Caramels jelly-o candy canes danish sweet. Dragée pudding cake bear claw cheesecake danish macaroon chocolate bar. Sesame snaps sugar plum muffin jelly-o jelly-o icing dragée powder ice cream. Liquorice danish jelly-o biscuit donut. Jelly-o liquorice chocolate cake carrot cake macaroon cookie. Lollipop tart sesame snaps pastry lemon drops. Chocolate cake sweet roll chupa chups croissant croissant. Jujubes soufflé biscuit fruitcake chocolate tart biscuit sugar plum apple pie. Donut wafer sweet chupa chups sweet candy canes. Dragée apple pie tart cake caramels cheesecake. Lemon drops icing lollipop biscuit soufflé biscuit tiramisu. Ice cream lollipop gingerbread dragée toffee cupcake soufflé gummies biscuit. Gummies biscuit icing marzipan biscuit.
Standard Operating Procedures: Do I Need Them & How To Create Them
Whether you have a team or not (even if you plan to always stay a solopreneur) you need SOPs because they maintain accuracy and consistency in your business operations. The fact is humans make errors, so if the process of completing a task involves a person, it needs a standard operating procedure.
SOPs are the difference between “yeah, I’m pretty organized” and “my business can run like a well oiled machine without me.”
What is a Standard Operating Procedure (SOP)?
A Standard Operating Procedure (SOP) is a detailed set of instructions (either written or video) that outlines the step-by-step process for completing a task within your business. SOPs are designed to ensure consistency, accuracy, and efficiency in operations by standardizing the way tasks are executed.
Written SOPs can be documented in any note taking platform, such as Google Docs, and video SOPs can be recorded in any platform with screen sharing capability like Zoom or Loom.
Whether you’re training new team members or simply trying to remember the million and one steps involved in a process, SOPs eliminate the mental load of remembering everything and ensure that tasks are executed flawlessly every time.
Does Your Business Need Standard Operating Procedures?
The short answer? Yes. SOPs are essential for businesses of all sizes, helping to streamline workflows, minimize errors, and enhance productivity. But in case you’re still questioning whether or not that applies to you, consider this:
Have you ever found yourself juggling multiple tasks at once or working on a task that you only do a couple times per year and struggling to remember how exactly you did it the last time?
Or training a new employee only to review their work and see that they missed a step in the process?
Does your business frequently hire new employees, like an agency?
Are you looking for ways to improve your client experience?
If these scenarios sound all too familiar, then you need SOPs in your business, like yesterday. That’s exactly why standard operating procedures are so important for every business, regardless of the size. If a smooth client experience, organized operations, and limited stress is important to you, then SOPs are for you.
How to Create an SOP
Now that we’ve covered what a standard operating procedure is and why every business should have them, let’s talk about what makes a good SOP and how you can create them. Because I recommend creating written SOPs, this blog will give specific instructions for written SOPs but the same concepts can be applied to any format.
Before you begin, it’s important to note that the person who is creating the SOP should be the person who actually completes this task regularly, or an operations professional, like a Fractional COO or Online Business Manager – to ensure that all the steps are accurately recorded.
Define the Purpose
Begin by defining why this task or process matters for your business. Why is it important that it gets completed? What specific goals or outcomes are you hoping to achieve by doing it? Next, identify the start and end points of the process – what triggers its initiation, and how will you know when it’s successfully completed?
Add Headings and Outline the Steps
Your standard operating procedures should be clearly written and easy to read. One of the best ways to ensure that is by adding headings. Every SOP should include the following headings: a title, a purpose, program access required (where you’ll list all systems/programs someone must be able to access to complete the task), timeline (when/how often this process should be completed), and steps. Once you’ve added those headings to your SOP document, begin making a numerical list of the steps that need to be done for this task to be completed.
For example, the steps for drafting an email newsletter might be:
- Write email copy in a Google Doc
- Log in to Email Marketing software
- Design the email format
- Add links to call to action buttons
- Schedule the email to send
Fine Tune with Details
Now that you have the main steps of your SOP outlined, it’s time to improve it with details. Go back through each of the main steps and ask the question “how is this step completed?”
Imagine you were completing this task for the first time, have you provided enough detail that someone could easily understand what to do by following this SOP? If not, add more detail until you can say yes. Some additional details that you should consider adding are sub-steps or visual aids like charts, screenshots, or videos. Taking the time to fine-tune your SOP makes it even more user friendly for your team (or yourself.)
Implement with Your Team
The final step in creating an SOP is implementation. An SOP is only valuable if it gets used. So, I recommend adding it to your project management tool, like Clickup, where it’s easily accessible any time that particular task is performed.
If you have a team, emphasize the importance of using the SOP every time the task is performed to maintain consistency and accuracy. Regularly review and update the SOP (at least quarterly) to reflect changes in processes or improve efficiency.
