Running a Business Without SOPs? Bold Move. You Might Want to Fix That.
Struggling with inconsistent processes in your business?
Consistency and efficiency are essential in most businesses, especially if you want to scale. Well-written Standard Operating Procedures (SOPs) can serve as a backbone for achieving both. SOPs provide clear instructions on how to perform essential tasks or processes, ensuring that your team works uniformly, effectively, and delivers the expected results. Whether you're a small business or a large corporation, the importance of SOPs cannot be overstated, yet they are so often put on the back burner when you’re struggling to keep your head above water - especially when it feels like you’re actively drowning. There’s a way to stop that, but you need to learn to swim. That’s what SOPs can do for your business, teach you and your team how to swim.
What is a Standard Operating Procedure?
If you’re unfamiliar, a Standard Operating Procedure (SOP) is a document that outlines step-by-step instructions for completing specific (essential, non-essential, and infrequent) tasks or processes. They ensure that operations are carried out consistently, even when employees change, new team members join, or unforeseen circumstances arise.
Why Are SOPs Important for Your Business?
Consistency Across Operations
SOPs standardize processes, reducing variability in task execution. This leads to higher-quality outputs and minimizes errors.Improved Training and Onboarding
Referring to SOPs allows new hires to quickly adapt to their roles. They are also reliable training resources, reducing the time and effort required for onboarding.Compliance and Accountability
Many industries are regulated by strict laws and standards. SOPs ensure that your business stays compliant and avoids potential legal or financial penalties.Enhanced Productivity
Clear guidelines eliminate guesswork, allowing employees to focus on completing tasks efficiently.Knowledge Preservation
SOPs capture institutional knowledge, ensuring that critical processes don’t rely solely on individual employees.Crisis Management
During emergencies or unexpected disruptions, SOPs provide a roadmap for maintaining operations or mitigating risks.
How to Write an Effective SOP - 8 Steps
Define the Purpose
Begin by explaining why the SOP is necessary. Clearly state the objective, who the document is for, and the scope of the procedure.
Identify the Audience
Understand who will be using the SOP. Tailor the language, detail level, and format to the expertise and needs of the audience.
Gather Information
Collaborate with employees who are directly involved in the task. Their firsthand experience will help identify key steps, potential challenges, and best practices. When possible have someone who performs the task on a regular basis create it, they’re the experts you already trust!
Create a Structure
A standard SOP typically includes:
Title Page: Title, department, date of creation, and author.
Table of Contents: For easy navigation in longer documents.
Purpose and Scope: Explains the "why" and "who."
Procedures: Step-by-step instructions.
Roles and Responsibilities: Defines who does what.
References: Links to related documents, tools, or resources.
Revision History: Tracks changes over time.
Write the Procedure
Use clear, concise, and actionable language. Avoid jargon unless it’s universally understood by the audience. Break down steps into small, logical tasks, and use numbered or bulleted lists for clarity.
Revise and Approve
Incorporate feedback from testers and stakeholders. Once finalized, ensure the document is reviewed and approved by relevant authorities.
Distribute and Train
Share the SOP with the appropriate team members and provide training if necessary to ensure everyone understands and follows it.
Regularly Update the SOP
Processes evolve, so review and update the SOP periodically to keep it relevant.
Best Practices for Writing SOPs
Keep It Simple: Avoid unnecessary details that could overwhelm the reader. Only give them the details they need to complete the task at hand. There may be a reason to provide contextual information, but that should be in the introduction to the SOP, not in the instructions, if possible.
Be Specific: Use precise language to eliminate ambiguity. Include screen captures where possible marked with link/click locations to ensure clarity.
Ensure Accessibility: Store SOPs in a central, easily accessible location, such as a shared digital platform. Online cloud storage solutions are perfect for this, e.g. OneDrive, Sharepoint, Google Drive, Dropbox, etc.
Involve Stakeholders: Collaborate with those who perform the task to ensure accuracy and buy-in. Divide and conquer, creating SOPs can be a daunting task for one person to handle and you risk missing vital information that those who perform those duties day to day would have. They’re the experts, ask for their assistance.
Don’t Reinvent the Wheel: Use links to the training materials and tutorials provided by the tools you use for the basic functions of your software. Rewriting these only increases your responsibility for maintaining it.
Take it for a Test Drive: Be sure to check the clarity and accuracy of your SOPs once you have them written. Have someone who doesn’t usually perform that task follow the SOP. Were they able to complete it without any questions? If so, great work! If not, add in the additional information that may have been missing. It’s a good failsafe to ensure that your SOP is complete.
Utilize Tools that Make it Easy: Consider using a tool to help you capture your SOPs. There are quite a few on the market, we like Loom for video tutorials with audio narration, and Scribe for detailed SOPs in various formats (written, pictorial, PDF, video).
Go Forth and Document—Your Sanity Will Thank You
SOPs are more than just documents; they are tools for success. By creating clear, actionable, and up-to-date SOPs, you can ensure consistency, enhance productivity, and foster growth. Whether you’re scaling operations, training new employees, or ensuring compliance, a well-crafted SOP is indispensable. Start documenting your processes today, and watch your business thrive with efficiency and reliability.
If you would like to get your SOPs documented, schedule a call and find out how we can help!
