Providing specific standard operating procedures (SOPs) to your staff is one way to ensure safety, compliance, and high performance.
However, after you've produced the SOPs, it may be difficult to figure out how and where to record and distribute them with your team in order to keep everyone on the same page.
Fortunately, with the right and ideally a free SOP creator app, streamlining different types of operations is easy. However, getting the best SOP creator app requires a lot of research and due diligence on business owners' part.
Seeing to that, this post highlights not only different aspects of standard operating checklist software, but also drills down on some of the core issues associated with the term, in general.
Let's get started.
When an employee decides to jump ship, 42% of role knowledge is lost, which means that recruits must relearn everything from the beginning.
An SOP creator app will make it simple to get that information out of your workers' minds and into your system before they go.
SOP creator app allows you to write and keep your policies and procedures in one location, making them easily accessible to your personnel.
Unfortunately, disseminating too much knowledge might exhaust your team. A standard operating procedure software may assist in centralizing data on a single platform, making procedures easy to build, update, understand, and discover and keeping your team on track.
8 Best & Free Writing AI Software in 2024
Here's a detailed drill down on the best and free SOP writing software that you can potentially use for your business. Read on...
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1. Xenia - Overall No. 1 Best AI SOP Writing Software For Procedures
Xenia is the best SOP creator app and training tool out there.
Our AI-powered SOP writing tool has completely revolutionized how businesses manage, document, and share your company's standard operating procedures.
What does that mean for frontline team leads?
The answer is simple: Xenia's AI powered sop creation is a one-of-a-kind feature that enables anyone to create SOPs instantly. The system works by having users input an SOP requirement around a given use case, and then all you need to do is create the SOP. The best part is the overall sense of customization that can be done to have those SOPs come off as a tailor made solution to any range of industries out there.
Furthermore, as one of the best AI SOp creator App, Xenia offers shareability of SOPs and files through a simple share button to keep external stakeholders informed.
The process makes streamlining information a breeze without having to sift through piles of documentation and paperwork by utilizing AI, checklists, and templates to make SOP and documentation easy and automated.
With Xenia, you can build your SOP playbook more efficiently, cut training time in half, and constantly scale up your operations.
Key Features
- 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.
- Ready-made Templates: Design SOPs and checklists from a broad range of configurable templates tailored to each department and procedure for every industry.
- 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. SafetyCulture
With SafetyCulture, you can create thorough SOPs that your team members can access while on the go.
SafetyCulture's standard operating procedures cover all areas by asking users questions at every stage of the journey while providing a thorough workflow.
SafetyCulture also provides integrated, highly configurable, scalable, and simple-to-use in-app solutions that improve productivity. This guarantees that the whole organization is always totally compliant.
Adding comments, annotating photographs, and exporting reports to third-party applications are just some of the other valuable SafetyCulture features. Aside from making it easier to standardize safety culture operations, this app removes the paper safety work culture by keeping all critical documents in the cloud.
Key Features
- Template Builder: Browse a free collection of best practices and inspection templates for a wide range of locations, procedures, and industries.
- Training and Upskilling: Deliver training in bite-sized chunks that fit into the flow of your team's work, regardless of the device or location.
- Analytics: You can create bespoke dashboards to help you make sense of your data and spot improvement opportunities and trends.
Pricing
- Free Plan: For up to 10 users, you get the following features: unlimited digital inspections, assigning and executing tasks, delivering workplace training, capturing and reporting issues, and managing workplace communications and assets.
- Premium Plan: Starting at $24/user/month when billed annually, you get unlimited team members, including lite seats, insight with analytics, seamless integrations, secure access with SSO, customized reports, advanced access rules, and free guest access for external users.
- Enterprise Plan: Visit their pricing page for a quote.
3. Coassemble
Coassemble is mainly a teaching platform, although it can compete very well in the SOP creator app space.
This tool is specifically built for small organizations and works especially well for basic documents such as a team charter.
Your team members may view key procedure papers, easy checklists for working together, and other documents by using custom and templated modules.
Key Features
- Training: Pre-built training modules teach new employees about your standard operating procedures and other established team knowledge that will help their job.
- Accessibility: Flexible permissions structures guarantee that the appropriate persons have access to the appropriate SOPs.
- Visual Charts: Its visual focus implements standard operating procedures more appealing for users.
Pricing
- Pro 20: $120/month
- Premium 20: $160/month
- Pro Unlimited: Custom quote required
4. Trainual
Trainual is a standard operating procedure (SOP) tool that enables users to create standard operating procedures and convert them into staff training manuals, which can then be changed, shared, and monitored over time.
Managers can create manuals, playbooks, and other papers to communicate with their staff, and appropriate information can be immediately sent to onboarding personnel.