Mistakes to Avoid When Writing Your SOPs
While standard operating procedures can be so helpful for improving operations when they’re created and used properly, many businesses make mistakes that decrease their effectiveness. Here are some key mistakes to avoid:
1. Not making them skimmable: One of the most common mistakes in SOP creation is making them cumbersome and difficult to navigate. Remember that SOPs are intended to be practical guides for increasing productivity, so strive to make them skimmable and user-friendly. Use clear headings, bullet points, and formatting to break down information into digestible chunks, allowing team members to quickly find the information they need.
2. Not regularly updating them: SOPs should evolve with your business, reflecting changes in processes, technology, and best practices. Failing to update SOPs regularly can lead to outdated information and confusion among team members. Make it a priority to review and revise your SOPs on a regular basis, ensuring they remain accurate and relevant to your current operations.
3. Not easily accessible: Accessibility is key when it comes to SOPs. Storing them in a cloud-based software like Google Drive allows team members to access them from anywhere, at any time. Additionally, link your SOPs to relevant tasks in your project management tool to ensure they are readily available when needed.
4. Entering duplicate info: Avoid duplicating instructions across multiple SOPs, as this can make the SOPs more difficult to keep updated and can lead to inconsistencies and errors. For instance, including login information in every SOP may seem convenient, but it creates a headache every time passwords change. Instead, maintain a master login spreadsheet or database where login details are stored centrally.
Standard Operating Procedure FAQs
1. What is the difference between a process and SOP?
A process is what you do, and an SOP is how you do it. While a process provides a high-level overview, an SOP offers detailed instructions for carrying out each step effectively.
2. What is the best form of SOP?
Written SOPs are best because they are easily edited, and can be followed at whatever speed the individual works at. While other forms of SOPs, like videos, can be more cumbersome to update and can delay the completion of the task if the video is lengthy.
3. How long do SOPs take to create?
The time it takes to create an SOP can vary depending on how complex the process. However, as a general rule of thumb, it should take no more than one hour per process.
4. Do I need an SOP for every single thing I do in my business?
A good rule of thumb is if a process is repeated more than three times ever, or you plan to delegate the task, then you should have an SOP for it.
In case we haven’t met yet, I’m Michaela – a content marketer, systems architect, and chaos coordinator (aka the virgo energy to your creative spirit).
If you liked this post and are craving more, here’s how I can help:
Want to get organized without all the work of creating your own SOPs? Tag me in! Book your VIP Day or and I’ll create them for you or inquire about Retainer Online Business Management services and let me do the streamlining from start to finish.
Sick of spending hours on content creation? Download Overwhelmed to Omnipresent to learn the exact strategy I use to create enough content for 5 platforms in 2 hours a week.
Subscribe to my newsletter. Every Wednesday, I share tips to help you magnetize your dream clients, eliminate distractions, and propel your business forward that you can read in 5 minutes or less.
Download The Blogging Essentials Playbook to get access to the exact tools and templates you need to create top shelf blogs in half the time.
Whether you have a team or not (even if you plan to always stay a solopreneur) you need SOPs because they maintain accuracy and consistency in your business operations. The fact is humans make errors, so if the process of completing a task involves a person, it needs a standard operating procedure.
SOPs are the difference between “yeah, I’m pretty organized” and “my business can run like a well oiled machine without me.”
What is a Standard Operating Procedure (SOP)?
A Standard Operating Procedure (SOP) is a detailed set of instructions (either written or video) that outlines the step-by-step process for completing a task within your business. SOPs are designed to ensure consistency, accuracy, and efficiency in operations by standardizing the way tasks are executed.
Written SOPs can be documented in any note taking platform, such as Google Docs, and video SOPs can be recorded in any platform with screen sharing capability like Zoom or Loom.
Whether you’re training new team members or simply trying to remember the million and one steps involved in a process, SOPs eliminate the mental load of remembering everything and ensure that tasks are executed flawlessly every time.
Does Your Business Need Standard Operating Procedures?
The short answer? Yes. SOPs are essential for businesses of all sizes, helping to streamline workflows, minimize errors, and enhance productivity. But in case you’re still questioning whether or not that applies to you, consider this:
Have you ever found yourself juggling multiple tasks at once or working on a task that you only do a couple times per year and struggling to remember how exactly you did it the last time?
Or training a new employee only to review their work and see that they missed a step in the process?
Does your business frequently hire new employees, like an agency?
Are you looking for ways to improve your client experience?
If these scenarios sound all too familiar, then you need SOPs in your business, like yesterday. That’s exactly why standard operating procedures are so important for every business, regardless of the size. If a smooth client experience, organized operations, and limited stress is important to you, then SOPs are for you.
How to Create an SOP
Now that we’ve covered what a standard operating procedure is and why every business should have them, let’s talk about what makes a good SOP and how you can create them. Because I recommend creating written SOPs, this blog will give specific instructions for written SOPs but the same concepts can be applied to any format.
