7 Best Practices for Creating Effective SOPs in Notion

Team Collaboration

Mar 3, 2025

Streamline your workflows and enhance team collaboration with effective SOPs using best practices in Notion.

Creating SOPs (Standard Operating Procedures) in Notion can streamline your workflows, ensure consistency, and reduce errors. Here's a quick summary of the best practices:

  • Use Templates: Build reusable SOP templates with clear sections like purpose, steps, roles, and revision history.

  • Centralize with Databases: Organize SOPs in a Notion database with properties like status, version, and review dates.

  • Format for Readability: Use headers, bullet points, and toggle sections to make SOPs easy to follow.

  • Add Visuals: Incorporate images, videos, and flowcharts to clarify processes.

  • Track Updates: Leverage version history and set up review schedules to keep SOPs current.

  • Link Related Content: Connect SOPs to resources, workflows, and tools for seamless navigation.

  • Leverage AI Tools: Use tools like Sidekick Hero to automate and speed up SOP creation.

These practices help you create clear, accessible, and up-to-date SOPs that your team can rely on.

Quick Overview

| Practice | Key Features |
| --- | --- |
| Templates | Consistent structure, metadata, revision logs |
| Databases | Centralized access, categories, version tracking |
| Readable Formatting | Headers, lists, toggles for clarity |
| Visuals | Screenshots, videos, diagrams |
| Update Tracking | Version history, scheduled reviews |
| Linked Content | Backlinks, database relations |
| AI Tools | Automation, process recording, smart suggestions

Follow these steps to simplify SOP management and improve team collaboration.

Mastering Standard Operating Procedures (SOPs) with Notion

Notion

1. Create Standard Templates in Notion

Setting up templates in Notion helps you create consistent and easy-to-follow SOPs. With templates, every procedure follows the same structure, making them simpler to write, understand, and update.

Building Your First SOP Template

Start by creating a template that includes the key elements needed for clarity and organization. Here's what to include:

Essential Template Components

  • A header section with the document title and metadata

  • Purpose and scope of the procedure

  • Defined roles and responsibilities

  • Step-by-step procedure details

  • A revision history tracker

  • Space for approval signatures

Steps to Create Your Template in Notion

  1. Set Up the Base Structure Open a blank page in Notion and organize it using headers, toggles, and callouts. Create sections for each core component. Use properties like Status, Version, and Category to track and manage your SOPs effectively.

  2. Add Interactive Features

    Take advantage of Notion's tools to make your template more dynamic:

    • Embed flowcharts from tools like Whimsical to illustrate processes visually.

    • Use person properties and linked databases to assign reviewers or link related resources.

    • Include toggle sections for detailed explanations or optional steps.

  3. Enable Version Tracking

    Make it easy to track updates by adding:

    • A "Last Updated" property

    • A field for version numbers

    • A table for logging modifications

    • A schedule for regular reviews

When you're ready to share, click the 'Share' button, enable the 'Allow duplicate as template' option, and distribute the link.

Tips for Effective Templates

  • Use clear, action-based verbs like identify, direct, and evaluate.

  • Break down complex tasks into simple, step-by-step instructions.

  • Add visual elements like charts or images to aid understanding.

  • Keep formatting consistent across all sections.

  • Write in straightforward, easy-to-read language.

Once your basic template is complete, you can introduce interactive elements to make it even more functional and user-friendly.

2. Set Up Databases to Store SOPs

Once you’ve created a standard SOP template, the next step is to centralize your procedures in a structured database for easy access and management.

Organize SOPs in a Database

A dedicated database, such as one in Notion, can help you manage your SOPs efficiently.

Key Database Properties

| Property Name | Type | Purpose |
| --- | --- | --- |
| Status | Select | Indicate if the SOP is Draft, In Review, Active, or Archived |
| Version | Number | Track document versions (e.g., 1.0, 1.1) |
| Category | Multi-select | Tag SOPs by department or function |
| Last Review | Date | Schedule periodic updates |
| Owner | Person | Assign responsibility for the SOP |
| Reviewers | Person | Identify approvers for the SOP

Database Views

  • List View: Quickly scan all SOPs.

  • Board View: Group SOPs by status or department.

  • Calendar View: Monitor review dates.

  • Gallery View: Showcase SOPs with visual previews.

Each database entry should include a summary, clear steps, and any relevant visuals. Use toggle features to hide detailed sections while keeping key points visible.

Link SOPs to Related Content

Connecting your SOPs to other resources helps clarify relationships between processes and ensures a more integrated system.

How to Create Connections

  • Database Relations: Link SOPs to resources like tools, software documentation, team responsibilities, training materials, or related workflows.

  • Inline References: Use [[ or @ mentions to reference related content directly within SOPs. This automatically creates backlinks, making it easier to navigate between related procedures.

