SOPs are the unsung heroes of smooth-running businesses. When done well, they boost efficiency, reduce errors, and make it far easier to train others and scale your operation.
Here’s our take on how to write SOPs that are actually useful – not just “dusty” files saved somewhere on your server that your team said were relevant, but actually never use.
1. Start with the Right Process
Not every task needs an SOP – start with the ones that are:
- Repetitive (done regularly)
- Delegated (or should be)
- Business-critical (high risk if done incorrectly)
Think onboarding a new client, issuing invoices, fulfilling orders, or responding to customer queries. If it impacts cash, customers, or compliance, it’s a good starting point.
2. Break It Down Step-by-Step
The heart of a good SOP is clarity. Walk through the process as if you were training someone brand new. Break it down into clear, actionable steps – ideally numbered or bulleted.
Do:
Step 1: Log in to X platform using your assigned credentials
Step 2: Select ‘Monthly Reports’ from the menu
Step 3: Download and save the report in the ‘[Reports]’ folder
Avoid:
“Run the monthly report.”
Write instructions as if the person following them has context but not prior experience. Be clear on the minimum standard of work expected, or reference ways to check that the step is complete to ensure clarity and consistent quality.
3. Keep the Language Simple
Aim for clear, plain English. This isn’t the place for jargon or overly formal writing. Use consistent terms and keep sentences short and direct.
Good SOPs make the job easier, not harder – so avoid padding, ambiguity or assumptions.
4. Add Visuals: Screenshots or Videos
A picture really can save a thousand words – especially for tech-based or visual tasks. Use screenshots, templates, or annotated images to show exactly what’s expected.
The Snipping Tool (built into Windows) is your best friend here – quick, simple, and perfect for dropping in step-by-step visuals.
Even better, consider recording short training videos. Tools like Loom let you walk through a task on screen while narrating it, giving your team a clear and confident reference point. These are particularly useful for new starters or for capturing processes that change frequently.
5. Include Key Details
A thorough SOP should answer these questions:
- Who does it?
- When do they do it?
- Where is it done (e.g. platform, system)?
- Why does it matter? (helps with context and compliance)
- What happens next?
Even something simple like naming conventions or filing locations can prevent errors later on.
6. Assign Ownership
Every SOP needs a named owner – the person responsible for keeping it up to date. Businesses change, software updates, people come and go. If no one’s in charge of maintenance, your SOPs become irrelevant.
Schedule a quarterly or annual review, or update SOPs whenever the process changes.
7. Store Them Accessibly
There’s no point writing brilliant SOPs if no one can find them. Use a centralised, shared location (such as SharePoint, OneNote, or a well-organised file structure in OneDrive).
Group SOPs logically (e.g. Finance, HR, Sales, Operations), and consider a simple naming format like: “SOP – Client Onboarding – April 2025”
8. Test and Tweak
Before rolling out an SOP, ask someone unfamiliar with the process to follow it. You’ll quickly see if anything is missing or unclear. Treat it as a working document that evolves with your business.
The Payoff
A well-written SOP takes time upfront, but it’s a long-term investment in your business’s resilience. It empowers your team to take ownership, reduces dependency on any one person (including you), and creates space to focus on growth instead of firefighting.
To speed up documentation, you might also try tools like Scribe, which automatically generates step-by-step guides as you work. It’s a clever way to build SOPs without stopping what you’re doing.
And if it still feels like a lot? Start small. Document the next thing you delegate. You don’t need to systemise everything overnight – but one good SOP at a time can make a big difference.