If your team constantly asks how to do the same thing—or worse, does it differently every time—you don’t need better people. You need a better process.
That process starts with a simple, well-written Standard Operating Procedure (SOP).
SOPs help small teams reduce chaos, improve training, deliver consistent results, and free up the business owner from being the bottleneck.
In this post, you’ll learn exactly how to write a simple, effective SOP—step-by-step—including structure templates, examples, and the tools I recommend for building a scalable internal knowledge base.
What Is an SOP, and Why Does It Matter?
An SOP is a documented process that outlines how a task or workflow is done, step-by-step.
Think of it as a playbook entry. It ensures that anyone on your team can execute consistently—without needing to interrupt you or reinvent the wheel.
SOPs Help You:
- Onboard new team members faster
- Delegate without micromanaging
- Reduce errors and rework
- Maintain quality as your business scales
- Build repeatability into key parts of your operations
In small teams, a good SOP is a multiplier: it turns your one-time effort into future efficiency.
Common SOP Pitfalls (and How to Avoid Them)
Before we build one, let’s address where most SOPs go wrong:
❌ Too vague
“Run payroll” or “send newsletter” isn’t enough.
Without clear steps, SOPs don’t reduce confusion—they just relocate it.
❌ Too complex
A 20-page Google Doc is worse than no SOP at all.
If it’s hard to follow or buried in jargon, it won’t be used.
❌ Not updated
Your SOP should reflect how it’s done today, not how it was done 18 months ago.
❌ No owner
Every SOP needs someone responsible for maintaining and improving it—especially as tools or workflows change.
What Makes an SOP Work?
Here’s what a strong SOP should always include:
| Element | Description |
|---|---|
| Title | Clear, action-based, searchable (e.g., “How to Invoice a Client”) |
| Purpose | One sentence about what this SOP covers and why it matters |
| Owner | Who maintains this SOP |
| Tools Needed | Any software, templates, or links |
| Step-by-Step Instructions | Numbered, skimmable, clear |
| FAQs or Notes | Common edge cases or troubleshooting tips |
| Last Updated | To signal relevance and maintenance |
Step-by-Step: How to Write an SOP That Actually Gets Used
🧱 Step 1: Choose the Right Process
Start with repeatable, high-leverage tasks that are done weekly or monthly.
Examples:
- Sending a client proposal
- Publishing a blog post
- Onboarding a new employee
- Running payroll
- Handling support tickets
Ask yourself:
“What process breaks down when I’m not directly involved?”
That’s your first SOP candidate.
✍️ Step 2: Outline the Steps (Rough Draft)
Don’t worry about formatting yet. Open a doc and brain-dump the steps as if you were explaining it out loud to a new hire.
Use short phrases:
- Log into [Tool]
- Click “Export CSV”
- Save file to [Folder]
- Email to [Client]
You can refine later—just get the sequence down.
📑 Step 3: Structure and Format
Turn your rough list into a clean format. I frequently draft documents using Markdown. It is an easy-to-learn, plain text format that can be written quickly in any text editor.
You could quickly write text like this:
## How to Send a Weekly Report to Clients
**Purpose:**
To ensure clients receive a consistent weekly summary of project status.
**Owner:**
Operations Manager
**Tools Needed:**
- ClickUp
- Google Docs
- Gmail
**Steps:**
1. Open the [Client Project Board] in ClickUp
2. Review the week’s completed tasks
3. Copy/paste into [Weekly Report Template] in Google Docs
4. Customize insights or updates
5. Export as PDF
6. Email to client using saved draft in Gmail
**Notes:**
- Use the client’s preferred subject line: “Weekly Project Report – [Date]”
- If no major progress, summarize current blockers and next steps And have it output to something like this:
How to Send a Weekly Report to Clients
Purpose:
To ensure clients receive a consistent weekly summary of project status.Owner:
Operations ManagerTools Needed:
- ClickUp
- Google Docs
- Gmail
Steps:
- Open the [Client Project Board] in ClickUp
- Review the week’s completed tasks
- Copy/paste into [Weekly Report Template] in Google Docs
- Customize insights or updates
- Export as PDF
- Email to client using saved draft in Gmail
Notes:
- Use the client’s preferred subject line: “Weekly Project Report – [Date]”
- If no major progress, summarize current blockers and next steps
Use headers, lists, and consistent formatting. Keep it simple and scannable.
🔗 Step 4: Link to Tools, Templates, and Assets
Make it easy to execute. Link directly to:
- Templates (Docs, Sheets, Slides)
- Project boards
- Folders
- Scripts or canned responses
If the team has to go hunting, your SOP will be ignored.
👥 Step 5: Test with a Team Member
Have someone else follow the SOP without guidance. Watch for:
- Questions they ask
- Places they pause
- Steps they misunderstand
Tweak the SOP based on their experience. This ensures it’s actually usable.
🔄 Step 6: Assign Ownership and Keep It Updated
SOPs aren’t “set and forget.” Assign someone to own each one.
Pro tip: Add a “Last Reviewed” date and set a quarterly SOP review sprint.
Tools to Build and Store SOPs
Choose a system that’s easy to access, easy to update, and searchable. Here are my top picks:
| Tool | Best For |
|---|---|
| Notion | Visual SOP dashboards, wiki-style documentation |
| Google Docs | Simple, accessible, easily linked |
| ClickUp Docs | If you already use ClickUp for project management |
| Tango | Automatically generates visual step-by-steps |
| Scribe | Chrome extension that turns workflows into SOPs |
Don’t over-engineer it. A basic, well-formatted Google Doc beats a perfect system no one uses.
SOPs and Small Teams: A Strategic Advantage
You don’t need a 100-page playbook.
You need a living set of simple, clear, actionable SOPs for the things you do most often.
Start small. Pick one process. Write it out. Share it. Improve it.
Then move to the next. Over time, you’ll build a self-sustaining system that saves time, reduces mistakes, and makes your business far more resilient.
📅 Want Help Building Systems That Scale?
If you’re still flying solo or stuck re-explaining everything to your team, it’s time for structure.
Let’s build your core processes—together.