What Are SOPs? How They Can Save Your Small Business 15+ Hours a Week

If you're here, you've probably heard of Standard Operating Procedures - or maybe someone told you that you need them.

But if you’re new to small business systemising, you might not be clear on what exactly they are. I’m glad you’re here! When we own a business, we’re all so busy doing all the things. Wearing all the hats. We don’t even know where to start. We just know that we need to calm the chaos.

Well, you’re in luck today! I’m going to explain to you exactly what SOPs are. I’m going to show you how you can create them easily. And I’m going to tell you how they can help you save … wait for it … 15+ hours in your week.

Plus – I’ve got a super cool tool that helps you write step by step SOPs in seconds.

Ready? Let’s get started.

What are SOPs?

An SOP, or Standard Operating Procedure, is a detailed, step by step guide that walks you through how to perform a specific task in your business.

It’s how you make sure that every task is done consistently and correctly. And when you have effective SOPs, anyone can follow them and get the job done right.

I love to cook, so I always think of SOPs as recipes. When you’ve got a well written recipe, you can create your favourite dishes the same way each and every time.

Even better? So can anyone else. (Note to my teenagers – I’m looking at you!)

What SOPs aren't

It’s easy to get confused about what SOPs are because they’re often mixed up with other tools like checklists, templates, or even systems. Let's get a bit clearer:

SOPS aren’t checklists.

A checklist is a list of items or tasks that need to be completed, usually without much detail. Think of an end of day closing checklist for a coffee shop: clean the coffee machine, wipe down the counters, turn off the lights. It’s a quick way to make sure nothing gets missed.  

Checklists are a handy addition to SOPs, by the way!

SOPS aren’t templates.

Templates are pre-formatted documents that are good as a starting point but don’t provide specific instructions. Think email templates or invoice templates.  

Templates are another great addition to SOPs. 

SOPS aren’t process maps or workflow maps.

Process maps are visual representations that show the flow of a process but don’t have the step by step details needed to get the job done.  

SOPS aren’t processes.

Processes are the roadmap of all the tasks that need to be done to get a job done. It's a series of steps you follow to get a result that you want. Processes can cross over between departments or team members.  

For example, in a retail business, the process for customer returns might include:

• Checking the order to make sure it fits the returns policy.
• Finding out if the product has been used.
• Refunding the customer’s credit card.

The SOP for refunding a credit card would include the exact step-by-step instructions for completing that single task.

SOPs aren’t systems.

A system is a collection of processes that work together to achieve a business goal. For example, your marketing system might include:

• Your process for email marketing.
• Your process for social media marketing.
• Your process for publishing blog content.

To make it super clear:

• A system includes multiple processes.
• A process includes multiple tasks.
• An SOP is the detailed guide for completing one specific task.

Want to know more about the difference between SOPs, Processes and Systems? You'll find all you need to know here. 

Why do you need SOPs?

The main benefit of SOPs is that they help you build a business that’s process dependent rather than people dependent. Here’s what that means:

People Dependent: Your business relies on specific people who hold all the business knowledge in their heads. If they’re not around, everything grinds to a halt. And if you’re the specific person your business relies on, you can never really step away from the business.

Process Dependent: Your business runs on documented procedures. Anyone can step in and get jobs done. No disruption, because they’ve got easy to follow instructions for everything.

When you’ve got SOPs, your business no longer relies on specific people. Your business becomes much more resilient, and it’s way easier to scale.

Want to know what else happens when you have documented SOPs?

• Save Time: Streamline tasks so you don’t waste time figuring out how to do things, or deciding on what to do next. 
• Consistency: SOPs keep your work quality high because your team knows exactly how to do things.
• Delegation Is Easier: With clear instructions, it’s so much easier to delegate tasks to your team. And you know that the job will get done right, every time.
• Fewer Mistakes: SOPs give your team clear guidelines, so errors are less likely.
• Training is Easier: New team members can get up to speed quickly because you've already got procedures.
• You Can Focus on Growth: Free up your time and energy for strategic activities that drive business growth while your team takes care of the day to day.
• Get Your Life Back: When the day to day is taken care of, you can spend more time with your family, friends, and even take holidays without worrying about work.

