8 Templates to Create a Step-by-step Guides in 2025

Whether you're learning a new skill, tackling a complex project, or simply looking for clear, actionable advice, having the right guidance can make all the difference. 

And that’s where step-by-step guides come in, providing clarity and structure to simplify processes. 

But what makes a step-by-step process truly effective? And how can you apply them to different scenarios? In this article, we’ll answer these questions and provide everything you need to integrate step-by-step guides into your workflows.

What Is a Step-by-Step Guide?

As the name indicates, a step-by-step guide breaks down complex tasks into clear, manageable steps. 

It provides a logical sequence of actions where each step connects to the last. This makes it easier to achieve a specific goal, prioritizing clarity and order to avoid confusion.

Take new software implementation as an example. These guides can provide employees with a clear step-by-step walkthrough detailing how to download and set it up correctly.

Types of Step-by-Step Instruction Guides

Step-by-step guides can take different forms depending on the scenario to which they are applied. Here are some common types:

1

Standard Operating Procedures (SOP)

A Standard Operating Procedure (SOP) is a step-by-step guide that helps workers carry out routine operations in a consistent and standardized way, supporting areas such as project management and operations.

Overall, it ensures quality, compliance, and operational efficiency for processes like onboarding or financial management.

2

Manuals

A manual is a comprehensive set of instructions given to all employees to complete specific tasks or new processes. Companies commonly use them for equipment operation, software installation, and employee procedures.

3

Employee Onboarding Guide

New employees need the right information to succeed in their first few days. An employee onboarding guide can be helpful to clearly outline the next steps, useful resources, and everything the new hire might need.

Consider making it fun, empathetic, and dynamic, so it feels like a warm welcome instead of distant and tedious paperwork.

For example, tools like Guidde can help you turn dull and extensive documentation into personalized and interactive content, explaining complex processes in just seconds.

4

Customer Onboarding Guide

Customer onboarding guides introduce new clients to a product or service. They are especially beneficial for companies in the fintech, logistics, and e-commerce industries, where customers must set up new accounts and get familiar with new products and services.

5

Product Training Guide

Product training guides help end-users use a specific software successfully. As these processes can get quite technical, it’s essential to reduce complexity and turn them into smaller steps.

Consider adding screenshots and addressing potential issues in advance. These trainings improve the user experience and speed up the learning curve.

6

Training Manuals

A training manual provides information on how to develop a new skill or improve existing ones. It offers clear explanations, practical exercises, and detailed examples.

For example, a Customer Support team can use training manuals to outline how employees should handle different scenarios with customers.

7

Tutorials

Step-by-step tutorials offer detailed instructions on how to complete specific tasks or achieve certain goals. For instance, in customer success, a tutorial can help users navigate a CRM (Customer Relationship Management) platform, such as Salesforce or HubSpot.

8

Troubleshooting Guides

Troubleshooting guides anticipate potential issues before they happen, helping users quickly diagnose and resolve problems.

For example, when using software, a troubleshooting guide would offer guidance for diagnosing network connectivity issues or identifying bugs in real-time.

5 Advantages of Developing Step-by-Step Guides

Creating step-by-step guides offers multiple benefits for individuals and teams. Here are five key advantages:

• Improve knowledge-sharing: Step-by-step guides help teams share knowledge consistently, keeping everyone on the same page and reducing confusion
• Enhance teamwork: Step-by-step guides can serve as a common reference for everyone involved, boosting collaboration across teams. 
• Streamline onboarding: New employees can quickly learn company workflows and tools by following step-by-step guides. As a result, they reduce training time and enhance the onboarding process. 
• Provide better workflow documentation. Recording workflows is essential for consistency. Step-by-step guides help achieve this by turning process documentation into interactive, user-friendly walkthroughs.
• Reduce mistakes and improve results.  When employees follow clear instructions, they work more accurately and efficiently. As a result, they make fewer mistakes and produce higher-quality work.

How to Create a Step-by-Step Guide

By now, you’re likely convinced that step-by-step guides are incredibly valuable. But where do you start when creating them? It’s pretty simple, but there are a few things to consider, so here’s the full step-by-step.

8 Step-by-Step Guide Templates

To put everything we’ve covered so far into practice, here are eight templates that will help you draft your step-by-step guides. Use these standard flows based on your business’s needs and goals. 

For all templates, include the following information:

• Start with a table of contents and an introduction to the step-by-step guide, outlining its purpose and expected goals. 
• Finish with supporting documentation, a summary of key takeaways, and contact information.

1. Standard Operating Procedures (SOP) Guide Template

SOPs are usually standard guides that can be applied in multiple industries. Here’s what it should cover:

• Overview: Include the SOP title, the department name, the date of creation, and the authors. 
• Purpose: Briefly explain the objectives and the importance of the SOP.
• Responsibilities: List key roles involved in the process and each person’s duties.
• Resources: List the tools, equipment, and software needed to execute the process. 
• Step-by-step procedures: This is the most important part of your SOP. Break down the process into numbered, clear steps using simple and direct language. Highlight safety precautions or compliance requirements. 

