How to Write an SOP Your Team Will Actually Use
"We need to document our processes."
Every founder says it. Very few actually do it. And of those who do, even fewer end up with SOPs that their team actually opens, reads, and follows.
The reason? Most SOPs are written the wrong way — too long, too corporate, too complicated. They get created in a burst of good intentions and then gather digital dust in a folder nobody visits.
As a Fractional COO, SOPs are one of the most powerful tools I use with my clients. Done well, they are the difference between a team that needs you for everything and a team that can operate confidently without you. Here's how to write them so they actually work.
Let’s Start With: What is an SOP, Exactly?
A Standard Operating Procedure is simply a documented, step-by-step guide for how a specific task or process gets done in your business. It captures the who, what, when, and how so that anyone on your team (including future hires) can complete the task to the same standard, without having to ask you how.
SOPs aren't bureaucracy. They're freedom. Every process you document is one less thing living in your head, one less question someone needs to ask you, and one giant step closer to a business that can scale.
Common Mistakes Founders Make
Firstly, NOT writing an SOP.
Secondly, writing them too long.
Nobody reads a 10-page document for a task that takes 15 minutes
Using jargon or internal shorthand that only you understand
Writing them once and never updating them
Storing them somewhere nobody can find
Making them so rigid they don't allow for judgement calls
The goal isn't a perfect document. It's a useful one.
How to Write an SOP That Actually Gets Used
Start with your most repeated processes. Before you write anything, identify the 5–10 tasks that happen most frequently in your business, or that cause the most confusion when someone else tries to do them. Client onboarding, invoicing, social media scheduling, responding to enquiries. Start there.
Write it as if for a new hire on their first day. This is the most important mindset shift. Don't assume knowledge. Don't skip steps that feel obvious to you. Write it so that someone smart, capable, and totally new to your business could follow it without asking a single question.
Keep it short and scannable. Use numbered steps, not paragraphs. Break it into clear phases if needed (e.g., Preparation, Execution, Follow-Up). Include screenshots or screen recordings for anything tech-related a 2-minute Loom video is worth a thousand words.
Use a simple template. You don't need fancy software to start. A Google Doc or Notion page works perfectly well. Include: the process name, who owns it, when it's used, the steps, and any tools or templates needed.
Test it before you file it. Have someone who hasn't done the task before follow your SOP without any help from you. Where do they get stuck? Where do they have questions? That's where you need to add more clarity.
Store them somewhere central and accessible. An SOP nobody can find is an SOP that doesn't exist. Create one central hub - whether that's Notion, Google Drive, or a project management tool - and make sure your whole team knows where it is.
Review them regularly. Set a quarterly reminder to review your key SOPs. Processes evolve, tools change, and your team's needs shift. A living document is far more valuable than a perfect one that's out of date.
GIFT
A Simple SOP Template to Get You Started
Process Name: [What is this process called?]
Process Owner: [Who is responsible for this process?]
When to Use This SOP: [What triggers this process?]
Tools Needed: [List any software, templates, or resources]
Steps:
Step 1: [Action]
Step 2: [Action]
Step 3: [Action]
Notes / Common Mistakes to Avoid: [Any important caveats]
Last Updated: [Date]
My Take On an SOP…
SOPs don't have to be complicated.
They have to be clear, usable, and actually where your team can find them. Start with one process this week. Then another.
Over time, you'll build a library that makes your business significantly less dependent on you - and significantly more ready to grow.
If you'd like help building out your SOP library as part of a broader operational overhaul, that's exactly what I do at sunday.
Explore how sunday can support you. Book a free, no strings call.
