The Power of SOPs

Why Every Business Needs Standard Operating Procedures

Running a small business often feels like juggling flaming torches while riding a unicycle. You’re answering emails, onboarding clients, managing staff, and trying to keep the books balanced, all at once. The truth is, without clear systems, things can quickly spiral into chaos. That’s where Standard Operating Procedures (SOPs) come in.

So what is an SOP?

A Standard Operating Procedure (SOP) is a clear, step‑by‑step guide that outlines exactly how a specific task or process should be carried out in your business. Think of it as a playbook that ensures consistency, efficiency, and quality. By documenting the “how‑to” behind everyday operations, SOPs make it easier to delegate, train staff, and keep things running smoothly and consistently even when you’re not in the room.

Why do I need them?

SOPs aren’t just corporate jargon. They’re the backbone of a business that runs smoothly, scales sustainably, and doesn’t rely on you being glued to your desk or phone 24/7.

1. SOPs Save You Time (and Sanity)

When every task has a clear, step-by-step process, you don’t waste energy reinventing the wheel. Whether it’s onboarding a new client, posting to social media, or handling invoices, SOPs mean you (and your team) know exactly what to do and how to do it, every time.

Hot tip: SOPs don’t have to be complicated. Even a simple checklist can free up hours each week.

2. SOPs Make Delegation Easier

Remember my mantra: delegation is a game-changer. But delegation only works if your team knows how to do things the way you want them done. SOPs give them that clarity. Instead of endless back-and-forth, you hand over a documented process and trust the task will be completed consistently.

3. SOPs Protect Your Business

Life happens. You might get sick, take a holiday, or decide to sell your business one day. SOPs ensure your operations don’t grind to a halt when you step away. They also make your business more attractive to potential future buyers, because documented systems show professionalism and reduce risk.

4. SOPs Improve Client Experience

Consistency builds trust. When clients receive the same polished, professional experience every time, they’re more likely to stick around and recommend you. SOPs help you deliver that reliability without burning yourself out.

5. SOPs Support Growth

Scaling a business isn’t about doing more, it’s about doing things smarter. SOPs create the foundation for automation, delegation, and expansion. They’re the invisible scaffolding that supports your next stage of growth.

Photo by Antoni Shkraba Studio

Ready to Create Your Own SOPs? Let's do it.

To help you get started, here is a list of some of the essential areas most small businesses need documented, including:

• Staff onboarding and training

• Customer service responses

• Weekly/monthly admin routines

• Client onboarding

• Social media posting

• Invoicing & payments

• Start of day and end of day procedures
  

Next, you will need to document each procedure. It's a good idea to keep the format of each SOP fairly consistent, using a template like the one below (copy and paste it, go on, that's half the work done!).

SOP Title:	e.g. Client Onboarding Process
Purpose:	Why this SOP exists and what it achieves.
Scope:	Clarify which team members or departments this SOP applies to, and any parameters for this SOP.
Frequency:	How often this SOP is used (daily, weekly, monthly, as needed).
Steps:	1. [Step one – include tools, links, or scripts if relevant] 2. [Step two] 3. [Step three] 4. [Continue until the process is complete]
Quality Checks:	What needs to be reviewed before the task is considered done, and by who?
Owner:	Who is responsible for maintaining and updating this SOP.
Last updated:	[Date]

"I don't have time for that." Yes, you do.

"It's just easier if I do it myself" was a phrase I used to tell myself often, and when the to-do list is piling up, creating SOP's can seem like a less urgent priority than everything else on the list. However, once you have SOP's it is much easier to delegate and make more time for your true priorities. SOP's will actually give you time back! If you still don't think you have the time, why not try Scribe*?

"Scribe captures your screen as you go through any process. Once you click "stop capture" it instantly generates an SOP complete with screenshots and written text that you can edit and share!" ~ Scribe

Final Thought

SOPs are about freedom. Freedom from micromanaging, freedom from overwhelm, and freedom to focus on the parts of your business that light you up. Start small, document one process this week, and watch how much easier everything becomes.

At Bek of All Trades, I help small business owners streamline their systems, set up SOPs, and feel confident running their business without the chaos. If you’re ready to get your operations in order, let’s chat.

*Full Disclosure: If you sign up for Scribe using my link, I will receive a small commission.