SOP readiness check

Check your SOP before you hand off the task.

Use this quick check to see whether your SOP has the finished result, inputs, examples, access, review owner, stop-and-ask rules, and first-week training notes a new person needs.

Start the SOP checkBuild the SOP first

This is a planning check, not a promise that the handoff will work perfectly. A low score is useful because it shows what to fix before someone starts.

SOP areas8

Finished result, inputs, steps, examples, access, review, pause rules, and training.

Scoring0-3

Score what is written down, not what the owner can explain live.

Best used beforeHandoff

Use it before training, provider calls, job posts, or tool access.

SOP checker

Score the SOP, not the version in your head.

Score each area from 0 to 3. Be honest. The point is not to prove the SOP is finished. The point is to find what would make a new person stop, guess, or ask the owner to explain it again.

Area
Check
Clear enough
Gap to fix
Finished result
Can the person tell what finished work should look like?
The SOP shows the final output, required fields, naming rule, delivery place, or done checklist.
The person has steps but no clear way to know when the task is finished.
Inputs
Does the SOP name what the person needs before starting?
The SOP lists files, links, tools, customer details, templates, reports, or source data needed for the task.
The person has to ask where to find the information every time.
Steps
Are the steps specific enough to follow without guessing?
The SOP uses short steps in order, with screenshots, examples, or notes where mistakes happen.
The steps say things like clean up, check, handle, or update without explaining what that means.
Examples
Can you show 2 or 3 examples of good finished work?
The SOP includes samples, screenshots, links, saved replies, reports, or before-and-after examples.
The SOP explains the task but does not show what good work looks like.
Access
Does the SOP name the tools and access the person needs?
The SOP names accounts, folders, inboxes, tool seats, permission level, MFA rule, and anything blocked.
The person will need access on day one, but nobody has decided what they can and cannot touch.
Review owner
Who checks the work during the first week?
The SOP names the reviewer, what they check, when they check it, and where feedback goes.
Everyone assumes someone will review the work, but no owner or review time is written down.
Stop-and-ask rule
When should the person stop and ask before moving forward?
The SOP names money, customer, legal, access, data, refund, angry customer, or unusual-case triggers.
The person is expected to use judgment without knowing which decisions stay with a manager.
First-week training
Can the first week be taught without starting from scratch?
The SOP includes a walkthrough, first task, first review block, question channel, and feedback plan.
The SOP exists, but the new person still needs the owner to explain everything live.
Scoring guide

Use the score to pick the next fix.

Give each area 0 when it is missing, 1 when it is rough, 2 when it is usable, and 3 when it is clear with examples or checks. Anything below 2 should be fixed before handoff.

0-8 points

Not ready to hand off

The SOP is still missing the basics. Keep the task with the owner for now, then add the finished result, inputs, examples, access limits, and review owner before handing it over.

Next: Fix the SOP first, then score it again before training starts.

9-16 points

Clean it up before day one

The SOP has useful pieces, but the handoff still depends on memory, chat messages, or owner judgment.

Next: Tighten the examples, review rule, access plan, or stop-and-ask rule before someone starts.

17-24 points

Ready to test with a narrow task

The SOP is clear enough to try with one person and one task lane. It still needs close review at the start.

Next: Run a small handoff, check the first few outputs, and update the SOP with the misses from week one.

Cleanup prompts

Fix the lowest score first.

A short SOP with a clear finished result, good examples, and a named reviewer is better than a long doc nobody can follow.

  1. Finished result: Add one good finished example and a short done checklist.
  2. Inputs: List the files, links, folders, reports, and source data before step one.
  3. Steps: Rewrite vague verbs into exact actions someone can repeat.
  4. Examples: Attach two real examples and note why each one is acceptable.
  5. Access: Write the account, permission level, approval owner, and blocked actions.
  6. Review owner: Name one reviewer and set the first review block before work starts.
  7. Stop-and-ask rule: Write the cases where the work pauses until a manager answers.
  8. First-week training: Plan one walkthrough, one small task, one review, and one place for questions.
How to use it

Check one task before you hand it off.

The checker works best when you use it on one repeat task. Do not try to score an entire role, department, or messy task list at once.

  1. Pick one repeat task, not a whole role or department.
  2. Score each area from 0 to 3 based only on what is written down.
  3. Mark any area below 2 as a cleanup item before handoff.
  4. Fix the lowest score first instead of rewriting the whole SOP.
  5. Test the SOP with a small batch before giving more access or volume.
Use with these resources

How to document tasks for outsourcing

Build the basic SOP before you score whether it is ready for handoff.

Open resource

Complete outsourcing toolkit

Use the full path for role choice, cost, SOP cleanup, provider questions, and location planning.

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Outsourcing readiness assessment

Check whether the wider role is ready after the task SOP is clear enough to test.

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Offshore access handoff checklist

Set account ownership, MFA, permission limits, review dates, and offboarding before sharing tools.

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Offshore escalation matrix template

Turn each stop-and-ask rule into a named contact, approver, response window, held action, and backup owner.

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Provider quote brief builder

Turn the SOP, role scope, hours, tools, and quality checks into a cleaner provider request.

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First offshore role scorecard

Score the role for clarity, risk, review effort, SOP readiness, and first-month output.

Open resource
Need a second look?

Bring the SOP, task list, and access questions into one handoff plan.

OutsourcedU can help turn owner notes into a clearer SOP, first-week review plan, access checklist, and provider brief.

Review my SOP handoffOpen the toolkit
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Ready to plan your first offshore role?

Use OutsourcedU to write the role, SOPs, onboarding steps, and weekly review before you hire more people.

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