apply organizational branding: insert the company logo in the header and apply brand colors using Theme settings in Word. Use the official font set from the organization’s style guide for a polished look.

• Add reference links: Add in-line clickable URLs to related policies or templates or create a references section at the end for quick access.

• Create restricted SOP documents: protect the SOP with ‘read-only’ mode for viewers and assign editing rights only to authorized roles. Apply password protection if needed.

• Review and update frequently: add a ‘last reviewed’ date to the document control table and use track changes in Word to log updates and maintain version history for compliance.

Now that it’s clear how to make an SOP template, get started with making documents in Microsoft Word. Continue learning how to speed up every day work tasks like writing memos, generating emails with AI, and writing meeting agendas.