Standard Operating Procedures (SOPs) are foundational documents that outline the step-by-step processes and guidelines to be followed in various organizational activities.
From a broad introductory standpoint, SOPs are essential tools for ensuring consistency, efficiency, and compliance within an organization.
They serve as a reference point for employees, detailing the correct procedures to be followed in specific situations.
This post aims to highlight different aspects of SOP writing procedures, and the best software for writing procedures online.
Let's get started.
Implementing standard operating procedures (SOP) software can significantly benefit your business by enhancing operational efficiency, streamlining workflows, reducing errors, and contributing to continuous improvement initiatives.
SOP software provides a centralized platform for creating, and managing procedures, leading to increased productivity, minimized risks, and improved overall performance across various business processes.
With a multitude of choices in the market, selecting the most suitable SOP software for your business can be challenging.
Key Features of an SOP Software Online
To assist you in this process, we've outlined several key features to consider when choosing the optimal standard operating procedure software.
- User-Friendly Interface
When opting for SOP software, prioritize ease of use as a fundamental feature.
The chosen software should be effortlessly installed, user-friendly, and require no coding expertise for initiation.
A straightforward and easy-to-use interface is essential, ensuring that your team can seamlessly engage with the tool without the need for specialized training.
- Reputable Presence on Review Platforms
The SOP software should be prominently featured on reputable review sites like Capterra, G2, Getapp, etc. Also, it should boast a minimum of 10 positive user reviews, providing insights into its performance and user satisfaction.
- Comprehensive Core Features
Ensure that the SOP software encompasses core elements of a knowledge base, including a robust content authoring system, customization capabilities, comprehensive reporting tools, and more.
In a broader sense of things, these features collectively facilitate the seamless creation, editing, and publication of content within your team.
- Cost-Effective with Transparent Pricing
Transparent pricing is crucial to avoid any unforeseen costs at the end of the month. Choose a solution that provides value for money, aligning affordability with a rich feature set to optimize your investment.
3 Key Components of SOPs:
- Detailed Instructions: SOPs provide clear, detailed instructions on how to perform tasks or handle processes
- Roles and Responsibilities: They define the roles and responsibilities of individuals involved in the process
- Compliance Guidelines: SOPs often include information on regulatory compliance, ensuring adherence to industry standards
Things To Look For In SOP Software Online
- Clarity and Simplicity: SOPs should be written in clear and straightforward language to ensure easy understanding
- Consistency: Maintain consistency in formatting and terminology throughout the document
- Regular Updates: SOPs should be regularly reviewed and updated to reflect any changes in processes or regulations
- Accessibility: Ensure easy access to SOPs for all relevant personnel, fostering widespread understanding and compliance
- Training and Communication: Provide adequate training on SOPs and establish effective communication channels for updates
- Version Control: Implement a version control system to track changes and ensure users are referring to the latest SOP versions
- Feedback Mechanism: Establish a feedback mechanism for employees to contribute insights or suggest improvements to SOPs
10 Best & Free Sop Writing Software In 2024
Here's a quick run down of the best SOP writing software that you could possibly use - and that too, within a feasibility margin. Read on...
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1. Xenia - Overall No. 1 Best Software For Writing Procedures
As one of the best software for writing procedures online Xenia comes with a comprehensive SOP centric feature-set for streamlining processes, inspections and operations.
With its dedicated AI-Powered SOP creation module, Xenia enables managers to create SOPs instantly through an AI-Assistant.
How does it work?
Simply put, if you are looking to create any SOP related to any process, regardless of whether it's multi-step or straightforward activity, you can use the integrated AI-Assistant to input your query. An example could be, "Write me an SOP for facility inspection and preventive maintenance, defining processes, roles and assignees' reponsibilities."
This is just one example; there are countless possibilities for you to create an SOP tailored to your work order/ process requirement.
As a result, line managers find valuable support in Xenia's SOP creation module, enabling them to formulate processes and outlines while incorporating a distinctive training element. Though not explicitly branded as an SOP training app, Xenia empowers users to efficiently train their teams through a repository of information, readily available in its online Learning Center.
Moreover, these SOPs can be downloaded in PDF format, printed directly and shared with external or internal stakeholders through a simple 'Share' button.
Other features of this online platform offer solutions around Operations, Inspection Audits, checklists needed to complete frontline on-site activities and vice versa.
Here's a quick look at some of the key highlights of this online sop app.
Key Features:
- AI-Powered SOP Creation: Utilize the capabilities of an intelligent AI Assistant to streamline and automate the creation of Standard Operating Procedures (SOPs).
- Process Guidelines: Develop comprehensive process guidelines within Xenia's SOP module, ensuring clarity and consistency in operational workflows.
- Role Assignment: Easily assign roles and responsibilities to team members, facilitating efficient task distribution and accountability.
