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This SOP is a work in progress. If you notice anything that is out of date, could be more clear or could be more efficient, please update the SOP or add a comment to start a conversation.

Purpose

We write SOPs so that we can have a clearly documented process for any tasks that we regularly repeat. This will ensure that we are all on the same page and provide a consistent product. It will also allow us to complete these processes quickly and efficiently and put more of our focus on high-impact tasks.

Procedure

Inputs:

  • The need for a new SOP is identified.

  • SOP title is added as a new row in the SEO SOP Index.

  • Your name is added to the “Assignee(s)” column of the SEO SOP Index.

 Step 1: Make a copy of the "SEO SOP Template".

  • Find the page “SEO SOP Template“ in the left-hand Confluence sidebar.

  • Click the 3 dot button.

  • Click “Copy”.

Helpful hint: An alternative way to find the template is to:

  • Search for “SEO SOP Template“ in the search box at the top of confluence.

  • Click the “SEO SOP Template“ page result.

  • When the page loads, click the 3 dot menu.

  • Click “Copy”.

  • After you click “Copy“ you will see a popup.

  • Under the section “Select space“ make sure that “DigMS - Digital Marketing Services“ is selected.

  • Under “Parent page“, select the page that corresponds to the sections in the SEO SOP Index where this SOP is listed.

To find the correct “Parent page”:

  1. How to write an SOP is listed in the SEO SOP Index under the section 2. SOP & Process Creation. Then find the matching folder 3. SOP & Process Creation in the left sidebar. This is the correct “Parent page“.

  • Click “Copy“.

 Step 2: Update the title of the "SEO SOP Template".

  • Retitle the “Copy of SEO SOP Template“ to the same text that is listed in the SOP column that you were assigned to write on the SEO SOP Index page.

 Step 3: Link to your SOP.

Now we want to link up your fresh new SOP in the SEO SOP Index table.

  • Click “Publish” in the upper right of the page.

  • Copy the URL from the address bar of your published page.

  • Go to SEO SOP Index.

  • Click the pencil at the top of the page to edit SEO SOP Index.

  • Look for the row for the SOP that you are writing in the “SOP” column.

  • Highlight the text for the title of your SOP.

  • Click the link icon 🔗 in the menu bar.

  • Paste the link.

  • Type “ctrl + enter”.

  • Click “Publish“ in the upper right of the page to save the “SEO SOP Index“ page.

  • Now click through to your SOP.

  • Click the edit pencil ✏ at the top of the screen to keep editing your SOP.

 Step 4: Write the Purpose.

  • Next, write out the purpose of this process. Why are we doing these tasks and how does it play into the bigger picture business goals or customer product experience.

 Step 5: Write the Inputs.

  • Bullet list the thing(s) that trigger this process to kick-off, see an example.

Example:

For monthly keyword list maintenance:

Inputs:

  • New month

  • Starting client work for this customer

  • Time of day, month, year

  • Package tier

  • Time on SEO services

 Step 6: Write steps heading.

Now, we will write the heading for our first step in the SOP.

  • In the header row of the step replace the “#” symbol with the number “1“.

  • Then, after the colon “:“ Write a short heading for this step.

    • The heading should clearly describe the action taken in this step.

Helpful hint: Make step titles as concise as possible, preferably less than 10 words.

 Step 7: Write step introductory paragraph (optional).

  • Write a short introductory description of this task just like the paragraph. This is not always needed but is useful to summarize a step when it consists of several bullets.

    • If this isn’t needed you can skip it.

Good example:

If we were to add an introductory description to this step, something like this would be great: “Next, we will write out a short introductory paragraph for this step.”

 Step 8: Write step bullets.

  • Bullet list out the full process for this individual step.

    • You can also use sub-bullets to break down a process further as needed.

  • Add as many steps as needed to document the complete process.

    • With as many bullets as needed to document each step fully.

Helpful hint: Please use one bullet per action that the user will take.

 Step 9: Adding brand specific content.

  • Add a brand section to a step to describe brand-specific actions for that step.

Helpful hint: Each brand section should have a horizontal line before the brands, between them, and after.

