How to write a Standard Operating Procedure (SOP)
Let's start with the basics...what even is an SOP and why would I need one?
The short ‘n sweet Standard Operating Procedure (SOP) is a document with step-by-step instructions to make routine business activities happen. Let me share some examples:
Scheduling social media posts
Sending proposals, contracts and invoices
Onboarding new clients
Basically, anything you want to delegate or streamline could be made into a Standard Operating Procedure.
You might be asking, Tiff, why would I bother spending time creating SOPs when I already know how to do everything in my head?? Great question! Let’s chat through some reasons why SOPs are important!
If you plan to grow the business, your team WILL NEED to know what to do and how to do it. And, If you don’t want to spend ALLLL your time training them over and over again, an SOP is super helpful.
Growing a business means making it scalable. In order to grow and scale, procedures need to be tight, effective, and repeatable. An SOP can provide the very groundwork you need to start scaling.
No one will purchase a system-less business. You are future-proofing your business by creating systems so one day you could even sell it!
SOP’s improve efficiency, communication, and (the best reason in my opinion) they make it possible to start delegating! Yessssss! And, they are easier to write than you think.
Four Easy Steps to Writing an SOP
Remember The End Game
What do you want each individual SOP to accomplish? Why are you writing it and who are you writing it for? As you define your goals, determine whether an SOP is needed to accomplish each goal - they are not necessary for everything!
Choose a Format That Works for Your Team
There are many SOP format options, but none of them will work if you don’t remember who’s reading the SOP and why. Take a peek at these common SOP formats:
Simple Steps Format - best for short, routine procedures
Hierarchical Format - great for procedures with a lot of steps
Flowchart Format - best for procedures that have many possible outcomes
Whatever you choose, keep it simple, easy to follow, and action-oriented! Don’t get too jargony, or too wordy - you’re not trying to win writing awards here. Personally, my favorite way to document SOP’s is by creating a Loom video walking through what I do, then using that to write out the steps. At the end of the day, the best SOP is one that even the newest team member could follow without question. Think in terms of lists, steps, and bullet points, YOU got this!!!
Write the Dang SOP
You will never know how easy or difficult it is until you sit down and do it! Start with an SOP you know needs to get done (maybe one you can use to delegate tasks to a VA). If you don’t know how to get started, just start by documenting the procedure as you go through it and the SOP will develop on its own. Document every single step! Remember, the things that seem basic and easy to you may not be so basic and easy for others.
Each SOP should include some basic information. I like to think of the Six P’s of SOPs during moments like this:
Prerequisite
Purpose
Policy
Party
Process
Procedure
Finally… It's always a good idea to end each SOP with who created it, the date it was created, and the revision date(s) if necessary.
Review, Test, Edit, Repeat
Writing an SOP is a continuous process!! As technology advances and processes improve, so will the procedures. That is okay! You want to make sure the SOP is a document that works - so it’s important to test and edit the SOP until it’s right. Then update over time to keep it relevant.
The best time management hack is to know exactly what needs to be done when you actually go to work. You aren’t wasting time thinking and your workers aren’t wasting time thinking, because it’s already planned out!
In other words, putting together a plan is just a little time and energy upfront for a whole lotta efficiency later! Keep following my blog for more tips and tricks that bring your business to the next level.
