When your business starts lagging around basic tasks, it’s time to set some solid SOPs in place. The root cause of disorganized processes can often be a lack of initiative on the employees' part or due to the organization's lack of ability to thoroughly brief new employees post-onboarding. So, what can you do to improve your growing business?
Carefully constructed SOPs can help enhance efficiency, safety, and quality control. That’s because big organizations have more workers, and thus, having to complete tasks simultaneously becomes more and more challenging every day.
SOPs have been the driving force behind the successful business processes of most organizations for years and help bring some much-needed organization to your company.
Today, the best SOP writing software have simplified SOP creation and implementation to a great extent. You’ll learn what they are, how they benefit your business, and how you can start writing some SOPs of your own.
5 Best Free SOP Writing Software In 2024
Here's a detailed run down of the best sop writing tools that you can ptentially use toscale your business activities.
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1. Xenia - Overall No. 1 Free Online Standard Operating Procedures Software For Businesses
Topping our list, Xenia stands out as the best SOP writing software for frontline workers and managers to enhance their productivity by streamlining their processes.
This free tool is a total game-changer when it comes to SOP management. This one-of-a-kind SOP documentation software comes with a cutting-edge SOP AI writer, corrective action technology, and a task management engine equipped with real-time collaboration features to boost adherence to brand standards.
Moreover, Xenia’s advanced features, such as customizable templates, intuitive forms, and SOPs, are used to manage daily operations, inspections and audits, safety and quality assurance processes, facility maintenance procedures, recruit training, and business knowledge bases.
Key Features
- AI-Powered SOPs: Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
- Operations Templates: With cutting-edge AI capabilities, Xenia can help you develop SOPs in seconds with pre-built templates from Xenia's public template archive.
- Tasks & Work Orders: Plan and access extra categorization features ahead of time to keep track of your SOPs. With customizable views, you get to track task status and get alerts for late SOP assignments.
- Chats: Directly communicate with team members and address significant issues related to an assigned SOP. Respond to employee requests promptly to guarantee transparency and accountability.
- Corrective Actions: Create resolution processes based on SOPs using conditional logic and track completion.
Pricing
- Free Forever: Start now at $0 for up to 5 users, and access to all the basic features.
- 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, includes reporting dashboards, time and cost tracking, template branding, public form submissions, automated templates, and more.
- Custom Plan: You get unlimited users, a dedicated account manager, onboarding and implementation, and integrations.
Feel free to Book a Demo
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. Document360
Are you on the hunt for the best software for writing procedures for your business? Document360 is a worthy contender on our list of the top 10 best standard operating procedure software.
This intuitive platform instantly creates an online database for SOPs for your users or internal teams. With an increased emphasis on usability and convenience, Document360 allows you complete autonomy for seamless operations, which means you don’t need a dedicated IT team for documentation.
This database or knowledge base portal is where you go to draft a document with Document360. It includes both a standard WYSIWYG editor that feels familiar to anyone who’s used Microsoft Word and a more complex Markdown editor that works well for code-heavy support pages.
Key Features
- Technical AI Documentation
- Extensive User Manuals
- AI-powered Suggestions with ChatGPT & OpenAI
- Rich Analytics and Reporting
- Detailed Workflows
Pricing
- Free Plan: Lifetime access with limited features for two users
- Standard Plan: Starting at $124/per project/month / billed annually for three users
- Professional Plan: Starting at $248/per project/month/billed annually for five users
- Business Plan: Starting at $331/per project/month/billed annually for five users
- Enterprise Plan: Starting at $497/per project/month/billed annually for ten users
3. SweetProcess
Stop doing it all yourself, and use SweetProcess instead of documenting all those repetitive tasks yourself. Well, SweetProcess can help you save up your precious time so you can grow your team and grow your business.
SweetProcess is a user-friendly SOP documentation software that helps to establish daily processes for workers efficiently.
This system is designed to interactively assist any new employee at the time of training a new employee for a procedure.
With SweetProcess, you have the autonomy and systemization to scale and grow your business. No more guesswork about the standards of operations; localize all your documentation in one place and reap the benefits long-term.
Key Features
- Document Procedures with AI
- Extensive Knowledge Base
- Embed Files and Videos
- Collaborate in Real-time
- Detailed Workflows
Pricing
- Monthly: $99/Month for a team with up to 20 active members + $5/Month for each additional active member (billed yearly)
- Yearly: $82.50/Month for a team with up to 20 active members (billed yearly)+ $4.17/Month for each additional active member (billed yearly)
4. Trainual
Trainual is famous for a lot of things, but one thing that makes it truly amazing is its raining and standard operating procedure (SOP) documentation software.
It’s simple, quick, and easy to use; all you have to do is direct your new hires to this SOP software and guide them to read through it to get onboard.
It has an exceptionally intuitive dashboard to document, sort, and centralize your organizational SOPs and best practices. It has more than a dozen tools to translate whatever documents you currently use to train new employees.
Key Features
- SOPs and Process Documentation
- Onboarding & Orientation
- Employee Policies & Handbooks
- Org Chart & Company Directory
- Roles & Responsibilities
Pricing
- Small Business: $250/month for 1-50 employees
- Growth Business: $417/month for 51-100 employees
- Unlimited: All features, unlimited users. Talk with sales to learn more
5. ProcedureFlow
ProcedureFlow is a robust knowledge management software designed for business growth.
It helps keep order with familiar standard processes running in all areas of their enterprise. This software is designed in order to cut down on training and mentoring time by half, thanks to the user-friendly nature of the software.
ProcedureFlow provides you with an explicit map of all the process procedures within your firm that all your co-teams will understand. Providing equal and immediate access to data will enable an efficient assignment of tasks for the different members in order to improve your services.