(blue star) ARI

  • Details on how to accomplish all or a portion of this step specific to this brand.

(blue star) Dealer Spike

  • Details on how to accomplish all or a portion of this step specific to this brand.

  • After you have added brand-specific sections, you can add additional details to the step that pertain to any brand.

 Step 10: Adding images and videos.

  • Add images or videos to bullets if needed to provide additional clarity. In general, we want to have our documentation be text-based and only use images to supplement written content. This ensures that documentation is easy and fast to update as needed.

 Step 11: Adding links.

  • Add links to your texts any time that you reference another webpage. Add links even if they feel redundant. This will ensure that anyone using the document will have the link handy right when they need it as they are reading your instructions.

 Step 12: Adding Info Panels.

  • Add an Info Panel whenever you need one to grab attention and provide additional clarification.

Helpful hint:

Good example:

Bad example:

Warning:

Note:

 Step 13: Bold important text.

  • Bold any text that you think will be important to stand out.

Good example: If you are referring to a column in a spreadsheet, you might want to bold the name of the column you are referring to like this:

Look on the SEO SOP Index page in the Reviewer(s) column to see who will review your finished SOP.

 Step 14: Write additional steps by repeating steps 6 - 13.

  • Create a new expandable section for each step of the process.

    • Type “/expand” to add a new expandable section.

    • Repeat steps 6-13 as needed for each new step that you add.

Helpful hint: Write your steps so that someone who has never done this task before can do so without aid.

 Step 15: Write the Outputs.

  • Bullet list the thing(s) that are the results of this process being completed, such as:

Good example:

If you were writing an SOP for submitting a content request:

Outputs:

  • A completed content request Trello card in the Column title: ####.

 Step 16: Write the FAQs.

The FAQ is where we can put any additional information that might be relevant to this process.

  • Add as many or as few FAQs as needed to support the document.

  • Duplicate and add as many additional expand sections as needed by typing “/expand“ to add new sections.

Good example:

For FAQ examples, scroll down and look at the FAQs for this page.

 Step 17: Doublecheck your work.

Now that you’ve written up a complete SOP, give it a double-check.

  • Check to ensure that the document aligns with directions in this SOP, How to Write an SOP.

  • Check for spelling mistakes.

  • Check for grammatical mistakes.

  • Make sure that each step is titled properly.

    • Each step should start with “Step #: “ with a space after the colon.

    • Steps should be numbered from “1” to as high as needed to complete the process.

 Step 18: Send your SOP for review.

Once you’re happy with your SOP, mark it for review.

  • While in editing mode, click the three-dot menu in the upper right of the page.

  • Click “Add labels”.

  • Type in the text box “review-FIRST*NAME*OF*REVIEWER“

    • This is not your name

    • This is the name of the person in the column “Reviewer(s)” on the SEO SOP Index page.

  • If the label already exists, select it from the suggestions that automatically populate.

  • If the label does not already exist, click “Create review-FIRST*NAME*OF*REVIEWER“ instead.

  • Click “Close“.

 Step 19: Publish the SOP.

Now it’s time to publish your finished SOP.

  • Click “Publish” in the upper right of the page.

  • Scan over your finished SOP one last time to look for obvious mistakes or formatting issues.

    • Make any additional edits if needed.

  • Close the browser tab.

  • Celebrate! 🎉

Outputs:

  • A complete SOP.

FAQs

 What is an SOP?

A standard operating procedure is a set of written instructions that describes the step-by-step process that must be taken to properly perform a routine activity. SOPs should be followed the exact same way every time to guarantee that the organization remains consistent and in line with business standards.

Additionally, see the video: What is an SOP?

 Who can edit an SOP?

Anyone on the team can edit an SOP! If you can make the SOP better, please do. If you think a screenshot of a process will really help clarify things, add it. If you think you could reword something to be more clear, go ahead! If you think the process itself should be changed, propose a process change!

 SOP examples.

QA Corrections

 What are some SOP resources I can check out?

YouTube Videos:

What is an SOP?

3 Parts of a Good SOP

5 habits to keep SOPs Updated