There's a lot of terminology out there in the business world, especially when it comes to operations. I know the first time I heard the term SOP bank (circa 2020) I was confused and didn't really know what an SOP was, let alone the SOP bank.
So maybe you're someone who has no idea what an SOP is or perhaps you've heard of SOPs and have written one or two.
The thing is, there is a gap between having a handful of SOPs and having a system for SOPs that helps you continue to run your business operations. Instead of, you know, leaving you scrambling every time you need to search for an SOP.
That gap, that's exactly what an SOP Bank closes.
What Actually is An SOP Bank?
I'll admit that sometimes when I hear or say the word SOP bank, my mind imagines an HR manager at a big corporate company slamming a 3" binder down on the table and telling me to memorize them.
I never really held a corporate job, so I'm not sure why I've developed that mental image, but it is something that horrifies me and I never wanted associated with my business.
Which is why it took me even longer than most operations people to write my own SOPs.
But that's not really what an SOP bank is.
An SOP bank or SOP library is a living collection of your documented processes, organized in a way that anyone on your team can find what they need quickly, know it's current, and use it without asking you. It's the difference between having a recipe and a full cookbook, and actually knowing where to find the damn cookbook.
Why One SOP Isn't Enough
One SOP documents a single process. But your business isn't made up of just one process; it's made up of multiple interconnected processes. When one process isn't documented, you're the one your team will come to for answers. When most of the processes aren't documented, nothing can get done without you telling someone how to do it each and every time. Or worse, you have to try to remember it each and every time and it's like doing it for the first time all over again.
Additionally, processes combine to make your systems. I sometimes see people with a single SOP for a whole system and wonder why it's ineffective. Because your business has multiple systems, each made of multiple processes. An SOP with multiple processes is confusing and difficult to replicate. So again, you become the one answering questions to something you should have been able to easily hand off to someone else.
You become the bottleneck and the thing holding your business from moving forward.
The Scope of an SOP: What Gets Its Own SOP
A single workflow in your business may require multiple SOPs. For example, if you run on a launch model, the actual act of launching may combine anywhere from 5-10 processes, each requiring their own SOP.
I like to advise people that an SOP is something you can do in one sitting. That helps put into perspective how long an SOP should be and what it should cover.
Still, it can be difficult to know what deserves its own SOP and when to pass on writing one.
A Process Needs an SOP if:
It's something that gets done frequently, is repetitive, and your business cannot succeed without it.
It is completed by multiple people.
It has a high likelihood of errors.
It has a lot of steps that could be forgotten.
A Process Does Not Need an SOP if:
It's a one off process that you'll never do again.
It's not something that can be repeated because it changes every time you do it.
It relies on expertise or creativity to do it.
Use the image below to help you decide if a process needs an SOP or not.
How One SOP Turns into an SOP Bank
Let's say you've written one SOP. And it lives in your Google Drive. Never to be seen again.
Or you create 20 fantastic SOPs, but they are scattered around your Google Drive and your documents on your computer. You know you have them, but it takes 20 minutes to find the right one each time you need it.
That's frustrating and not useful.
Slowly, you stop even trying because you can't find what you're looking for.
That's where an SOP Bank or SOP library is so important.
Your SOP Bank is where your SOPs live. It's how your SOPs are organized, how you know what's current, and how you know how to find each and every single SOP you have.
The SOP Bank is what turns writing and having SOPs into a system.
How This Affects Your Actual Operations
When your SOP Bank is working, your business comes together and works exactly how it is supposed to work. You spend less time answering questions, have cleaner delegation, and consistent systems all around.
Want help starting your SOP Bank? Get my SOP Bank Starter Kit.
I'll admit that sometimes when I hear or say the word SOP bank, my mind imagines an HR manager at a big corporate company slamming a 3" binder down on the table and telling me to memorize them.