As your business grows, so does the complexity of running it. What once lived comfortably in your head (how to onboard a client, post to social media, or manage your inbox) starts to become a bottleneck. Suddenly, you’re fielding questions, fixing mistakes, and re-explaining tasks instead of focusing on big-picture growth.

That’s where SOPs (Standard Operating Procedures) come in.

SOPs are your secret weapon for scaling sustainably. When done right, they create clarity, save time, and empower your team to do things your way, without constant oversight. But too often, SOPs end up buried, outdated, or ignored altogether.

Let’s fix that.

What Is an SOP (and Why You Need One)

An SOP is a step-by-step guide that outlines exactly how to complete a specific task in your business. Think of it as a playbook, whether someone is scheduling your newsletter or prepping client deliverables, they should be able to follow the SOP and complete the task with confidence and consistency.

Great SOPs help you:

• Delegate tasks effectively

• Reduce human error

• Maintain consistency and quality

• Free up your mental space

• Onboard new team members faster

• Prepare your business to scale without breaking

Step 1: Start with Repeatable Tasks

You don’t need to document everything at once. Start by creating SOPs for tasks that are:

• Done regularly (weekly, monthly, quarterly)

• Easy to delegate with the right instructions

• Essential to the client or customer experience

Examples:

• Posting a blog

• Processing invoices

• Onboarding a new client

• Publishing a podcast

• Scheduling a social media campaign

If you’ve done it more than three times, it’s probably SOP-worthy.

Step 2: Document in Real Time

Instead of trying to remember your process later, record it as you do it. Use screen recordings (like Loom), checklists, or step-by-step notes. This approach is faster, more accurate, and more natural.

Pro tip: Narrate your thought process as you go. Include why you do things a certain way, not just how. This helps your team understand context and make smart decisions when needed.

Step 3: Make It Clear, Not Complicated

Your SOPs should be easy to follow, even for someone brand new. Use simple language, clear steps, and visual aids when possible.

Best practices:

• Use numbered or bulleted steps

• Add screenshots or video links

• Include tools, logins, or templates needed

• Define “done” (what the finished task should look like)

Remember: clarity over perfection.

Step 4: Store Them Where Your Team Actually Looks

If your SOPs are hiding in a random folder or collecting dust in a forgotten Google Doc, they’re not helping anyone. Choose a centralized, easy-to-access location.

Popular options:

• Notion

• Google Drive (with clear folder structure)

• SOP-specific tools like Trainual or Process Street

Whatever tool you choose, make sure everyone knows where to find SOPs and how to use them.

Step 5: Revisit and Refine Regularly

Your business isn’t static, and your SOPs shouldn’t be either. Set a schedule (e.g., quarterly) to review, update, or retire SOPs that are no longer relevant.

Ask yourself:

• Is this still the best way to do this task?

• Have we updated tools or workflows?

• Are we consistently following this SOP, or is something unclear?

Invite feedback from your team to improve clarity and usefulness.

Step 6: Train Your Team to Use (and Love) SOPs

An SOP only works if your team trusts and uses it. Integrate SOPs into onboarding, task handoffs, and training processes.

How to encourage use:

• Reference SOPs when assigning tasks

• Make SOPs part of your project management tools

• Celebrate when team members create or improve SOPs

• Lead by example - use them yourself

The more your team sees SOPs as tools for empowerment (not micromanagement), the more effective they’ll be.

Systems That Scale = Freedom to Grow

Creating SOPs might feel tedious in the moment, but they’re one of the smartest moves you can make if you want to scale without sacrificing sanity, quality, or control.

When your systems are clear, documented, and accessible, your business becomes easier to run, and easier to grow.

Because the goal isn’t to work more. It’s to build a business that runs smoothly, consistently, and strategically, even when you're not in the room.

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