  • Block Links: For steps that appear in multiple SOPs, use block links. These ensure consistency, as updates to the original block automatically reflect in all linked instances.

Pro Tip: Regularly review and update your database connections. Remove outdated links and confirm that all references lead to the most current versions of your procedures. This keeps your system clean and reliable.

3. Format SOPs for Easy Reading

Good formatting makes SOPs easy to follow and ensures team members can quickly locate the information they need.

Use Headers and Lists Effectively

Headers help create a clear structure, making the content easier to navigate. Notion offers three heading sizes, each serving a specific purpose:

| Heading Level | Purpose | Best Used For |
| --- | --- | --- |
| H1 (Largest) | Main procedure title | SOP name and primary identifier |
| H2 (Medium) | Major sections | Key process stages or categories |
| H3 (Small) | Subsections | Detailed steps or subtopics

Use consistent spacing and dividers to visually separate sections.

Here are some tips for formatting:

  • Break complex procedures into smaller, focused sections.

  • Highlight critical details or warnings with bold text.

  • Use numbered steps for tasks that follow a specific sequence.

  • Apply bullet points for unordered lists or general items.

  • Keep paragraphs short and to the point.

"Researchers claim that 83% of human learning occurs visually, so using concise and easy-to-read bullet points, graphs and charts can be extremely helpful in getting your point across." - Tonika Bruce, Lead Nicely, Inc.

Want to include extra details without overloading the main text? Toggle sections are your friend.

Add Toggle Sections for Details

Toggle sections in Notion are a smart way to organize additional information. HubSpot's marketing team, for example, cut onboarding time by 40% by turning a lengthy 20-page manual into collapsible toggle sections.

Here’s where toggle sections work best:

  • FAQs

  • In-depth explanations of tricky steps

  • Extra examples or use cases

  • Reference materials and links

  • Troubleshooting guides

"Always make the SOP short and sweet. No one wants to read a novel. Be sure to make it as simple to understand as possible by using clear, concise language. Even better, make it a dynamic document that can be interacted with on a smartphone using embedded video and helpful links." - Richard Fong, Trustable Tech

Keep the main steps visible while tucking away extra details in toggles. This way, your SOP stays clear and easy to follow, but readers can access more information when they need it.

4. Add Visual Elements to SOPs

Incorporating visuals into your Notion SOPs can turn dense, text-heavy documents into more engaging and easy-to-follow guides. By combining visuals with clear formatting, you can make your procedures more accessible and user-friendly.

Include Images and Video Content

Notion supports various image formats (JPEG, PNG, GIF) and allows video embeds to visually demonstrate procedures. Here's how to use them effectively:

| Content Type | Examples | File Size Limits |
| --- | --- | --- |
| Images | Screenshots, flowcharts, diagrams | Up to 5MB (Free), 5GB (Paid) |
| Videos | Tutorials, demonstrations | Up to 5MB (Free), 5GB (Paid) |
| GIFs | Short demos, quick animations | Up to 5MB (Free), 5GB (Paid)

Tips for adding images:

  • Use Notion's Web Clipper to quickly grab screenshots from your browser.

  • Add captions and alt text for better context and accessibility.

  • Organize images in a gallery format to illustrate sequential steps clearly.

  • Resize visuals to maintain a polished and consistent look.

These visual aids work seamlessly with your templates and databases, making SOPs easier to understand.

Add External Content Links

Notion's embedding feature supports content from over 1,900 domains. You can embed resources simply by using the /embed command or pasting a URL.

Examples of embeddable content:

  • Training videos from platforms like YouTube or Vimeo

  • Interactive diagrams from tools like Miro or Figma

  • Google Drive spreadsheets

  • Slide decks and presentations

  • PDF documents and manuals

Embedding tips:

  • Organize external resources in collapsible toggle sections for a cleaner layout (note: some content may require login credentials to access).

  • Check that embedded content displays properly on desktop and mobile devices.

  • Add short descriptions to explain why each resource is relevant.

  • Regularly review and update links to ensure they remain active.

5. Track SOP Updates and Changes

Keeping your SOPs up-to-date ensures your team stays efficient and compliant. Notion provides tools to help you track changes and manage document versions with ease.

Monitor SOP Version History

Notion's version history feature allows teams to review and manage changes to their SOPs. Here's a quick breakdown of its key features:

| Feature | Purpose | How to Access |
| --- | --- | --- |
| Change Tracking | View all edits and updates | Click the "..." menu > "Page History" |
| User Attribution | Identify who made changes | Check within the version timeline |
| Version Restoration | Revert to older versions | Select a version and click "Restore"

For added clarity, consider adding a revision history section to your SOPs. This can include details like the date of changes, the editor's name, update descriptions, reasons for updates, and approval status.

Create Regular Review Schedules

Tracking changes is just one part of the process. Regular reviews help ensure your SOPs remain accurate and relevant.