Before you begin, it’s important to note that the person who is creating the SOP should be the person who actually completes this task regularly, or an operations professional, like a Fractional COO or Online Business Manager – to ensure that all the steps are accurately recorded.
Define the Purpose
Begin by defining why this task or process matters for your business. Why is it important that it gets completed? What specific goals or outcomes are you hoping to achieve by doing it? Next, identify the start and end points of the process – what triggers its initiation, and how will you know when it’s successfully completed?
Add Headings and Outline the Steps
Your standard operating procedures should be clearly written and easy to read. One of the best ways to ensure that is by adding headings. Every SOP should include the following headings: a title, a purpose, program access required (where you’ll list all systems/programs someone must be able to access to complete the task), timeline (when/how often this process should be completed), and steps. Once you’ve added those headings to your SOP document, begin making a numerical list of the steps that need to be done for this task to be completed.
For example, the steps for drafting an email newsletter might be:
- Write email copy in a Google Doc
- Log in to Email Marketing software
- Design the email format
- Add links to call to action buttons
- Schedule the email to send
Fine Tune with Details
Now that you have the main steps of your SOP outlined, it’s time to improve it with details. Go back through each of the main steps and ask the question “how is this step completed?”
Imagine you were completing this task for the first time, have you provided enough detail that someone could easily understand what to do by following this SOP? If not, add more detail until you can say yes. Some additional details that you should consider adding are sub-steps or visual aids like charts, screenshots, or videos. Taking the time to fine-tune your SOP makes it even more user friendly for your team (or yourself.)
Implement with Your Team
The final step in creating an SOP is implementation. An SOP is only valuable if it gets used. So, I recommend adding it to your project management tool, like Clickup, where it’s easily accessible any time that particular task is performed.
If you have a team, emphasize the importance of using the SOP every time the task is performed to maintain consistency and accuracy. Regularly review and update the SOP (at least quarterly) to reflect changes in processes or improve efficiency.
Mistakes to Avoid When Writing Your SOPs
While standard operating procedures can be so helpful for improving operations when they’re created and used properly, many businesses make mistakes that decrease their effectiveness. Here are some key mistakes to avoid:
1. Not making them skimmable: One of the most common mistakes in SOP creation is making them cumbersome and difficult to navigate. Remember that SOPs are intended to be practical guides for increasing productivity, so strive to make them skimmable and user-friendly. Use clear headings, bullet points, and formatting to break down information into digestible chunks, allowing team members to quickly find the information they need.
2. Not regularly updating them: SOPs should evolve with your business, reflecting changes in processes, technology, and best practices. Failing to update SOPs regularly can lead to outdated information and confusion among team members. Make it a priority to review and revise your SOPs on a regular basis, ensuring they remain accurate and relevant to your current operations.
3. Not easily accessible: Accessibility is key when it comes to SOPs. Storing them in a cloud-based software like Google Drive allows team members to access them from anywhere, at any time. Additionally, link your SOPs to relevant tasks in your project management tool to ensure they are readily available when needed.
4. Entering duplicate info: Avoid duplicating instructions across multiple SOPs, as this can make the SOPs more difficult to keep updated and can lead to inconsistencies and errors. For instance, including login information in every SOP may seem convenient, but it creates a headache every time passwords change. Instead, maintain a master login spreadsheet or database where login details are stored centrally.
Standard Operating Procedure FAQs
1. What is the difference between a process and SOP?
A process is what you do, and an SOP is how you do it. While a process provides a high-level overview, an SOP offers detailed instructions for carrying out each step effectively.
2. What is the best form of SOP?
Written SOPs are best because they are easily edited, and can be followed at whatever speed the individual works at. While other forms of SOPs, like videos, can be more cumbersome to update and can delay the completion of the task if the video is lengthy.
3. How long do SOPs take to create?
The time it takes to create an SOP can vary depending on how complex the process. However, as a general rule of thumb, it should take no more than one hour per process.
4. Do I need an SOP for every single thing I do in my business?
A good rule of thumb is if a process is repeated more than three times ever, or you plan to delegate the task, then you should have an SOP for it.
In case we haven’t met yet, I’m Michaela – a content marketer, systems architect, and chaos coordinator (aka the virgo energy to your creative spirit).
If you liked this post and are craving more, here’s how I can help:
Want to get organized without all the work of creating your own SOPs? Tag me in! Book your VIP Day or and I’ll create them for you or inquire about Retainer Online Business Management services and let me do the streamlining from start to finish.
Sick of spending hours on content creation? Download Overwhelmed to Omnipresent to learn the exact strategy I use to create enough content for 5 platforms in 2 hours a week.
Subscribe to my newsletter. Every Wednesday, I share tips to help you magnetize your dream clients, eliminate distractions, and propel your business forward that you can read in 5 minutes or less.
Download The Blogging Essentials Playbook to get access to the exact tools and templates you need to create top shelf blogs in half the time.
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TERMS, PRIVACY POLICY
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