Simple Steps to Write Effective Policies

How I Write an SOP That Actually Helps as a Program Manager at Amazon Most SOPs gather dust. Too long. Too vague. Too disconnected from the real work. At Amazon, a good SOP doesn’t just document a process. It makes the next person’s job easier…immediately. Here’s how I write SOPs that people actually use: 1/ I write it like a checklist, not a policy doc ↳ Clear steps ↳ Clear triggers ↳ No corporate speak Example: I once rewrote a 5-page doc into a 1-pager titled “How to Launch a New Data Feed.” Each step was 1 sentence, each had an owner. Adoption went up overnight. 2/ I start with the “when” and “why,” not just the “how” ↳ Why does this SOP exist? ↳ When should someone follow it? Example: I added a top section: “Use this when onboarding a new team to the dashboard. Purpose: prevent access issues and missed metrics.” That framing reduced questions by half. 3/ I link directly to the tools and templates ↳ No “search the wiki” ↳ Just: click → fill → done Example: Instead of “Use the onboarding tracker,” I write “Fill out this tracker → [link].” That one link removes 3 minutes of confusion. 4/ I include edge cases and common mistakes ↳ “If X happens, do Y” ↳ “Avoid this—it’s where people get stuck” Example: I once added a tip: “If permissions fail at Step 3, ping analytics-infra in Slack.” That one line prevented dozens of Slack threads. 5/ I test it with someone new ↳ If they’re confused, the SOP isn’t done ↳ Feedback closes the loop Example: I had a peer follow my SOP step-by-step, cold. Their questions helped me rewrite 4 sections before publishing. A great SOP doesn’t just live in Confluence. It lives in your team’s day-to-day execution. What’s your #1 tip for writing SOPs that actually get used?

90% of SOPs die in Google Drive purgatory because they’re either too complicated, too basic, or written by someone who's never actually done the job. Here's the framework that actually works (written by someone who’s actually used it): 1. Do you even need an SOP? Only document when: The same questions keep coming up repeatedly Multiple team members need to execute consistently The task happens on a regular schedule The current process owner is leaving or scaling More than one person needs to know how to do it 2. Answer these 5 questions first What's the core objective? Who currently owns this process? Who else needs to execute it? How often does it happen? Where is it breaking down right now? 3. Match the detail level to the user For new team members: Step-by-step instructions with screenshots Basic terminology only Clear checkpoints throughout For experienced staff: Fewer checkpoints Technical language is fine Focus on efficiency, not handholding For leadership review: Technical enough to validate without drowning in details Clear success metrics High-level overview with essential specifics 4. Include these non-negotiable elements Every effective SOP must have: Time expectations (how long it should take) Clearly numbered steps Highlighted critical actions Validation checkpoints Common pitfalls and how to avoid them What success looks like 5. Validate with these 5 tests Not done until it passes these checks: Can leadership understand it? Can a new hire execute it without confusion? Does it solve the original problem? Are the time expectations realistic? Is there a clear path to completion? This will never change for how I'm creating or my team is creating SOP's but what will change is how the person uses it and has it evolve over time.

Building out a new policy for your company can be intimidating. But it doesn't have to be. Here are 4 simple steps to follow next time you have a policy to create: 1️⃣ Laws and Policies Identify all applicable state, federal, and local legal requirements. SHRM has a great resource for state laws - the State Law Comparison Tool. Evaluate your organizational policies as well. Do any of them directly apply, overlap, or impact the new policy? 2️⃣ Format Some areas that might be applicable to include: ✅ Title: Don't overthink this one ✅ Audience: Who does it apply to? ✅ Meat & Potatoes: What is the policy? ✅ Purpose Statement: Why does this policy exist? ✅ Definitions: What should be specifically defined? ✅ Impact/Outcome: What is the impact of the policy? ✅ Acknowledgement: Place for employees to acknowledge receipt 3️⃣ Language & Branding Use clear, concise language. Don’t write policies that are difficult to read. Bonus: keep it consistent with your organization's brand. 4️⃣ Buy-In This one is often skipped but is essential. Obtain buy-in from leaders and stakeholders. Once you have that, train your managers before rolling it out to the org. Building out a new policy for your company doesn't have to be intimidating. P.S. Wishing you had a template to help you get started? Check the link in the comments below. ⬇ ---------------------------------------------------------   I share career growth and high-impact business tips for HR professionals.   Follow me for practical, positive tips to grow your HR career!