Effective Standard Operating Procedures: A Guide to Writing SOPs for Your Business
Image of various views of some of our SOPs for Bohannon Virtual Solutions
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When we're in the thick of running our businesses, it can be hard to discern what's something we truly need to do and what's something the "gurus" are telling us to do in order to make more money off us. There are so many shoulds and shouldn'ts it's difficult to keep up.
From an operations standpoint, effective standard operating procedures are one thing your business must never go without. This blog post will guide you through writing SOPs for your business so you can finally get writing them off your to-do list.
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What is a Standard Operating Procedure (SOP)?
In the context of business, a standard operating procedure, or SOP, is a set of step-by-step guidelines or directions for completing a task in your business. An SOP can range in complexity from as simple as how to name a new document to as intensive as onboarding a new client.
SOPs are typically written, but may have a video or visual attached (if not several). They include all of the information someone would need to complete a process in your business whether that be you or someone else.
To truly understand standard operating procedures and their roles in your business, let's break down a few other business-related terms first.
Defining Systems, Procedures, and Steps
Systems
Systems are the the workflows in your business. They are made up of processes, tools, and documentation.
Procedures
Procedures is synonymous with processes. The word "procedures" is in the expanded version of SOP, but really, we are talking about processes. Processes are the tasks that have to be done in your business. These are the smaller pieces of your overall workflows.
Steps
Steps are what you break the processes down into to explain exactly what must be done in a process.
The Purpose & Importance of Effective Standard Operating Procedures
The purpose of writing SOPs is to ensure that your workflows are streamlined and can easily be followed by someone else in the event you are unable to complete the process yourself or if you wish to delegate the process to someone else.
Businesses not only use SOPs to ensure compliance, but to also maintain a high level of quality control within each process. Writing effective SOPs that clearly define your expectations for a task or process means that each stakeholder knows what to expect and what to do next.
I get that a lot of that sounds like corporate jargon, so let me relate it to micro businesses and solopreneurs a little better.
Well-written SOPs tell someone exactly what to do for a process if you ever have to be out of office unexpectedly or decide to hand off that process to someone else. It's a set of detailed instructions that help ensure that tasks are completed without you needing to be the one completing them. And not just that they are getting completed, but that they are getting completed the right way every time because you've clearly documented what needs to be done, when, and how.
Best Practices for Writing SOPs
SOP best practice is to make sure your SOP is repeatable by someone other than you. If you need someone else to follow an SOP and only you can understand it, it’s not really helpful for you or your business.
Consider these other best practices when creating an SOP:
Use videos to record a quick walkthrough for complex processes.
Keep it simple by avoiding jargon and making instructions as clear as possible.
Make it accessible by storing SOPs in a shared Google Drive or Notion workspace.
Update regularly by setting a reminder to review and update SOPs every three to six months.
What Does a Well-Structured SOP Format Look Like?
A well-structured SOP format is one that is easy to skim, applicable to all of your systems and processes, and is not overwhelming for the reader.
Here is a basic format that I recommend for SOPs:
Title
Created By
Date Created
Date of Last Update
Purpose
Who is Responsible
Video Explanation
Tools Needed
Step-by-Step Instructions
What to Do If You Get Stuck
Save Time Writing SOPs with Templates
Writing SOPs from scratch is one of the biggest reasons people put it off. Staring at a blank document wondering where to start is a real pain in the ass. Luckily, you don’t have to start from scratch.
The best way to start each SOP is with a simple SOP template that you can reuse each time you write an SOP. I highly recommend you use the same template each time for consistency.
When you download my SOP Guide, The Missing Link, you’ll also get a copy of the exact SOP template we use in our operations for Bohannon Virtual Solutions. It includes all the fields I outlined above, already structured and ready for you to fill in. All you have to do is make some copies and add your processes.
Final Thoughts
SOPs are one of those things that feel like a lot of work upfront but pay you back tenfold the moment you need someone else to step in. Whether you hire a new team member or future you forgot how something works, you’ll be happy you built the SOP now, before you needed it.
Start with one process. The one you get asked about most, the one you dread explaining again, or the one that would bring everything to a halt if you couldn't do it for a week. Write that one. Then write the next one.
Your business deserves to run without you holding it up every step of the way. SOPs are how you make that happen.
Standard Operating Procedures FAQs
Why write SOPs?
SOPs are the skeleton of your business; they hold everything together and keep things moving even when you're not in the room. Without them, every task lives in your head, every new team member needs hand-holding, and every time you want to take a day off you're mentally running through a checklist of everything that could go wrong. SOPs take that mental load off your plate and put it somewhere everyone can access.
How do you write SOPs?
How you write SOPs really depends on what your purpose is for writing the SOP, who will be reading the SOP, and what the desired outcome is. As with anything in business (and life!), SOPs can be customized for each business and even department within each business.
The best way to write an SOP is to record yourself completing the process and then watch the video and document exactly what you did, step-by-step. You'll want to be sure to include the purpose for the SOP, any materials or resources needed to complete the SOP, the person or role who should complete the SOP, how the SOP is reviewed, and the date the SOP was last updated at a minimum.
What is the formatting to write an SOP?
There is no one format for writing an SOP if you do not already have one. At minimum an SOP should have a title, a purpose statement, who's responsible, the tools needed, and numbered step-by-step instructions. For an even more helpful SOP, I also recommend including a "what to do if you get stuck" section, especially if you're handing this off to a VA or new team member. The most important thing is once you have a format you like, you should use that format for all of your SOPs so that you maintain consistency and compliance in all areas of your business. If you want to start with a pre-made format that you can adjust to your liking, you can grab the exact template I use here.
What are tips for writing SOPs?
The biggest tip I can give you is to record yourself doing the process first, then document it. Trying to write an SOP from memory almost always results in missing steps you do automatically without thinking. A quick screen recording in Kommodo* or similar gives you the full picture so nothing falls through the cracks.
Beyond that:
Write for the person who knows nothing about your business, not for yourself.
Use numbered or bulleted steps instead of paragraphs.
Keep your language simple.
And schedule a review every 3-6 months so your SOPs don't quietly become outdated.
Related Blog Posts
Related Resources & Tips
The Missing Link: How to Create Effective SOPs for Your Business
Free download that explains exactly what you need in your SOPs and gives you a template to work from.
VIP Day Experience for creating your SOP Bank and getting a jumpstart on your SOPs.
Video recording software (Loom alternative) that will create “guides” (basically SOPs) to accompany your videos. I personally use Kommodo and HIGHLY recommend.
I’ll build the foundation for your SOP system.
