So, how do you build SOPs your team will actually want to use? Let’s break it down.
Why SOPs Matter
Every time you or your team repeat a task from memory, you waste brainpower you could spend elsewhere. A good SOP puts your processes on autopilot.
- Reduce mistakes
- Save time explaining things over and over
- Get new hires up to speed fast
- Make delegation less scary
In short, SOPs protect your time and your sanity.
Why Most SOPs Fail
Most SOPs fail for three simple reasons:
- They’re too complicated
- They live in a folder no one can find
- They read like a legal document, not a how-to
The fix? Keep it short, easy to find, and easy to follow.
How to Write SOPs People Will Actually Follow
Here’s a simple 5-step approach I use:
1. Pick What Really Needs an SOP
Don’t write SOPs for everything all at once. Start with tasks that:
- Happen often (weekly, monthly)
- Have multiple steps or people involved
- Get messed up if someone forgets a detail
Examples: client onboarding, sending invoices, posting to social media, handling refunds.
2. Write It Like You’d Explain It to a Friend
Be clear and simple. Avoid jargon. Screenshots and short videos help too. A good SOP is basically:
- What needs to be done
- When it needs to be done
- Who does it
- How they do it (step by step)
3. Keep It Short and Scannable
No one wants to read a novel. Use bullet points, bold text, and screenshots where it makes sense.
Example:
- Task: Send weekly newsletter
- When: Every Friday by 10 AM
- Who: VA
- Steps:
- Open email template
- Update content
- Proofread
- Schedule and test send
- Mark done in project tracker
4. Store It Where People Actually Work
An SOP buried in a random folder won’t help anyone. Use a shared Google Drive, Notion, ClickUp—or whatever your team already uses daily. Link SOPs directly to tasks if you can.
5. Review and Update Regularly
Things change. Teams change. Tools change. Make it normal to update your SOPs every few months. Bonus tip: ask your team if the SOP actually works—they’ll know what’s missing.
Start Small, Stay Consistent
Building SOPs shouldn’t feel overwhelming. Start with one or two high-impact processes and build from there. You don’t need a binder of 50 SOPs overnight.
Your Future Self Will Thank You
Well-written SOPs make your business easier to run, your team happier, and your time freer. They’re like a quiet safety net for your day-to-day.
If you’ve been putting it off, this is your sign to open a doc and write your first one today.
Need Help?
I love helping founders and teams get organized without losing their minds. Reach out if you want to turn your chaos into calm.