Key Features
- Visualize Processes
- Foster Collaboration
- Drive Adoption
- Visual Flows
- Intuitive Reports
Pricing
- Teams: USD 25 /per month/user billed annually
- Standard: USD 27.50 per month/user billed annually
- Enterprise: USD 32.50 per month/user billed annually
Types of Businesses Using SOP Documentation Software
Manufacturing
In the manufacturing industry, SOPs serve as a guiding light for manufacturers to comply with local, state, and federal regulations. Operational managers depend on organized processes to meet rigorous quality control, production, and safety standards.
As a part of their work, operational managers rely on well-organized processes, stringent standards, quality control, and the best SOP writing software team members to perform tasks in a prescribed manner and reduce the chances of error.
Warehousing
Warehouse managers are required to maintain swift and accurate lines of shipment for efficient inventory control and supply chain management.
When strict SOPs are set in place, followed by every team member with due diligence, managers can ensure reliable outcomes in warehousing.
Consistently following SOPs leads to team members staying on track and following protocol, which leads to speedy delivery times, customer satisfaction, and solid brand reputations.
Restaurants
SOPs are a key factor in the restaurant business, whether it is front or back-of-house. SOPs apply to safety, hygiene, food, and more. Have you ever witnessed someone prepare your salad or sandwich?
If yes, then you’ve likely seen a food safety SOP in action. That is because front- and back-of-house employees are required to maintain proper safety precautions when handling food items to prevent foodborne illnesses.
Furthermore, ongoing restaurant operations often cover menu development, food preparation flow, worker communication, and equipment sanitization.
Hotels
In order to ensure a pleasant stay that is reliable and comfortable and offers high-quality overnight accommodations, hotels set written procedures in place to provide guests with the best possible experience.
The SOPs for hotel management staff and technicians include routine procedures, such as exercising preventive maintenance (PM) on HVAC systems, lighting systems, plumbing systems, landscaping and lawns, and shared facilities.
Front desk employees follow SOPs for booking, check-in, and check-out.
Educational Institutions
When it comes to the educational sector, the processes involve alot of moving pieces across several different departments.
Therefore, management has to rely on SOPs in order to ensure that buildings and student accommodations are in working order.
These include but are not limited to the gym and other sports facilities, parking spaces, and numerous other buildings, which all require significant upkeep.
Fleet management, sanitation, fire safety, and water systems are all common topics covered by school-based SOPs.
Some other industries that use SOPs include real estate, utility companies, property management, fuel, healthcare, municipalities, and fleet management. Normally, OSHA’s General Duty Clause enforces SOPs for worker safety, which is followed by the majority of industries as a rule of thumb.
Even though the content and rules might differ across various industries and organizations, the development process is similar. Today’s tech-savvy organizations are increasingly moving toward digital standard operating procedures software with platforms like Xenia.
To Sum Up
Standard operating procedures need to be carefully finalized into detailed documentation. Using the right software is paramount for any business to stay on top of industry standards and guidelines while making it easy to train and share knowledge across teams and with clients.
When choosing the best standard operating procedure software for your team, the most important element to consider is how easy it is to incorporate into their present processes and environment.
We hope this detailed guide on the five best SOP writing software has made your decision easier! If you're looking for the best SOP Saas interactive app, try Xenia today!
You can create a free account with Xenia here, or get in touch with our team to schedule a demo.
Frequently Asked Questions
- What is Standard Operating Procedure Software?
It is a type of software specifically designed to create SOPs for an organization. It makes accessing and storing internal documents, such as your SOPs, easy and convenient.
Its ease of use allows for seamless accessing and storing of internal SOP documents for swift access and maximum convenience. You can also create, manage, and share the relevant SOPs of your business on any platform.
The best SOP writing software can help organizations create consistent quality documents and repeatable processes while producing goods and services. This allows businesses to set standards and minimize errors during employee onboarding and offboarding.
- What is the Process of writing SOPs?
A standard operating procedure (SOP) is an extensive document drafted by organizations to present thorough and detailed instructions about the expectations of the organizations regarding the performance of a specific task or process consistently and efficiently.
SOPs can serve the organization in a number of ways, including aiding in achieving uniformity in the execution of tasks, reducing errors and communication gaps, and adhering to regulatory standards.
The process of writing the SOP involves creating a draft and choosing a medium or platform for writing the SOPs. Reviewing the drafted document consisting of the SOPs, making any amendments to the document or updating it as per new policies where appropriate.
Approvals, where the SOP is approved before it is released for use.
- What is a SOP Program and Its Types?
An SOP program document or template signifies the format an organization uses to document standard operating procedures. To ensure your SOP is up to the standard, give your team a template (or many SOP examples) to follow.
An SOP document is of two types, i.e., Technical and Management. Standard operating procedures are used for the purpose of communicating operational procedures across all levels and team members of an organization. They involve both business owners and employees. Department, manager, function, and asset can organize SOPs.
- Who makes SOPs in a SOP Saas Interactive App?
Regardless of the purpose of SOPs, the person who creates or performs the task of compiling SOPs is either from HR, a member of the internal team or someone from upper management.
So basically, anyone with an in-depth understanding of the organization, its practices, and values, who knows how to convey them in a proper written document.
Professionals who write your statement of purpose have vast experience working as consultants in several study-abroad companies. They have numerous degrees and are experienced writers who know how to utilize the correct words in the right locations to express thoughts effectively.
SOPs, department supervisors, and the director should all be reviewed at least once a year, and comments from staff should always be accepted for process adjustments. The implications of not keeping SOPs up to date are significantly more severe than the hassle of keeping them up to date.
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
Our state of the art AI-powered SOP writing tool is here to revolutionize your sop processes, document management and more!
✔️ Checklists & AI-Powered 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
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