Checklists, Step-by-Step, or Video? How to Choose the Right SOP Format for Each Process

One of the most common reasons SOPs don't get used is that they're in the wrong format for the job.

A long written procedure for a task that's easier to show. A video walkthrough for something that only needs a quick checklist. A policy written like a legal document when a simple bullet list would do. When the format doesn't match the process, people either misread it, skip it, or stop trusting it.

The good news is that choosing the right format isn't complicated — once you understand what each one is actually good for.

This guide walks through the main SOP formats, what each one does best, and how to decide which one fits each process in your business.

Why Format Matters More Than You Think

Most businesses default to one format for everything — usually step-by-step written instructions — and apply it across the board regardless of the process. The result is a manual that works well for some things and poorly for others.

The right format makes a process easier to follow and harder to get wrong. The wrong format adds friction, creates confusion, and gradually erodes trust in your documentation — until your team stops opening it altogether.

Before choosing a format, ask yourself two questions: How complex is this process? and How does my team prefer to consume information? The answers will point you in the right direction almost every time.

For a broader look at how SOPs fit into your overall Operations Manual structure, see The Complete Guide to SOPs: How to Systemize Your Small Business the Easy Way.

The Main SOP Formats — and When to Use Each One

1. The Step-by-Step SOP

What it is: A numbered list of actions in sequential order, written clearly enough that someone who has never done the task before can follow it without asking questions.

Best for: Processes that have a defined start and end, follow a consistent sequence, and need to be completed the same way every time. Think: insurance claims management, client onboarding workflows, invoicing procedures, or any process where the order of steps matters and skipping one has consequences.

What makes it work: Short sentences. Active language. One action per step. A clear purpose statement at the top so the person doing it understands why they're doing it, not just what to do.

What to avoid: Writing steps that are too vague ("review the file") or too long (a paragraph of explanation crammed into one step). If a step needs more than two sentences, it should either be broken into sub-steps or supported by a linked resource.

2. The Checklist

What it is: A list of tasks or items to complete, with checkboxes, organized so nothing gets missed.

Best for: Processes where the sequence is less important than completion — where the goal is making sure every item gets done, not necessarily in a strict order. New hire onboarding, pre-opening routines, project handoffs, recurring audits, and quality control checks all work well as checklists.

Checklists are also ideal for processes that involve multiple people or roles — each person can check off their section without needing to read through the whole document.

What makes it work: Group related tasks under clear sub-headings. Keep each item short and action-oriented. Avoid long explanations inside the checklist itself — if a task needs more context, link to a separate SOP page.

What to avoid: Using a checklist for a process that actually requires sequential steps. If the order matters and skipping a step creates a problem downstream, a step-by-step SOP is the better fit.

3. Guidelines and Policies

What it is: A document that sets standards, expectations, or rules — not a how-to, but a what-to-follow.

Best for: Anything that sets the baseline for how your team should behave, communicate, or present themselves. Dress codes, communication guidelines, client interaction standards, confidentiality policies, and workplace expectations all belong in this format. These are the SOPs that answer "what are the rules?" rather than "how do I do this?"

What makes it work: Clear, direct language. Short bullet points. Organized by topic with headers so people can find what they need quickly. No unnecessary corporate phrasing — write it the way you'd say it out loud to a new hire.

What to avoid: Writing guidelines so rigidly that they feel punitive rather than helpful. The best guidelines feel like the standards a great team member would naturally follow anyway — you're just putting them in writing.

4. Templates

What it is: A pre-written, ready-to-use document your team customizes and sends — email templates, proposal templates, feedback forms, survey templates.

Best for: Any recurring communication or document that should look and sound consistent every time it goes out. Client welcome emails, follow-up messages, feedback requests, meeting agendas, and onboarding forms are all strong candidates for templates.

Templates are technically a type of SOP — they standardize output rather than process. But they work best when embedded directly inside the relevant SOP page in your Operations Manual. If your onboarding SOP says "send the welcome email," the welcome email template should be linked right there in the step.

What makes it work: Clear placeholders for anything that needs to be personalized ([Client Name], [Project Type]). A brief note at the top explaining when to use it and any important context. Stored where it will actually get found — not buried in a separate folder.

5. Video SOPs

What it is: A screen recording or walkthrough video embedded directly into your Operations Manual page, showing exactly how a task is done.

Best for: Software-based processes that are easier to show than describe in writing. Tool walkthroughs, system demonstrations, complex digital processes, and any task where seeing the steps is significantly clearer than reading them. Particularly effective for field team training, where showing a physical task on camera removes ambiguity that written instructions can't fully resolve.

Video SOPs work best when paired with a written summary or checklist on the same page — so team members can reference the key steps without rewatching the whole video every time.

What makes it work: Keep recordings focused and short. Use Loom for easy recording and embedding directly into Notion. Add a written summary of the key steps below the video. Title the video clearly so people know exactly what it covers before they click.

