Introduction
When work starts to get busy, processes and procedures are often the first things to get pushed to the backburner. Instead of doing things the right way, employees and teams look for corners to cut or steps to skip in order to get tasks and projects done faster. And while it might work out in the beginning, eventually the little errors or mistakes made along the way will start to pile up.
In the best scenarios, your team will need to go back and make the appropriate corrections — cutting productivity and leading to frustration. But in the worst cases, you could be left with unhappy customers, below-average service, or even faulty products.
While following the appropriate procedures might feel like added work, those processes are put in place to ensure tasks are done accurately the first time. When procedures are followed, everything else runs smoothly.
But most companies rely on manual tracking and static documents to ensure team members are following procedures. Not only does this mean it’s someone’s job to track down project statuses and constantly check in on team members, but it can lead to errors, confusion, and missing information.
This is where standard operating procedures (SOP) software can help.
What are the best SOP software platforms?
- Scribe
- Whale
- Process Street
- MaintainX
- Trainual
- Dozuki
- SweetProcess
- ProcessKit
- Poka.io
- Macro
What is standard operating procedures (SOP) software?
SOP software takes the processes and procedures your team is already following and records them in an app where team members can interact, collaborate, and track procedure status. These tools turn procedure steps into tasks and checklists so team members know exactly what needs to get done and who is responsible for doing it.
SOP software also makes it easier for supervisors and project managers to check the status of a task or project without needing to connect with their team. They’re easily able to view what is complete and what still needs to be done without stepping into micromanaging territory.
What are the benefits of standard operating procedures software?
At the core, an SOP tool makes managing routine processes easier and less overwhelming. It establishes a clear list of to-dos for team members and provides leadership with a top-level view of how processes are flowing.
But the benefits of SOP software run much deeper throughout the entire organization. Here are some of the top benefits of using a tool to manage your standard operating procedures:
- Improved consistency. Whether you’re delivering a product or a service to your customers, you want each experience to be consistent. An SOP tool can ensure that all the same steps and processes are followed, so customer expectations are met each and every time.
- Increased productivity. When procedures are clearly laid out, every team member knows exactly what they need to do. Reducing confusion or complications can create an environment where every team member can be as productive as possible.
- Enhanced autonomy. SOP tools make standardized procedures easily accessible to any team member at any time, giving them the tools they need to make better decisions on their own and be more confident in their work.
- Preserve knowledge. Maintain a clean database of all your procedures so you never lose knowledge as team members advance or leave the company — giving new hires and promoted employees all the information they need to step into a new role.
- Reduce errors. SOPs offer clear instructions for teams to follow, resulting in fewer missed steps and fewer mistakes.
Key SOP software features
To get the most out of your SOP software, you’ll want to keep an eye out for the following features:
- Centralized hub. SOP software should house documents, procedures, and processes in one easily accessible location.
- Unique sharing and permissions settings. Make sure the right employees (and only the right employees) can view and access the procedures they need.
- Document and procedure version control. Procedure documentation will likely undergo changes as processes and steps are refined. Your SOP tool should make auditing, editing, and organizing versions easy.
- Task assignment and tracking. One of the biggest differentiators between knowledge management platforms and SOP tools is the ability to assign tasks and track procedure status.
- Integrations. Choosing a SOP software that integrates with the project management, communication, and other tools your team uses every day will make it even easier for them to access the instruction they need to work as productively as possible.
10 Best SOP Software Tools in 2023
1. Scribe
G2 Rating: 4.9 out of 5 stars
Capterra Rating: 4.3 out of 5 stars
Pricing: Free basic plan
Overview
Tired of manual documentation? Got a desktop cluttered with screenshots?
Scribe does your documentation for you — turning any workflow into SOPs in seconds. Simply turn on the extension, then go through your process. Scribe captures your clicks and keystrokes to create a visual step-by-step guide.
Now your team, new employees and even customers can see and follow best practices in seconds. Scribes are easy to create, edit, embed, and of course: share with your team.
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Scribes newest feature, Pages, lets you combine Scribes with video, images and more for beautiful training materials. Scribe and Pages integrate with almost all of your favorite tools, and embeds in any CMS.
2. Whale
G2 Rating: 4.8 out of 5 stars
Capterra Rating: 5 out of 5 stars
Whale Pricing: Starting at $12/user/month
Whale Overview
Whale is an SOP management and knowledge management software in one. Not only does it have SOP templates and a built-in review system, but Whale’s browser extension lets you embed SOP contextual suggestions into your team’s workflow. Users get quick access to the information they need right where they’re working.
Whale is built for small and medium-sized businesses and they offer additional support and services to help smaller teams get up and running quickly and efficiently. Their service implementation team provides one-on-one training calls to help aid in a smooth transition onto the platform.
3. Process Street
G2 Rating: 4.7 out of 5 stars
Capterra Rating: 4.7 out of 5 stars
Process Street Pricing: Unlimited free team members
Process Street Overview
Process Street manages recurring workflows and team knowledge in the form of collaborative pages and checklists. Teams can create workflow templates and run multiple instances, including assigning different workflow stages and tasks to specific individuals. Users can even upload documents and give approvals — eliminating the need for additional apps.
Process Street integrates with thousands of popular apps to keep your entire stack updated without additional work from your team. There is even a database of editable process templates to make it easy to get your SOP tool up and running quickly.