2. Standard Step-by-Step Guide Template

This template focuses on a standard step-by-step guide, suitable for multiple scenarios:

• Prerequisites: List any tools, materials, or software required. Also, mention any prior knowledge or skills needed.
• Step-by-Step Instructions: Create a numbered list of clear, sequential steps. Include screenshots, images, or diagrams.
• Troubleshooting: For each step, address common issues users may encounter, plus a step-by-step solution. You can also include frequently asked questions for additional guidance.
• Additional tips: For each step, provide suggestions for improving efficiency or accuracy, common mistakes to avoid, and best practices.

3. Leadership Development Plan Template

This template can be helpful for employees interested in growing within the company and planning a leadership development path. Craft this guide based on your company’s processes, but here’s a standard template for your employees:

• Step 1: Identify key leadership skills needed for a desired role, such as communication, decision-making, and team management. Align leadership development goals with business objectives and set measurable outcomes.
• Step 2: Assess current leadership skills with self-assessments or feedback. Identify strengths and areas for improvement. 
• Step 3: Together with HR, plan a learning path with relevant training programs, courses, or mentorship opportunities.
• Step 4: Take on real-life leadership experience by leading projects within your team. 
• Step 5: Measure progress and adjust the plan by scheduling regular check-ins with mentors or managers.

4. New-Hire Training Step-by-Step Guide Template

Offering a structured step-by-step guide for a new hire’s first few days is an excellent way to create a welcoming experience while setting clear expectations. 

The goal is to walk them through all the steps to integrate into the company, from setting up accounts to getting to know the team. 

• Orientation: Provide a brief explanation of the importance of the training and how mastering these skills is essential for completing tasks successfully.
• Training: Break down the training in a numbered list of sequential steps. These steps can also be structured by groups. 
• Resources: Provide images, training videos, reading material, and quotes that support each step.
• Assessments: Evaluate progress by using quizzes, gamified assessments, and activities. Distribute these assessments equally across the training process.

5. Customer Onboarding How-to Guide Template

A customer onboarding how-to guide provides all the essential information to set up accounts and effectively use a product or service, improving customer satisfaction.

• Product overview: Provide a high-level introduction to the product, highlighting main features and use cases. 
• Product setup: Guide the customer through product setup with clear, actionable steps. For example, creating an account, setting up two-factor authentication, scanning important documents, and completing personal data. 
• Virtual tour: Offer a live demo or tutorial to walk the user through the service or product’s main features and benefits. Provide access to documentation, FAQs, or knowledge base articles. Share any relevant training materials.
• Customization: Help the customer tailor the product to meet their specific needs or goals through customization or integrations.
• Ongoing Support: Introduce the customer to support channels (email, live chat, phone). Schedule follow-up calls or check-ins to address questions or concerns.

6. User Manual Template

This is a free step-by-step guide that comes with a product to help users make the most of it. It should be a comprehensive user guide anticipating potential issues and frequent questions. 

• Getting started: Include information about product components, initial setup instructions, system requirements, and installation guide.
• Product overview: Provide a detailed description of the product's main features. Include a diagram or images labeling key components.
• Step-by-step instructions: List specific and clear steps to use the product. Include screenshots, diagrams, or images to help visualize each step.
• Troubleshooting: Address common problems and their solutions, such as error codes and meanings.
• Maintenance and care: Describe recommended maintenance procedures like cleaning and storage. If applicable, explain how to handle product updates.
• Safety and compliance: Address all necessary safety warnings, precautions, legal disclaimers, and compliance information.
• Support: Include warranty details, how to contact customer support, return and exchange policies, and repair procedures.

7. Product Training Step-by-Step Guide Template

Product training is crucial to ensure that users know how to get around software platforms, especially when they are highly technical. Here’s a comprehensive template to help you craft your step-by-step guide:

• Getting started: Explain how to access the product, such as login, installation, and setup information. Include system requirements and an overview of the dashboard.
• Key features: Describe the core features of the product and include step-by-step instructions on how to use each one. Also, use visual resources like screenshots and videos to guide you through each function. Finally, add use cases to exemplify.
• Performing common tasks: Walk the user through common tasks they would perform regularly. Break down each task into simple, actionable steps and highlight any shortcuts, time-saving tips, or key tools within the product.
• Troubleshooting and FAQs: Address common issues users might face and how to resolve them.
• Best practices: Offer tips for maximizing product efficiency and performance, as well as advice on how to avoid common mistakes or issues
• Review and exercises: Finish with a summary of key points covered in the training. You can also add interactive exercises or tasks to reinforce learning.

8. Workflow Step-by-Step Guide Template

This template can help you create guides that explain processes, ensuring all team members understand them.

• Step 1: Initial Task or Action. 
• Step 2: Further Actions or Processes. Continue with all the necessary steps. 
• Step 3: Review or Approval
• Step 4: Final Outcome or Delivery

For each step, make sure to include best practices, tips, common mistakes, potential errors that might occur, and clear solutions.

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