(Without Pulling Your Hair Out in the Process)
Let’s be real: SOPs (Standard Operating Procedures) aren’t exactly the sexiest part of business—but they are the unsung heroes of scaling.
Because when done right?
SOPs eliminate confusion, prevent bottlenecks, and keep your business from falling apart the second someone takes a day off.
But here’s the catch: most SOPs get written once… and then shoved in a dusty folder no one ever opens again.
So how do you create SOPs that don’t just exist—but actually get used by your team? Let’s break it down.
First, What the Heck Is an SOP?
In plain English, an SOP is a step-by-step guide for how a specific task or process should be done in your business. It’s like a recipe—follow the steps, get the same result every time.
Whether it’s “How to onboard a new client,” “How to post a blog,” or “How to create social media graphics” SOPs create clarity and consistency so your team isn’t constantly guessing (or pinging you on Slack with 12 questions).
Why Most SOPs Collect Digital Dust
Before we jump into the how, let’s talk about why most SOPs get ignored:
- They’re too long or too vague
- They live in 8 different places
- They’re outdated or written in confusing corporate-speak
- No one was trained on how or when to use them
- They’re created for the boss, not the team actually doing the work
Sound familiar? No shame. We see it all the time—and we’re here to fix it.
Step-by-Step: How to Create SOPs Your Team Will Actually Use
1. Start With Your Repeating Tasks
Don’t try to document your entire business in one weekend or you’ll end up drowning in overwhelm. Start with the tasks you or your team do regularly—things like:
- Social media scheduling
- Invoice processing
- New client onboarding
Pro tip: If you find yourself saying, “Ugh, I always have to explain this,” that’s your SOP gold.
2. Record It First, Then Write It
Instead of staring at a blank page, record yourself doing the task (use Loom, Zoom or Quicktime Player) and talk through your steps. Then transcribe it, use AI to turn it into actionable steps or hand it off to someone on your team to document.
3. Keep It Short, Sweet, and Clickable
Great SOPs are scannable. Use:
- Bullet points
- Numbered steps
- Checklists
- Screenshots or video clips
- Links to templates, docs, or tools
Avoid long paragraphs or “here’s why we do this” tangents (unless it truly adds value).
4. Add the “When” and “Who”
A solid SOP doesn’t just say how to do something—it clarifies:
- When it needs to be done (daily, weekly, after an event, etc.)
- Who is responsible for doing it
This prevents tasks from falling into the “I thought someone else was handling that” void.
5. Store Them in One Central Hub
If your SOPs live in Dropbox, Google Drive, Slack threads, sticky notes, and maybe your brain… yeah, no one’s using them.
Keep them in one dedicated space your whole team has access to—like ClickUp or a shared drive with a clear folder structure. Better yet? Use a clickable SOP database with tags or categories by department or workflow.
6. Train Your Team (and Check for Gaps)
Don’t just dump SOPs into a folder and expect magic. Walk your team through new SOPs during onboarding or in team meetings. Ask for feedback. Watch them follow it and adjust anything that’s unclear.
Your goal: zero follow-up questions.
7. Review + Refresh Quarterly
Processes evolve—your SOPs should too. Set a reminder to review and update them every quarter or when something major changes (like switching tools or adding a new offer). And make sure your team knows to update SOPs as they notice steps changing due to tech tool updates, etc.
Want SOPs That Don’t Make Your Eyes Glaze Over?
If writing and organizing SOPs sounds like your own personal hell, you’re not alone. Most founders don’t have the time—or the brain space—to do it right. That’s where we come in.
At GoDelegate, we create SOPs your team will actually follow—because we build them with your systems, not in a vacuum. We’ll map your workflows, document them clearly, and set you up with a scalable, user-friendly SOP library that works for your team now and as you grow.