4. MaintainX
G2 Rating: 4.8 out of 5 stars
Capterra Rating: 4.7 out of 5 stars
MaintainX Pricing: Free for small teams
MaintainX Overview
MaintainX is a mobile-first platform designed for employees who don’t work at a desk, including industrial and frontline workers. MaintainX gives on-the-go employees easy access to everything from work orders to procedures and checklists so they can check requirements and appropriate instructions no matter where they are. The cloud-based platform also makes it easy for scattered employees to stay in touch and up-to-date with different tasks and project statuses.
MaintainX goes beyond SOP management, including inventory management, inspections, and work order management, so all your important information is stored right in one place. Your team only needs one app, so they won’t have to worry about third-party tools or systems being outdated.
5. Trainual
G2 Rating: 4.7 out of 5 stars
Capterra Rating: 4.8 out of 5 stars
Trainual Pricing: Starting at $49/month for up to 5 users
Trainual Overview
Trainual takes your SOPs and procedure instructions and turns them into step-by-step “playbooks” for teams to follow. Document processes with text, videos, and even GIFs to reduce process confusion and create more interactive, engaging user experience. Then assign steps to team members and keep an eye on how things are progressing.
Trainual organizes more than just your processes and policies — you can also keep clear records of employee and company information so team members can quickly access additional context about who they’re working with or the organization’s values, mission, and vision. Trianual is an all-in-one tool for providing your team with all the information they need to succeed in their roles.
6. Dozuki
G2 Rating: 4.5 out of 5 stars
Capterra Rating: 4.3 out of 5 stars
Dozuki Pricing: $12/user/month for 250+ users
Dozuki Overview
Dozuki is a knowledge, training, and standardization platform designed for industrial companies. It’s mobile-friendly interface makes it easy for experts to document images, videos, and more on the go so they can capture as much detail as possible when adding or updating process documents. Process changes are automatically registered across all devices and platforms so your team is always working from accurate information.
Dozuki also provides robust analytics, so you can identify opportunities for improvement or additional training. Use customizable dashboards to get a real-time view of how your team is working, what procedures they’re accessing, and what systems might need a refresh. You can even track the progress of training modules to bridge knowledge gaps and ensure all your employees have the resources they need to do their job correctly.
7. SweetProcess
G2 Rating: 4.5 out of 5 stars
Capterra Rating: n/a
SweetProcess Pricing: $99/month for up to 20 active members + $5/month for each additional member
SweetProcess Overview
SweetProcess is a robust yet easy to use tool that handles everything from procedure documentation to task management and knowledge sharing. They offer just one plan (so no worrying about what membership level is right for you or settling for “basic” features because you’re on a budget) that includes process maps, integration through Zapier or their API, version history, task management, and real-time collaboration.
SweetProcess is a great option for smaller teams that don’t want to settle on functionality. It even includes a public-facing knowledge base, so you can easily lead customers, partners, or other external stakeholders through important processes and procedures — and keep all your important information in one place.
8. ProcessKit
G2 Rating: 5 out of 5 stars
Capterra Rating: n/a
ProcessKit Pricing: $49/month for up to 3 team members
ProcessKit Overview
ProcessKit focuses primarily on customer and client onboarding, making it a prefect option for agencies. It brings automation to the forefront, so your team can bring new clients on faster and more efficiently, increasing productivity and helping your new clients see the results of their investment faster. But while the focus is on customer onboarding, ProcessKit’s tools can be used for a variety of operating procedures.
ProcessKit also offers assistance improving existing processes and designing new ones. They have a number of ready-made templates to build from, or you can even work with an expert to ensure the processes you’re implementing and automating are as efficient as possible.
9. Poka.io
G2 Rating: 4.7 out of 5 stars
Capterra Rating: 4.7 out of 5 stars
Poka.io Pricing: Not available
Poka.io Overview
Poka.io is another mobile-first application designed for frontline workers in the manufacturing space. Not only does it make accessing standard operating procedures and task checklists easy when an employee is away from a computer, but it also lets team members communicate and update processes from their mobile devices. Employees get notifications as they’re working of updated instructions or new information, so you don’t have to worry about your team missing alerts or changes when they’re on the work floor.
Poka.io focuses on making work easier while also making it more efficient. Control document publication and store procedure versions to demonstrate compliance, create QR codes for easy access to specific instructions, and embed clear instructions in the form of short videos and written steps to reduce confusion and even improve employee engagement.
10. Macro
G2 Rating: 5 out of 5 stars
Capterra Rating: 4.2 out of 5 stars
Macro Pricing: Free for up to 5 members
Macro Overview
Macro keeps process management simple so your team can create powerful workflows without the extra headache. Manage everything from repetitive procedures to one-off tasks with due dates, task assignees, and pre-built templates. Users see all items they’re responsible for with a personal inbox, so they know exactly what is expected of them.
Macro integrates with third-party apps and tools through Zapier, so you can keep the other tools you use updated in real time. You can even use variables to create personalized workflows that help your team stay focused and on task.
Choosing the best SOP software for your team
The most important thing to consider when choosing SOP software for your team to use is how easy it is to introduce to their current workflows and environment. While flashy features or trendy branding might get your attention, you ultimately want to select an application that works with the unique needs and challenges of your team — you don’t want to introduce something that feels like a burden to manage.
Finding the tool that works best for you can feel overwhelming, but getting an SOP tool in place can help grow your business to the next level. With the right SOP software, your team can be more productive, employees can be more satisfied with their work, and customers can be happier with the products and services.
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