How to Create a Standard Operating Procedure (SOP) That Scales Your Business

Goal: Create a Standard Operating Procedure (SOP that a team member can execute independently, without requiring your future input.

Ideal Outcome: A team member can complete the task and achieve the same outcome and quality as if you had completed the task yourself.

Why This Is Important: A well-documented SOP enables consistent execution, reduces reliance on key individuals, improves efficiency, and supports scalable team operations and revenue growth.

Where This Is Done: Google Docs or any suitable documentation platform.

When This Is Done: When a task needs to be performed more than two or three times.

Who Does This: Anyone who regularly performs the same task or process.

SOP Guidelines

• SOPs should be “off-the-street ready”, meaning a person with general job knowledge can follow them successfully.
• SOPs should be created for tasks or problems that occur more than once.
• If another SOP must be completed before starting, clearly list it as a prerequisite or requirement.
• Break the process into clear milestones, with each milestone being self-contained and having a defined result.
• Within each milestone, provide step-by-step instructions to complete it.
• Use bullet points for hierarchical information and numbered lists for sequential steps.
• SOPs should focus on the most common and critical scenarios, not every possible edge case.
• Write in the active voice. For example: “Place the file in the folder” rather than “The file should be placed in the folder.”
• Test every SOP with another person before making it available to the wider team.
• Close the SOP with a recap and confirmation of success (e.g. “Once completed, you should see…”).
• Make SOPs visual by including screenshots or GIFs to show where to click, type, drag, or select wherever possible.

Tools for Creating SOPs

• Use Google Drive or another cloud-based storage system to store and manage SOPs.
• Install CloudApp (or a similar screenshot tool) to capture images and GIFs for SOP instructions.
• Install and enable Grammarly’s Chrome extension (or an equivalent grammar checker) while editing SOPs.
• Create a dedicated email address for signing up to platforms during testing or walkthroughs.
• Use a spreadsheet, Notion page, or documentation tracker to log and manage all created SOPs.

Create SOP Outlines

• An SOP outline is a simple text document or video recording that lists the key steps of the process.
• Research the task by reviewing official documentation, videos, blog posts, or internal knowledge.
• Create the outline as a Google Doc.
• Use a consistent naming convention, for example: “SOP 001: [SOP Title]”.
• List all prerequisites required to complete the SOP (logins, access, tools, links, files, etc.).

Create an SOP Draft

• Write the SOP introduction, clearly stating:
  • The goal of the SOP
  • Prerequisites or requirements
• Add links to any supporting documents or resources required to complete the task.
• Follow the outline to build the SOP, dividing it into logical steps and sub-steps.
• Where helpful, include short introductory paragraphs to explain the purpose of a section.
• Capture screenshots and/or GIFs to visually support each major step.
• Use arrows, highlights, or annotations to clearly explain actions within images.
• Blur or hide sensitive information such as email addresses, passwords, account numbers, or API keys.
• Ensure images are large and clear enough for users to understand what is happening on screen.

Finalise Your SOP

Once the SOP draft is complete:

• Run spelling, grammar, and punctuation checks using Grammarly or a similar tool.
• Ensure terminology, formatting, and tone are consistent throughout the document.
• Simplify any complex wording or jargon that may cause confusion.
• Verify all links, URLs, data, and references for accuracy.
• Confirm that all screenshots, diagrams, and GIFs are relevant, clear, and correctly positioned.
• Gather feedback from the team members who will actually use the SOP and refine it as needed.
• Obtain final approval from a manager or team lead before publishing the SOP.