- Seamless Sharing: Effortlessly share SOPs by generating links directly from Xenia's dashboard, fostering collaboration and accessibility.
- PDF Export: Enhance offline access and sharing capabilities by exporting SOPs in PDF format directly from the platform.
- Training Aspect: Empower frontline managers to use the SOP creation module as a training tool, bridging the gap between SOP development and workforce education.
Pricing:
- Free Plan: Ideal for up to 5 users, featuring tasks & work orders, template builder, public template library, internal chats, parent assets, and locations.
- Starter Plan: Starting at $99/month for the first 15 users, includes a work calendar view, work reports, template reports, sub-assets, and sub-locations.
- Premium Plan: Starting at $199/month for the first 15 users, encompassing reporting dashboards, time and cost tracking, template branding, public form submissions, automated templates, and more.
- Custom Plan: Unlock unlimited users, a dedicated account manager, onboarding and implementation, along with integrations.
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. Trainual
Trainual serves as a collaborative platform for teams to collaboratively build policies, SOPs, training programs, and onboarding documents, utilizing its innovative, pre-designed templates.
Transforming SOPs into easily digestible playbooks, the tool facilitates a seamless onboarding experience for new hires.
Enhance engagement by incorporating PDFs, GIFs, and videos from various platforms into your documents. Furthermore, Trainual offers the option to conduct assessments, ensuring a comprehensive understanding of your documentation among team members.
Key Features:
- Effortlessly structure your SOPs with Collections for streamlined navigation
- Conduct assessments to ensure comprehension of SOPs
- Leverage pre-designed templates for quick SOP document creation
- Seamlessly integrate with HR, payroll, and various other applications
Pricing:
- Starts from $49/month for 5 users
3. Scribe
Scribe simplifies the SOP creation process, allowing you to generate documents without requiring a lot of effort on users' end.
You can also add the official Scribe Chrome extension to start creating your SOPs online within minutes.
The software automatically converts screenshots, captures keystrokes and clicks, and transforms them into a comprehensive written document with visuals.
Key Features:
- Generate interactive SOPs with automated inclusion of visuals and graphics.
- Facilitate streamlined workflow through shared access and ownership control.
- Encourage team collaboration with real-time document editing capabilities.
- Utilize actionable analytics for informed, data-driven decision-making.
Pricing:
- Starts from $29/month
4. ProcessKit
ProcessKit's SOP software seamlessly integrates your organization's operating procedures with projects, allowing your teams to automate and streamline recurring tasks, monitor progress, and scale operations.
With the capability to construct robust automation, and integrate with over 1,000 tools through Zapier, the software transforms your business into a more predictable, scalable, and efficient operation.
Key Features:
- Assign tasks to teams and monitor deadlines efficiently
- Establish a personal to-do list for enhanced work efficiency
- Generate documents using 100+ creative and customizable templates
- Implement workflows for reviewing SOPs before execution
Pricing:
- Starts from $49/month for 3 team members
5. Document360
Document360 is a cloud-based knowledge management platform designed to assist small, medium, and large enterprises in creating and managing knowledge bases.
Accessible by both employees and customers, the knowledge base can be maintained internally or published externally. With centralized configuration, it simplifies the documentation of protocols, SOPs, regulations, and processes. Document360 also offers integration with various platforms such as Microsoft Teams, Chrome, Zapier, and Slack.
Key Features:
- Delegate roles and responsibilities to team members and collaborate on shared content
- Facilitate comments and tagging for efficient team review
- Provide self-service support options
- Integrate seamlessly with any product through a Javascript snippet
Pricing:
- Free trial is available, paid tiers start from 124$ a month.
6. Coassemble
Coassemble is a platform crafted for developing online training programs tailored for employees. Instead of conventional SOP documentation, Coassemble focuses on creating "course" modules for training campaigns.
While valuable for onboarding, it may not be the optimal platform if your goal is to simply share and create a straightforward SOP document.
Originally conceived as a training platform, Coassemble extends its functionality to offer SOP software for small businesses.
Tailored for the needs of small enterprises, this standard operating procedures writing software handles fundamental documents such as team charters.
The tool's custom and templated modules empower team members to conveniently access vital procedural documents, straightforward checklists for collaborative work, and other essential materials.
Key Features:
- Ready-made Training Modules: Simplify onboarding as new members quickly understand standard operating procedures and team knowledge.
- Cohort-level Segmentation: Build checklists and modules tailored to align with user knowledge.
- Adaptable Permissions: Guarantee precise access to SOPs for the right individuals.
- Integration with Tech Stack: Effortlessly integrate with existing tools for efficient task assignment.