  • Set Review Frequencies

    Develop a review schedule tailored to your organization's needs. For instance:

    • Monthly reviews for critical procedures

    • Quarterly reviews for less urgent processes

  • Establish Review Protocols

    Document your review process by:

    • Using Notion's automated reminders to schedule reviews

    • Creating a database to track review progress

    • Assigning team members to oversee specific SOPs

    • Recording review outcomes and noting any required updates

  • Track Pending Updates

    Leverage Notion's database capabilities to monitor pending updates, prioritize urgent revisions, and streamline the review process.

6. Link SOPs for Quick Access

Easily connect procedures and resources in Notion to create a well-organized, accessible knowledge base.

Build a Central SOP Directory

A central directory in Notion acts as a reliable hub for all your procedures, making documentation easier to find and use. For example, in March 2023, Streamlined Systems introduced their SOPs Directory Template in the Notion Marketplace.

| Directory Component | Purpose | Implementation Tips |
| --- | --- | --- |
| Database Structure | Organize SOPs systematically | Add fields like Status, Version, and Department |
| Custom Views | Filter SOPs by team/role | Set up views tailored to each department |
| Search Functionality | Quickly locate content | Enable filters and sorting for faster navigation |
| Visual Navigation | Show process flows | Embed workflow diagrams with clickable links

Adding visual maps can make process connections clearer and easier to follow.

Once your directory is set up, take it further by linking related procedures for a more interconnected system.

Connect Related Procedures

Expand on your central directory by linking related SOPs directly. For example, The Daily's content team uses Notion's "@" key to create backlinks between related content pieces.

Here’s how you can link procedures effectively:

  • Use internal links: The "@" key or [[ in Notion allows you to create backlinks that keep context intact and show related procedures.

  • Set up database relations: Connect SOPs to tools, workflows, or other documentation for seamless navigation.

"Link between SOPs. If you realize one piece of content relates to another, use Notion's @ key to create a backlink!" - The Daily

These inline links can tie individual tasks to broader organizational objectives, ensuring nothing gets lost in the shuffle.

7. Use Sidekick Hero to Speed Up SOP Creation

Sidekick Hero

Sidekick Hero works alongside Notion’s templates and databases to streamline SOP creation. Its AI-driven tools help save time while ensuring procedures remain consistent and well-organized.

Features of Sidekick Hero for SOPs

Sidekick Hero enhances Notion’s capabilities by automating key parts of the SOP creation process. Through its browser extension, it adds specialized features tailored for efficient documentation.

| <strong>Feature</strong> | <strong>What It Does</strong> | <strong>How It Helps</strong> |
| --- | --- | --- |
| Browser Extension | Captures process steps automatically | Records your actions as you work |
| AI Generation | Provides smart content suggestions | Suggests titles and descriptions |
| Block System | Enables flexible editing | Makes it easy to customize content structure |
| Visual Tools | Secures visuals | Hides sensitive data in screenshots |
| Notion Integration | Simplifies workflow | Exports content directly to Notion

These features are available in different pricing plans. The Pro plan ($20 per seat monthly) allows unlimited SOP creation, while the Free Forever plan offers up to 10 flows for testing.

How AI Helps Speed Up Documentation

Sidekick Hero uses a workflow-based system to ensure consistency across all SOPs. This is especially useful for teams managing multiple procedures. Its automation features include:

  • Process Recording: Automatically tracks every step of a task.

  • Smart Formatting: Recommends headers and descriptions for clarity.

  • Template Generation: Creates reusable templates for future SOPs.

Jamie Butler’s Sidekick system highlights how unified workflows and databases can simplify documentation in Notion.

For organizations scaling their documentation, the Enterprise plan offers additional perks like:

  • Custom integrations with existing tools

  • Dedicated account management

  • Premium support for team onboarding

  • Unlimited flow creation and sharing

Conclusion: Next Steps

Main Points Review

Here are the key elements to focus on for creating effective SOPs:

| Component | Implementation Strategy |
| --- | --- |
| Documentation Process | Use bullet points and expand with detailed steps and context |
| Visual Elements | Add screenshots, flowcharts, and video demonstrations |
| Organization | Set up Notion databases with clear categories and properties |
| Maintenance | Schedule reviews every 6–12 months |
| Team Access | Establish a central directory with linked procedures

This method takes advantage of Notion's templates and database features, ensuring your SOPs stay clear and up-to-date.

Start Improving Your SOPs

Take the following steps to enhance your SOPs:

  1. Track your daily tasks for one week. Regular updates will keep your SOPs relevant and effective.

  2. Create a Notion database with these properties:

    • Status (e.g., Active, Under Review, Archived)

    • Version number

    • Category or Department

    • Last edited timestamp

    • Related tools and workflows

  3. Schedule quarterly reviews and consider using tools like Sidekick Hero for AI-assisted updates.

"Clear documentation will empower your team and make your business more scalable"

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