Standard operating procedures and runbooks are both used to document how work is performed. However, they serve different purposes and are often confused. This guide explains the difference between SOPs and runbooks, when to use each, and how teams use both together.
What is an SOP
A standard operating procedure is a documented set of instructions that defines how a task or process should be performed consistently. SOPs are typically used for training, onboarding, and ensuring standardized execution.
- Defines standard steps
- Focuses on consistency
- Used for onboarding and training
- Updated as processes change
What is a runbook
A runbook is a document that describes how to execute and manage a recurring operational task, including monitoring, checks, and responses to issues. Runbooks are often used in operations, IT, and managed services environments.
- Focuses on execution
- Includes checks and responses
- Used during live operations
- Often task specific
Key differences
Purpose
SOPs standardize how work should be done. Runbooks guide execution and response during operations.
Audience
SOPs are used by anyone learning or performing a task. Runbooks are used by operators responsible for execution.
Timing
SOPs are referenced before and during work. Runbooks are often used during live execution or incidents.
Content
SOPs focus on steps and consistency. Runbooks include checks, decisions, and exception handling.
When to use an SOP
- Onboarding new hires
- Standardizing recurring tasks
- Training teams
Documenting expected process flow
When to use a runbook
- Recurring operational tasks
- Monitoring and checks
- Incident response
- Client support and managed services
Using SOPs and runbooks together
Many teams use SOPs to define the standard process and runbooks to guide execution.An SOP often provides the foundation for a runbook, which adds operational detail and response steps.
Common mistakes
- Using SOPs for live incident response
- Creating runbooks without clear SOP foundations
- Treating SOPs and runbooks as interchangeable
- Letting both documents become outdated
Best practices
- Define the purpose before documenting
- Use SOPs for standardization
- Use runbooks for execution and response
- Base both on real workflows
- Review and update regularly
Frequently Asked Questions
What is the difference between an SOP and a runbook?
An SOP defines how a task should be performed consistently, while a runbook provides step-by-step guidance for executing tasks during live operations or incidents.
When should I use a runbook versus an SOP?
Use an SOP for standard, repeatable processes, and use a runbook for operational tasks, troubleshooting, or incident response that require step-by-step execution.
Related topics
Final thoughts
SOPs and runbooks serve different but complementary roles. Understanding when to use each helps teams document processes more effectively and support consistent execution.
Teams often create SOPs and runbooks faster by starting with real process walkthroughs and converting them into structured documentation.
