Recipe for Success
How to write and maintain effective standard operating procedures

What you’ll need
- Recipe for Success: How to Write and Maintain Effective Standard Operating Procedures (pdf)
- SOP Template (docx)
- SOP Checklist (pdf)
- Roster of key staff: knowledge workers (folks who perform the tasks), notetakers, testers (folks who are unfamiliar with the process to review the SOP for clarity/accuracy), and leadership
- Access to current forms, manuals, voting equipment, etc.
- Whiteboard or visual mapping tools
- Recording tools (audio, video, screenshots, photos) for capturing processes
- Time during a slower election cycle to draft and validate SOPs
Getting started
SOPs enable the creation of a program that is strategic, repeatable, and flexible. Think of your SOPs as a recipe for success. You need the right ingredients, in the correct proportions, added to the recipe in the proper order, so the product comes out the same every time.
While an experienced cook can often produce great and consistent results without consulting the recipe, you need to be ready for times when your experienced staff aren’t available. Work done from memory can lead to the organization having a “single point of failure.” Well-crafted SOPs memorialize and make processes that experienced staff may perform from muscle memory repeatable by staff who haven’t done those processes before. Beyond that, SOPs can be great training materials even for experienced staff when you are changing a long-established process. An organization reduces its risk and improves operational consistency when practices are documented and based on the refined knowledge of the organization, rather than any one individual.
In addition to minimizing “single points of failure” or other “knowledge transfer” risks, SOPs have a significant communication benefit. They can help explain complex tasks and demonstrate to the public that strict protocols are followed to ensure the accuracy of every election. Writing and maintaining effective SOPs leads to strategic success, paving the way for predictable and consistent outcomes.
Effective SOPs can provide a foundation for most of the procedures you engage in before, during, and after an election. They allow you to achieve a consistent work product as well as identify the parts of processes that are working well or need improvement.
Using the toolUsing the tool
The SOP toolkit walks you through six comprehensive steps to build reliable procedures. Here’s a summary of how to put it into practice – the resource includes more details on each of these items.
1. Identify and Prioritize Processes
- Brainstorm all core election operations (ballot proofing, resource logistics, poll worker tasks, etc.)
- Use a risk/probability chart to highlight high-stakes steps or processes done by temporary staff.
- Select priority areas, like logic and accuracy testing, mail processing, or new procedures for poll workers.
2. Identify Key Personnel
- Gather knowledge workers (those who perform the tasks), documenters (those drafting the SOP), testers (folks who are unfamiliar with the process to review the SOP for clarity/accuracy), and leaders.
- Include outside partners or vendors when necessary (such as ballot vender, IT team, poll workers)
- Define clear roles: knowledge workers teach, documenters write, testers validate, leadership approves.
3. Set up for Success
- Define purpose, scope, and outcome.
- Clarify why the SOP exists, who it applies to, and success criteria (e.g., “100% accuracy in mail ballot inserts”).
- Choose a documentation method.
- Gather existing guides, interview staff, take photos or recordings, and map each step visually.
- Kickoff Meeting
- Align the team on goals, timelines, roles, and resources.
- Use this meeting to provide templates and checklists.
4.. Map the Process
- Interview knowledge workers
- Ask how they complete the tasks, tools used, decision points, and problem areas.
- Observe and walk through
- Document each actual performance of the task.
- Include exception handling or rare situations.
- Record as needed (audio, screenshots, or photos)
5. Draft and Test the Procedures
- Draft the SOP
- Follow the provided Word template.
- Use plain language, clearly numbered steps, definitions, warnings, and visuals.
- Integrate references to laws or statutes when relevant.
- Test the SOP
- Have testers, people unfamiliar with the process, follow it.
- Document errors or unclear steps.
- Refine the draft iteratively, testing again after each update.
6. Publish and Establish a Revision Plan
- Finalize and distribute
- Include table of contents, clear numbering, headers, notes, and version info.
- Leadership should formally approve the SOP before publication.
- Set an update schedule
- Store SOPs in shared folders by topic.
- Assign staff members to audit updates quarterly or biannually.
- Track revision dates and integrate updates based on changes in law, technology, or staff feedback.
Customizing for your office
Any tips for customizing this resource for my office?
This toolkit is designed to work in offices of all sizes and levels of staffing. Start by identifying the most critical or complex tasks in your office, especially those performed by temporary staff or those with high risk (e.g., ballot handling, chain of custody, equipment setup). Consider:
- Jurisdiction size: A small office may document fewer processes, while a large county may need multiple SOPs per department.
- Resource constraints: If your team is stretched thin, prioritize one or two key SOPs and build from there.
- Urban/suburban/rural differences: SOPs may vary depending on geography, e.g., rural offices may need specialized steps for ballot transport or polling place setup.
- Turnover rates: If you onboard many new employees or election workers each year, SOPs can serve as a foundation for training and onboarding.
The included SOP template and checklist make it easy to build documentation that reflects the unique way your office operates.
How do I know if this resource is helping?
You’ll know your SOP process is working when:
- Staff can complete complex tasks without needing verbal instruction or re-training.
- Errors and inconsistencies decrease.
- New employees feel more confident and self-sufficient.
- There’s less reliance on “institutional memory” stored in one person’s head.
- You have fewer last-minute questions or missed steps leading up to Election Day.
Ask your team: “Could someone brand new follow this SOP?” If the answer is yes, you’re on the right track.
Which Standards of Excellence does this resource support?
- Election Office Operations
Which Values of Excellence does this resource support? Why?
Values for the U.S. Alliance for Election Excellence define our shared vision for the way election departments across the country can aspire to excellence. These values help us navigate the challenges of delivering successful elections and maintaining our healthy democracy.
Alliance values are nonpartisan and designed by local election officials, designers, technologists and other experts to support local election departments.
You may find this tool especially helpful for this Value:
- High integrity. Well-documented processes create consistency and transparency, which builds public and internal trust.
- Voter-centricity. SOPs help election staff avoid confusion or missteps that could negatively affect the voter experience.
- Proactive transparency. Clear SOPs make your internal processes understandable to oversight bodies, observers, and the public.
- Comprehensive preparedness. SOPs act as your playbook when unexpected events occur, especially when experienced staff are unavailable.
- Continuous improvement. Standardized procedures make it easier to spot problems, measure outcomes, and improve performance over time.
To learn more about the Values for Election Excellence, and to see the full list, visit the Alliance website.
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How was this resource developed?
This resource has been put into practice by at least one jurisdiction. Share your experience with this resource and improve it for your peers by reaching out via support@ElectionExcellence.org.
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