Hey Reader,
Today I'll touch base on one of my favorite topics, and that is developing a Standard Operating Procedure (SOP). I realised how important SOPs are around 6 years ago when I started developing them for clients, so I can show them how they can navigate the backend of their website, without needing help from anyone else. Then I realised that SOPs are also very important for teams.
In every growing company, there comes a moment when talent alone isn’t enough. Teams work hard. Slack is buzzing. Decisions are being made. But somehow, the same mistakes keep repeating. Onboarding feels clunky. Key knowledge lives in someone’s head, not on paper. And leaders are left wondering why they’re still the ones answering the same questions every week. Yes, that is the chaos that creeps in without SOPs.
The Unsexy and Essential Growth Tool
Too often, SOPs are misunderstood. They’re seen as bureaucratic or unnecessary, or as something you “get to later” once you’ve scaled. But here’s the truth:
SOPs are the infrastructure that lets you scale without breaking things.
They’re not just checklists. They’re blueprints for consistency, clarity, and autonomy. The most effective teams don’t rely on memory or Slack threads. They rely on documented processes that free up time, reduce confusion, and let them move faster, with fewer mistakes. If your teams are telling you that you need structure in their processes, then maybe it is time to develop some of these.
5 Principles of Scalable SOPs
If you want your SOPs to grow with your business, they can’t just be long-winded docs collecting dust. Here’s what actually works:
- Make it human and skip the corporate jargon. Your team should feel like the SOP is written for them. Use clear, conversational language.
- Assign ownership. Every SOP needs an owner. What does that mean? It means that there needs to be someone who reviews and updates it regularly. Because outdated instructions? Might as well not exist.
- Add visuals. Words are great, but images are better. Loom walkthroughs, annotated screenshots, and step-by-step diagrams can dramatically increase clarity. Most of the people communicate visually so it is much easier for them to see, rather than just read.
- Make it findable. Even the best SOPs are useless if no one knows where they live. Store them in an easily accessible hub (Notion, Confluence, Google Drive - whatever works for you).
- Keep it modular. One SOP = one outcome. Break complex workflows into manageable, standalone docs. This makes updates easier and training smoother.
Where to Start
Let's say you want to build an SOP, but you don't know where to start or how it would look like. Here is the advice: start by documenting the repeatable tasks that slow your team down the most. Those can be support handoffs, marketing workflows, client onboarding. Capture what already works before improving it. The goal is not to document everything, but to build a system of clarity.
If you don't know how it should look - you can download my free SOP template below and go from there. And if you need any help, just send me a message.
DOWNLOAD YOUR FREE SOP TEMPLATE HERE
Inbox Allies
-> The Deliverable
A monthly newsletter for anyone involved in project operations and performance, who want sharp insights, useful resources, and community-driven answers - all in one place.
Need support creating more breathing room and structure in how you work?
I offer a Monthly Consulting Package for founders and executives who want to run their businesses more effectively - without taking on full-time ops help.
You’ll get a tailored operational audit, weekly coaching calls, and guidance on simplifying how your team works - so you can scale without burning out or slowing down.
If that sounds helpful, feel free to Book a Discovery Call today.
Until next time,
Best,