Trainual is more costly than some other alternatives. Furthermore, since its primary emphasis is on training, it may not provide all of the capabilities that a business wants.
Key Features
- AI document production and screen recording skills
- Create "collections" of material based on team, department, or other category
- Time tracking and process time estimation
- Quizzes and training materials
Pricing
- Starts at $99/month
- Trial: Yes
- Free Plan: No
5. Process Street
Process Street uses artificial intelligence (AI) to help users streamline process management by creating SOPs and automating tasks.
Why I chose Process Street: Users can use the document editor to create and edit SOPs and then use AI to create workflows for their teams. Leaders can use forms and surveys to gather SOP information or integrate them into workflows to request feedback from employees.
Key Features
- Document editor with drag-and-drop functionality
- Analytics and reporting capabilities
- Any device may access a centralized repository.
- Connects to other applications
Pricing
- Starts at $30/user/month
- Trial: Yes
- Free Plan: Yes
6. Tallyfy
Tallyfy is a SOP software that helps you document and automate any processes inside the company.
It has earned its spot as one of the best SOP software alternatives available, handling everything from forms to approvals, onboarding, and even client-facing duties.
The software's concept is simple. Capture your most critical and effective SOPs in a single system and generate blueprints so that everyone understands what to do. Then, develop self-automating procedures to ensure that your task is done correctly every time.
Key Features
- Tallyfy's approach to SOP improves collaborative work.
- Its greater transparency enables everyone in the company to see not just your SOPs but also how the platform implements them on a regular basis.
- Its quick and efficient customer service assists you in customizing your own SOP software platform utilizing the Tallyfy platform.
- Task automation based on your SOPs converts theoretical best practices into real-world productivity gains.
Pricing
- Tallyfy Docs: $5/month per user
- Tallyfy Pro: $30/month per user
7. JobRouter
The value proposition of JobRouter is built on three pillars: process automation, document management, and data management.
This platform seems to be the ideal instrument for serving as standard operating procedure software.
Key Features
- Its simple and straightforward implementation enables you to begin using the software within days.
- It provides excellent customer service to both new and returning customers.
- Building forms and procedures is adaptable, particularly when moving outside the GUI to update underlying templates.
Pricing
Contact for pricing
8. MaintainX
Lastly, on our free Sop creator app recommendations list, we've got MaintainX.
As one of the leading and industry's heavyweight platform, it enables organizations focusing on maintenance and operations to convert pen-and-paper procedures into digital workflows, alongside with the addition of SOPs etc.
Businesses can keep their rules and procedures in a single location, and cloud storage allows for access and changes from anywhere.
MaintainX could assist executives in maintaining track of previous audits, as well as escalations or failures to follow protocols. Furthermore, the direct messaging tool allows managers to discuss team updates or adjustments.
Key Features
- SOPs and policies are centralized
- Maintains a record of previous audits, escalations, and failures
- Make and access checklists using the cloud
- There are free templates available
Pricing
- Starts at $8.33/user/month
- Trial: Yes
- Free Plan: Yes
What is a Standard Operating Procedure (SOP)?
A standard operating procedure (SOP) is a step-by-step approach that lays out the requirements for doing any regular job successfully. It is a kind of documentation that helps to avoid stress, errors, and misinterpretation.
SOPs guarantee that normal work operations are reliable, efficient, and meet standards of quality on a constant basis.
SOPs can be referred to as a playbook, operations manual, or organizational handbook. Having clear, updated SOPs for each process could help a company's worth since organizations with excellent playbooks can be seen as profitable assets by future stakeholders.
The 3 Types of SOP Format
- Simple SOP Format
Best for simple and uncomplicated standard operating procedures. A straightforward SOP format highlights important procedures in an easy-to-digest summary. With a basic SOP structure, restrict the document length to three to five parts and include:
- A statement of purpose
- A summary of what needs to be done, alongside roles and assignees details
- Step-by-step instructions
- The assigned person for each step is held accountable for completing his/her task, work order or process
- Hierarchical SOP Format
Best for extensive, sophisticated, or technical SOPs. This is a more formal structure that contains a table of contents and headers to assist in organizing the material into bite-sized chunks. It is also known as a complicated SOP format. When utilizing a hierarchical structure, add a table of contents and divide the method into parts that comprise:
- A mission statement
- A summary or overview of step-by-step instructions with information on how each work should be accomplished and links to any standards, checklists, or action plan(s)
- Each step's responsible teams or stakeholders communicate through a top down approach to get things done
- Flowchart SOP Format
It is ideal for standard operating procedures with a broad reach. Using a flowchart The SOP format may be used to explain both basic and complicated operations. The length of SOPs with flowcharts might vary. They need a few fundamental components, which include:
- A statement of goal or introduction
- An easy-to-follow flowchart or graphic explaining
- What occurs in different circumstances
- The persons accountable for each stage
What Should Be Included in a Standard Operating Procedure?