And the very best part of having SOPs? You’re building a business that doesn’t depend on you - a resilient, scalable asset you can sell when the time is right.

How to Write an SOP

Writing SOPs doesn’t have to be overwhelming. Here’s a simple process to get started:

1. Record Yourself Doing the Task
   Use a screen recorder or your phone to capture yourself completing the task. This makes it easy to document all the steps and details.
2. Break It Down Into Steps
   Watch the recording and list out the steps in a logical, easy-to-follow order. Make sure each step is clear and actionable.
3. Include Key Details
   For every SOP, include the following:
   • A clear, action-based title.
   • A brief description of the task and the desired outcome.
   • Why the task is important and where it fits into the bigger picture.
   • Who is responsible for completing the task.
   • When the task needs to be done.
   • The exact steps to complete the task.
   • Any tools, templates, or links to relevant SOPs.
   • Space for notes and FAQs.

Use the SOP Bot
Want to save even more time? My SOPs Made Simple Bot helps you turn recordings into detailed SOPs in seconds. Just upload your transcript, and it does the heavy lifting for you!

Best Practices for Creating SOPs

Once you’ve written your SOPs, keep these tips in mind to ensure your team actually uses them:

• Make Them Clear and Simple
  Use plain language and avoid jargon. The goal is to make your SOPs easy for anyone to follow—even if they’re new to the task.
• Store Them in an Accessible Location
  Choose a tool like Google Drive, Dropbox, or OneNote so your team can access the latest version anytime, anywhere. No more outdated paper manuals!
• Keep Them Up-to-Date
  Schedule regular reviews (at least once a year) to ensure your SOPs reflect current practices. Update them whenever processes change.
• Involve Your Team
  The person actually doing the task should write or review the SOP. They know the details best and can make sure the instructions are accurate.

FAQs about SOPs

1. Where do I even start with creating SOPs?

Start with the tasks you do most often or where mistakes frequently happen. Focus on areas that would benefit the most from consistency.

2. How detailed should my SOPs be?

Include enough detail so that someone with the right level of skill can follow it. Aim for clarity but avoid overwhelming with unnecessary information.

3. Do I need SOPs for every task?

No, focus on routine tasks that are critical to your business operations. Start with key processes, then expand as needed.

4. How often should I update my SOPs?

Review them regularly, at least annually, or whenever there’s a change in your process. Make sure they reflect current practices.

5. How do I ensure my team actually follows the SOPs?

Involve your team in the creation process and make sure they understand the value of SOPs. Regularly review and discuss SOPs during team meetings.

Final thoughts

I hope you’ve got a clear idea of what exactly standard operating procedures are now.

I first launched Profit People Systems because I remember how hard it was for me to get started systemising my product based business. And because of the massive difference it made to my life once I did!

Do you still have questions? No shame in that! You can contact me here or find me on socials: Instagram, Facebook, LinkedIn. I'd love to answer your systemising questions!

Ready to get started creating SOPs in your business? 

To help you get started, I've got a couple of great resources.

FREEBIE: download my SOP Recipe Guide. I've designed this to help make documenting your processes simple and effective, so you can create the systems your business needs. Then you can hand over tasks, knowing that everything will get done exactly the way you want. Grab the guide here - it's what I use with my clients and with my own team. 

Even better, for just $11 you can grab my SOPs Made Simple bot. Using the power of AI, you can create SOPs with zero effort. You record yourself doing a task, and in seconds, you can create a step by step system your team (or future team) can follow to get the job done exactly the way you would. You also get a 10 page guide to show you exactly how to use it. No tech skills or systemising experience needed, promise!