The Simple Business Guide to Standard Operating Procedures (SOPs)

Ever Felt Like Everyone Does Things Their Own Way?

Let’s be real — running a business can sometimes feel like herding cats. You tell your team (or your VA) how to do something once, and the next time it’s done… well, differently.

Maybe it’s that one teammate who keeps asking, “Hey, where do I find the client onboarding form again?” Or maybe you’ve spent 15 minutes scrolling through Slack threads just to remember how to submit an invoice.

That’s where SOPs come in.

Standard Operating Procedures — or SOPs — aren’t boring corporate paperwork. They’re your shortcut to clarity, consistency, and calm. They help everyone on your team know exactly how to get things done, without guesswork or repeat questions.

Whether you’re a solo entrepreneur, a small team, or managing virtual assistants, SOPs can save you from the chaos of miscommunication and rework.

Let’s break it down, step by step.

What Is an SOP?

A Standard Operating Procedure (SOP) is just a simple, step-by-step guide that explains how to do something correctly and consistently. Think of it like a recipe for your business tasks — it ensures that whoever follows it gets the same great results every time.

For example, if you have a process for “Posting on Instagram,” your SOP might include:

1. Open Canva and use the brand template.

2. Write the caption using the content calendar.

3. Add hashtags from the approved list.

4. Schedule it through Meta Planner.

Simple, right?

That’s all an SOP is — a clear set of instructions so everyone knows what to do, when to do it, and how.

Why SOPs Matter for Business

Here’s the thing: without clear systems, businesses grow messy. People guess, shortcuts appear, and tasks take twice as long as they should.

SOPs fix that by keeping your entire workflow organized and consistent.

Here’s what they help you do:

✅ Stay Aligned Across Teams
Everyone follows the same process, so there’s less confusion and fewer “Wait, who’s handling that?” moments.

✅ Reduce Mistakes
Clear steps mean fewer errors — no missed forms, no forgotten uploads.

✅ Save Time
When you don’t have to explain the same process ten times, you get hours of your week back.

✅ Onboard Faster
New hires or VAs can start confidently because the instructions are right there — no micromanaging needed.

✅ Stay Compliant
For finance, client contracts, or industry rules, SOPs make sure you’re doing things properly every time.

✅ Build Accountability
If something goes wrong, it’s easier to spot what step was missed and fix it fast.

In short? SOPs are like the invisible framework holding your business together — smooth, reliable, and scalable.

How to Write an SOP (Step-by-Step)

Creating an SOP doesn’t need to be complicated. Here’s a simple, 7-step process to make one from scratch — even if it’s your first time.

Step 1: Choose the Process

Don’t try to write 10 SOPs at once. Start small.

Think about one task that:

• You do often.

• You’ve had to explain repeatedly.

• Or that gets done inconsistently.

Examples:

• How to send client invoices.

• How to post a blog.

• How to onboard a new customer.

Pick one and start there.

Step 2: Define Who It’s For

Who’s going to use this SOP?

If it’s for a virtual assistant, write it in plain, easy-to-follow steps — no assumptions.
If it’s for a specialist or senior team member, you can use more technical language.

The golden rule: Write for the end user, not for yourself.

For example, if the SOP is for your VA who handles email follow-ups, include screenshots or examples of subject lines. If it’s for your designer, just outline the brand guidelines.

Step 3: Pick the Right Format

Your SOP doesn’t have to be a fancy document buried in a shared drive.

Use whatever format your team (or you) will actually use.

Here are a few ideas:

• A Google Doc with bullet points

• A Notion or ClickUp page

• A checklist for quick tasks (like weekly reporting)

• A short Loom video walkthrough paired with written steps

The goal is to make it easy to find and easy to follow.

If your team already uses tools like Notion or Google Drive — keep your SOPs there.

Step 4: Write the Steps Clearly

Now, time to write.

Keep it simple and action-based. Each step should include:

• What to do

• Who does it

• How to do it (links, examples, or screenshots if needed)

Here’s a sample structure for a “Publishing a Blog Post” SOP:

1. Write draft in Google Docs (Content Writer)

2. Submit for review (Editor)

3. Upload final version to WordPress (VA)

4. Format and add images (VA)

5. Schedule and publish (Marketing Manager)

That’s it. No fluff, no confusion.

Step 5: Add Roles and Responsibilities

If multiple people are involved, clarify who’s responsible for each part.

Example:

• VA: Upload and format blog post

• Editor: Approve copy and SEO keywords

• Manager: Review and schedule

When everyone knows their role, things move faster and smoother.

Step 6: Add a Quality Check

This is your safety net.

A quick “quality check” step ensures things don’t slip through the cracks.

Examples:

• Review links before posting

• Confirm totals before sending an invoice

• Double-check image credits before publishing

A little verification goes a long way in preventing rework later.

Step 7: Review and Update Regularly

Your business evolves — your SOPs should too.

Every few months, check if the steps are still current. Tools change, team roles shift, and what worked a year ago might not be relevant now.

Add this note to every SOP:

“Last updated: [Month, Year] | Next review: [Month, Year + 6]”

This keeps everything fresh and accurate.

What Makes a Great SOP?

A great SOP is one that people actually use.

Here’s the checklist:

✅ Short and clear. No one reads walls of text.
✅ Accessible. It’s stored where people can easily find it.
✅ Updated. Nothing’s worse than following outdated steps.
✅ User-focused. Written for the real person doing the work.

If your SOP checks all four boxes, you’re golden.

Examples of Common SOPs

Need some inspiration? Here are a few go-to SOPs that make everyday business smoother.

Submitting Expense Reports

Covers how to collect receipts, fill out the expense form, and submit on time.
Includes formats (PDF, JPEG), deadlines, and who to contact for questions.

Handling Customer Complaints

Details when and how to escalate issues, what to say to customers, and who owns the next step.
Keeps your customer service professional and consistent.

Publishing Blog Posts

Outlines everything from writing and editing to uploading and SEO checks.
Ensures your brand voice and layout stay consistent.

Approving Vendors

Lists how to submit vendor requests, attach quotes, and get approvals.
Keeps you compliant and prevents overspending.

Onboarding New Clients or Team Members

Explains step-by-step how to collect info, set up systems, and communicate expectations.
Reduces onboarding chaos and creates a smooth start.

How SOPs Help You Scale

Here’s the truth: SOPs are the foundation of business growth.

When everything runs on clear, repeatable systems, you can:

• Delegate faster.

• Onboard easier.

• Spend more time on strategy and less on fixing mistakes.

SOPs let your business run without you micromanaging every detail.
That’s freedom.

Even if you’re a solo entrepreneur working with one VA, having SOPs means you can take a day off without worrying that things will fall apart.

Final Thoughts

You don’t need to create 50 SOPs overnight.

Start small — pick one process that slows you down, document it, and share it with your team or VA.
Then watch how much smoother things run.

SOPs aren’t about perfection; they’re about clarity, confidence, and consistency.

Once you start creating them, you’ll wonder how you ever managed without them.

Let’s be real — building systems that save you time doesn’t have to be overwhelming.

If you’re ready to start setting up SOPs or want help organizing and automating your workflows, let’s chat!
Fill out the form below and I’ll personally help you map out your first SOP and system strategy.