Most SOPs should comprise a few elements:
- Select a Clear, Specific Title
First and foremost, the title of the SOP needs to allow users to determine instantly what information it includes. Vague identities such as "Invoicing Issue 1" or "Opening Procedure A" can make it difficult for employees to locate the document they want. Instead, make your titles more precise.
We noticed that rapidly determining which process to read, "Opening Procedure — Weekend" and "Opening Procedure — Weekday" would be more useful.
- Include Specifics like Dates and SOP Owner
The way we work evolves. Including a date and modification dates allows you to re-evaluate SOPs and guarantee that staff always receive the most up-to-date version.
Including the names of those who wrote, maintained, or authorized the SOP may also be beneficial so that workers know where to provide comments or ask questions if they are having difficulty using the document.
- Identify the Scope of a Procedure
By quickly stating who is equipped or prepared to carry out the operation, when it should be used, what particular needs or inputs are required to finish the method, and so on.
In essence, this explanation should guarantee that no one attempts to begin the method without having everything they need to finish it properly.
- Enlist the Procedure with Detailed Steps
Consider your audience carefully when you describe the technique. Define any words they may not be familiar with, avoid jargon, and pretend they are completely new to the task.
Being detailed oriented - and that too with thorough due diligence on the SOP creator's part, the team can be easily set up for success.
- Add Visual Aids
While the major purpose of designing an SOP is to outline the process in detail, integrating images may assist the SOP user in comprehending their job more quickly.
Simple flowcharts, floor layouts that illustrate where particular jobs are accomplished in your facility or how a room is organized, or even diagrams that explain which buttons are on a piece of equipment might all be useful graphics.
Benefits of a Free SOP Creator App
- Cost: Before committing to paid plans, use best free online SOP creator features to evaluate features. Xenia's free pricing model enables you to explore SOP documentation with a free trial that requires no credit card.
- Helpful tutorials: Simple project and process documentation helps for more efficient corporate operations.
- Collaboration: Cloud-based knowledge sharing makes your knowledge base and a summary of your work procedures accessible to all of your workers.
- Ready-to-use templates: A collection of pre-existing SOP creator app templates for quick implementation.
- Integration: Direct access to your task management software, allowing for integrations such as automatic task reminders based on your SOPs.
- Easy SOP maintenance: The ability to quickly develop operational procedures for personnel onboarding and knowledge management.
In a Nutshell: Try One, Or Try Them All!
Developing and documenting standard operating procedures is an excellent approach to keeping track of individual and team operations. SOPs can be simply stored in one single consolidated location using Xenia, keeping everyone in the loop.
SOP creator apps also enable instant access to critical information and instructions, making it simple for team members to remain on track with their work.
Frequently Asked Questions
What are the benefits of the SOP creator app?
SOP creator app improves operations by standardizing processes, increasing consistency, decreasing mistakes, assuring regulatory compliance, and boosting staff training. It improves productivity, quality, and safety while also making audits easier and adaptation to changing company demands possible.
Why is SOP used?
They are critical for maintaining consistency, quality, and compliance with industry rules. SOPs enable organizations to digitize and centralize their standard operating procedures, making them more accessible, up-to-date, efficient, and simple to follow. They are especially useful in businesses with stringent regulatory standards, where compliance assures quality and safety.
What is the difference between SOP and work instruction software?
SOP software focuses on recording and monitoring standardized procedures for wide processes, guaranteeing uniformity and compliance throughout an organization. Work instruction software, on the other hand, is task-specific, providing thorough instructions for particular job activities, typically with visual aids, and is often used in manufacturing and maintenance for exact task execution.
What is an SOP checklist?
An SOP (Standard Operating Procedure) checklist is a tool used to guarantee that all essential stages and criteria mentioned in a SOP are followed appropriately. It acts as a fast reference tool to maintain compliance and uniformity while carrying out duties or activities.
The checklist usually comprises a list of objects or activities that must be done, checked, or recorded throughout the execution of the SOP. It assists in maintaining quality control, improving efficiency, and reducing mistakes by offering a systematic and standardized method to follow SOPs.
What is the difference between an SOP and work instruction?
SOPs (Standard Operating Procedures) give broad recommendations for complicated processes, while work instructions provide particular, comprehensive instructions for individual jobs inside those procedures. SOPs are higher-level and more flexible, while work instructions are more detailed and rigorous.
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!
Operational Execution & Process Excellence Redefined!
✔️ 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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