How to Create an SOP (Without Losing Your Mind)

Let’s be honest — when you hear the term SOP, you might be thinking, “Sounds fancy, but what does that actually mean?” If you’re imagining something complicated or just another business buzzword, trust me, you’re not alone. I mean, who isn’t exhausted by acronyms, right?

But here’s the deal —SOP stands for Standard Operating Procedure, and whether you love the jargon or not, it’s actually one of the most useful things you can do for your business.

So, grab your coffee, because I’m about to break down what an SOP is, why it’s crucial for your business, and how you can create one without feeling overwhelmed. (Spoiler alert: It’s simpler than you think!)

What’s an SOP, Anyway?

Let’s start with the basics —SOP stands for Standard Operating Procedure. You can think of it as the recipe book for your business, a guidebook on how to do things the right way every single time.

Imagine this scenario: You’re a business owner, and you’ve got a small team (maybe it’s just you, or a couple of virtual assistants). You’re doing everything — customer service, social media, marketing, invoicing, and probably even answering emails at 2 a.m. Sound familiar?

Now, what if you could delegate those tasks to someone else without fear of it falling apart? Wouldn’t it be amazing if someone else could jump into your role with little training and know exactly what to do? That’s the magic of SOPs.

An SOP outlines step-by-step how to complete a task or process. It’s your go-to guide for anyone who needs to do a specific job in your business.

Pro Tip:

SOPs aren’t just for employees. You can use them yourself, too. It’s your blueprint for staying organized and efficient.

Why Does Your Business Need an SOP?

I get it. Writing an SOP sounds like one of those things you could put off foranother day. You’re busy, your to-do list is a mile long, and a document detailing every step of your processes might feel like a “nice-to-have,” but not a “must-have.”

But here’s the thing — creating an SOP is a game-changer for your business. Here’s why:

• Consistency: If you’re delegating tasks, an SOP ensures they’re done the same way every time. No more guessing.

• Time-saving: You spend less time re-explaining processes or retraining people. Instead, you just send them the SOP.

• Scalability: As your business grows, so does the need to hand off work. SOPs allow you to scale without losing quality.

• Accountability: SOPs clearly define who’s responsible for what, which makes it easy to track performance.

How to Create an SOP (Without Losing Your Mind)

Here’s the deal — writing an SOP doesn’t have to be a huge, intimidating task. It doesn’t need to be a 10-page manifesto of jargon. Think of it as the instructions you’d leave your team (or yourself) if you were out of the office for a week.

Here’s a simple framework for creating your SOP:

1.Identify the Process

The first step is figuring out which processes in your business need an SOP. This could be anything from onboarding a new client to scheduling social media posts. Here are some ideas of where you might want to start:

• Client onboarding

• Social media content creation

• Scheduling calls/meetings

• Handling customer service inquiries

• Invoice processing and payments

2.Document Every Step

Now, take your step-by-step hat on and begin documenting the process. Grab your phone or your computer, and start recording yourself performing the task. This could be done on Loom or Zoom— no fancy video editing required. The goal here is to show exactly what needs to be done, from start to finish. Don’t leave any detail out! Walk through the steps like you’re training someone for the first time.

• What do you do first?

• What tools or software do you use?

• What are the exact steps in the process?

• Are there any best practices or things to avoid?

If you’re writing it down, aim to keep it simple.Bullet points work wonders. If you want to get fancy, add screenshots or record a video walkthrough.

3.Test and Improve

Once you’ve documented your process, give it a test run. Have someone else follow the steps and see if they can successfully complete the task without asking too many questions. If they get stuck, that’s your cue to go back and adjust the SOP.

It’s like the first draft of a new recipe — it takes a few tweaks before it’s just right.

4.Make it Accessible

Once your SOP is finalized, make sure it’s easy to access. Store it in a central location (like a shared Google Drive folder or a project management tool like Asana or Trello). You want everyone involved to be able to reference it whenever they need to.

Handle Infrequent Tasks Like a Pro

We all have those tasks that only come around once in a while, and when they do, it feels like you’ve completely forgotten how to handle them. Think things like payroll adjustments for daylight savings time (hello, twice a year!) or how to update a system after a software upgrade. These are the things that can trip you up because you don’t do them often enough to remember all the steps.

For example, when daylight savings hits, you might need to adjust payroll for employees whose hours change. If you don’t have an SOP for this, you might find yourself scrambling to remember whether it’s time to adjust those hours or how to make the change in your payroll system.

That’s why it’s so important to document in frequent tasks in your SOPs. By having these outlined in detail, you won’t have to second-guess yourself or risk missing an important step when those infrequent tasks arise.

SOPs should include clear instructions for both regular tasks (like onboarding new clients) and rare ones (like managing payroll adjustments for daylight savings time). The goal is to make your business run smoothly, no matter how often the task comes up. You’ll be ready to handle anything, even if it only happens twice a year.

Bonus Tip: Create SOPs for Yourself, Too!

SOPs aren’t just for your team. If you’re wearing all the hats, creating SOPs for yourself can help keep your workflow consistent and organized. Write out how you handle your emails, schedule your day, or complete your daily to-do list. These little systems will help you manage your time better and keep you on track.

Let’s Wrap This Up!

In case you missed it: SOPs are life-changing. Whether you’re a solopreneur or you’re looking to grow and delegate, setting up SOPs for your business will make your life easier, your team’s work smoother, and your growth more sustainable.

Still feeling unsure about creating your first SOP? I can help! As an OBM, I specialize in streamlining business operations, and I’d be happy to assist you in setting up your SOPs, or even walk you through training your team to implement them.

SOPs don’t have to be boring or complicated. They’re just the framework you need to ensure your business runs smoothly — so you can focus on what you do best: growing your business!

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