Pricing:
- Pro 10: $50/month
- Pro 20: $120/month
- Premium 20: $160/month
- Pro Unlimited: Custom quote required
7. Tallyfy
Tallyfy stands out as an effective solution suitable for businesses of all sizes, aiding in the management and enhancement of SOPs. Leveraging its robust features and tools, you can streamline client onboarding, monitor work processes, and establish a systematic workflow.
The platform facilitates tracking progress, making necessary edits, and brainstorming ideas, all within a unified environment. Additionally, task automation ensures goal achievement, allowing you to deliver optimal services to your clients.
Key Features:
- Establish efficient forms for swift client data collection
- Automate tasks to attain organizational objectives
- Transform business processes into actionable tasks
- Evaluate metrics to enhance your operational workflows
Pricing:
Starts from $15/user/month.
8. EtQ
EtQ's SOP software streamlines intricate workflows, guiding organizations in the creation, storage, approval, and distribution of controlled documents.
This solution enables businesses to monitor operations, ensuring the production of high-quality results.
Key Features:
- Establish unlimited workflows for routing documents through review and approval processes
- Facilitate employee training and foster efficient collaboration
- Create, import, distribute, and archive all controlled documents in a centralized, secure location
Pricing:
- Pricing is not available, you can contact us for a custom quote.
9. Dozuki
Dozuki serves as an SOP software providing companies with a standard for creating, enhancing, and managing workflows.
This Sops software promotes an overall collaborative effort among teams, and effortlessly generates online documentation enriched with visuals for easy comprehension.
Key Features:
- Access real-time information for prompt issue resolution and tracking efficiency gains.
- Effortlessly share approved processes across teams, shifts, and locations with just one click.
- Transform documented procedures into a comprehensive training program for standardized employee instruction across teams.
- Track the complete history of content edits, including both approved and denied changes.
Pricing:
- Starts from $199/month
10. Method Grid
The last one on our best software for writing procedures list is none other than Method Grid.
This program stands as an enterprise-level quality assurance platform that seamlessly integrates knowledge management, complex project assurance, and task management.
On top of that, it also boasts a user-friendly and highly customizable dashboard UI. Organizations leverage this software to ensure compliance, enhance operational efficiencies, and preserve knowledge across diverse teams and intricate projects.
Key Features:
- Unique integration of knowledge management, task management, and assurance-audit features
- Visually engaging with easy access to assurance references, guidance, tools, and templates
- Comprehensive management, tracking, and assurance of service delivery across diverse project portfolios
- Effective compliance activity tracking
- Collaboration with quality infrastructure partners for 100% availability, robust security, and reliable content backups
Pricing:
- Free basic plan
FAQS - Best Software For Writing Procedures
1. What is SOP software, and why is it essential for businesses?
SOP software, or Standard Operating Procedure software, is a digital tool designed to create, manage, and streamline standard procedures within an organization. It ensures consistency, compliance, and efficiency in day-to-day operations, promoting best practices and quality assurance.
2. How does SOP software contribute to process optimization?
SOP software optimizes processes by providing a centralized platform for creating, documenting, and sharing standardized procedures. It enhances collaboration, reduces errors, and ensures that teams follow predefined workflows, leading to increased operational efficiency and improved overall performance.
3. Can SOP software be used for employee training?
Yes, many SOP software solutions, including Xenia, offer features for training employees. They provide tools for creating training modules, assigning roles, and ensuring that team members understand and adhere to established SOPs. This dual functionality enhances workforce education and operational consistency.
4. What factors should be considered when choosing SOP software?
When selecting SOP software, factors such as ease of use, integration capabilities, core features, and value for money should be considered. Additionally, checking reviews on reputable platforms like Capterra and G2, and ensuring transparent pricing structures can aid in making an informed decision for the specific needs of your business.
5.What's the overall significance and importance of sop software for small businesses?
Just like a large scale MNC, small businesses also require SOPs to get things done, and for and for overall process excellence.
From that point of view, SOP applications play a pivotal role in enhancing organizational efficiency and process optimization. They help to streamline workflows, reduce errors, and ensure consistency in task execution.
One of the significant advantages of SOP applications is their ability to facilitate reliable documentation, especially crucial during inspections and audits.
These applications enable organizations to maintain a comprehensive record of processes, ensuring compliance with industry standards and regulatory requirements. Reliable documentation not only safeguards against potential issues but also demonstrates a commitment to quality and adherence to the best practices.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Streamline Your SOP Management With Xenia's Robust AI Solutions
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Our state of the art AI-powered SOP writing tool is here to revolutionize your sop processes, document management and more!
Operational Execution & Process Excellence Redefined!
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Build Inspections, SOPs and Logs Within Minutes!
Take the lead on your church facility management activities by creating detaild templates with unlimited steps and diverse reponse times.
📆 Plan Ahead With Scheduled & Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Dedicated Mobile App
Download and install Xenia's official iOS and Android app on your smartphone to centralized your on-site facility management activities.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders Management
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
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