What to avoid: Using video as the only format for a process your team needs to reference frequently mid-task. Watching a 10-minute video to answer one question is frustrating. The video should live alongside a written version, not replace it.

6. Flowcharts (When You Need Them)

What it is: A visual diagram that maps a process with decision points — if X happens, do Y; if Z happens, do W.

Best for: Complex processes with multiple possible outcomes, escalation paths, or branching decisions. Complaint handling procedures, troubleshooting workflows, and approval chains are good candidates. For most small businesses, flowcharts are the exception rather than the rule — most processes can be handled with one of the formats above.

If you find yourself writing a step-by-step SOP with a lot of "if this, then that" language, that's a signal a flowchart might serve the process better.

What to avoid: Creating flowcharts for processes that don't actually branch. A simple sequential process doesn't need a diagram — it needs a numbered list.

How to Choose the Right Format: A Quick Guide

Here's a simple way to think through the decision:

Is it a list of tasks that all need to get done? → Checklist

Is it a process with a specific sequence where order matters? → Step-by-step SOP

Does it set standards or expectations rather than steps? → Guidelines or policy

Is it a recurring communication or document? → Template

Is it a digital process that's easier to show than describe? → Video SOP

Does it involve multiple decision paths or outcomes? → Flowchart (or step-by-step with branching notes)

One more thing worth noting: most processes benefit from more than one format working together. Your new hire onboarding might have a checklist for the overall process, step-by-step SOPs for specific tasks within it, a video walkthrough for your main software tool, and an email template for the welcome message. They're not competing — they're complementing each other inside the same section of your Operations Manual.

Where All of This Lives

Choosing the right format is only half the job. The other half is making sure everything lives in one organized, searchable place your team can actually navigate.

A well-structured Operations Manual in Notion organizes all of these formats — checklists, step-by-step SOPs, guidelines, templates, and embedded videos — by department or function, in one hub your team opens instead of asking you. For a full walkthrough of how to build that structure, see How To Build, Organize, and Maintain Your Business SOPs In Notion.

According to Notion's official guide on building a company wiki, the most effective knowledge bases are ones where every document type has a consistent home and a clear owner — which is exactly what a well-structured Operations Manual provides.

A Note on Getting Started

If you're looking at this list and feeling overwhelmed about choosing formats for every process in your business — don't start there.

Start with one process. The one you repeat most often, or the one that causes the most repeated questions. Choose the format that fits it best, document it properly, and move to the next. The format decisions get faster the more you do them.

If you'd rather have all of this done properly from the start — the right format for every process, organized into a complete Operations Manual — that's exactly what our done-for-you service is built for. Every SOP is built from how your business actually runs, in the format that fits the process, organized so your team can find what they need in under 30 seconds.

For more on what that process looks like, see The 9 Best SOPs and Operations Manual Creation Services in 2026.

Frequently Asked Questions

What is the best format for documenting SOPs? There isn't one best format — there's a best format for each type of process. Step-by-step SOPs work best for sequential processes. Checklists work best for completion-based tasks. Guidelines work best for policies and expectations. The format should make the process easier to follow, not harder.

Should all my SOPs be written the same way? They should follow a consistent structure — same layout, same headings, same level of detail — but the format itself can vary by process. Consistency in structure builds trust and navigability. Flexibility in format makes each SOP more useful.

Can I use more than one format for the same process? Yes — and often you should. A complex process might have a step-by-step SOP for the overall workflow, a checklist for completion tracking, and a video for a specific software step within it. They complement each other when organized on the same page.

What's the difference between a checklist and a step-by-step SOP? A checklist is about ensuring completion — every item gets done, but the order is flexible. A step-by-step SOP is about sequence — the order matters and skipping a step has consequences. If the order is critical, use a step-by-step. If it's just about making sure nothing is missed, use a checklist.

Do I need video SOPs? Not always, but they're worth adding for any process that involves navigating software or showing something physical. A 3-minute Loom video can replace a 20-step written instruction that's still confusing after three reads. Embed it directly in your Notion page alongside a written summary.

When should I use a flowchart? When a process has multiple possible outcomes and different paths depending on the situation — complaint escalation, troubleshooting, approval chains. For most straightforward processes, a step-by-step SOP is cleaner and easier to follow.

What about email templates and forms — are those SOPs? They're a type of SOP — they standardize output rather than process. Store them inside the relevant SOP page in your Operations Manual rather than in a separate folder. That way your team finds the template exactly when they need it, right inside the process that calls for it.

How do I know if my SOP format is working? If your team is still asking you questions that the SOP should answer, the format isn't working. Either the information is hard to find, hard to follow, or in the wrong format for how your team processes information. The fix is usually simpler than you think — break it down more, switch formats, or add a visual.

Ready to build a manual that has the right format for every process?

• Browse our Operations Manual Templates — pre-built in Notion with multiple SOP formats already in place
• Book a discovery call for a Custom Operations Manual — we choose the right format for every process so you don't have to