How to create SOPs  [episode 52]

January 30, 2024

header graphic for episode 52 How to create SOPs

Listen to How to create SOPs on: Apple Podcasts | Spotify | Google Podcasts 

Today’s episode is about how to create SOPs. I remember when someone was like “you should create SOPs for your business” and I immediately went to Google not knowing what they were talking about! Standard Operating Procedures are step-by-step instructions/processes to help with efficiency and quality control in your business.

In today’s episode, How to create SOPs, I’ll cover: 

  • What types of SOPs I recommend creating
  • Why SOPs are so important in your business
  • How to create SOPs including tips on using different formats and tools to create them 
  • Who needs SOPs

First off, what the heck is an SOP?

SOP = standard operating procedure

What does that mean? It actually very simple, it’s a written set of work instructions for a task. think step by step instructions that you and/or your employees can follow to be more efficient, reduce mistakes, and control the quality 

think of it like a flow chart. if ___ happens then I do ___. or if you’ve seen those flows where it’ll ask a question and then based on whether or not you say “yes” or “no” then you get a different answer or get put into a different flow

What types of SOPs do I recommend creating?

-failed payment

-handling refund requests

-team member onboarding

-client onboarding and off boarding

-launching an offer

-batching content like emails, podcasts, IG content

& that’s just to name a few!

pretty much anything in your business that you follow a step by step process can be turned in an SOP document AND I will say that you’d be surprised by how many things have a step by step process even when you think you don’t. Think of tasks you repeat in your business, most of them if not all of them can be systemized

for a long time I was like no every day I do something different and I approach tasks and situations differently each time but the deeper I looked I actually saw patterns and then I turned those patterns into SOPs

If you want to scale and stop wasting time and also be able to hire easier, you need SOPs. if you want to ever be able to step away from  your business and have your team handle things, you need SOPs. if you want to work less, you need SOPs.

What types of SOPs can you create? Written, Video, Flow Chart, and Checklists. I personally stick to written mainly but all of them are great it just depends on what makes the most sense for the task you are trying to situations and tasks

Checklists are great for delegating something to a team member so nothing gets skipped over

Flow charts are great if you have a few different paths and options depending on the situation (like handling failed payments or refunds)

alright now for the HOW of creating SOPs:

Step 1- create a cover page that has a title of the SOP, when it was created/updated, who’s handling the task (or exclude this if it’s just you)

Step 2- contents page that breaks down what can be found inside

Step 3- overview/summary of the task and why it’s important and any goals that you have with the task

Step 4- step by step process: this is where the flow, checklist, or written steps would come in 

note- if doing a loom video you would verbally do all of these steps

Example of a brief and not at all detailed step by step but just to give you an overview…

I could create an SOP for how I handled failed payments. 

first once the failed payment email comes in I will let my automated email system handle it

after the 3rd failed payment I will reach out to the customer and say XYZ

after the 4th failed payment the customers access to the offer will be restricted

15 days after the 4th failed attempt I will send the remaining payment balance to collections

again, that was a VERY brief and not at all detailed breakdown but I would write all of that and put it into a document so I can reference it every time there’s a failed payment or my team can

Step 5- Optional last few pages of the doc

option 1- a glossary. this could include terms, abbreviations, etc

option 2- contact list. if someone needs support with the task, who do they go to? or even contacts of the tech support team that you use

option 3- resource list. does the person doing the task need login info to a program? what other SOPs might the person need to reference?

option 4- FAQ section. if one of the 3 other options still doesn’t answer all questions you can add this in or you could use this instead of the other sections.

these optional pages are great if you have a team but could also be helpful if you don’t and you’re just doing the task if you find yourself searching for different info outside of the task itself

Step 6- update your SOP

make sure you look at the SOPs quarterly to make sure that they are still effective and relevant


-create the SOP as you are doing the task

-don’t add TOO much detail, you want it to be simple and effective. too many steps and details can lead to things getting missed and making things not efficient which is the opposite of the purpose of SOPs

-make sure you double check the SOP once it’s created to make sure that nothing is missing – if you have someone on your team then you can have them review it

-use screenshot images to help enhance the clarity of the step

Tools to use:


Flow Chart-lucidchart

Checklist and written- google doc

wheeeewww that was a LOT on SOPs and I hope it was helpful in you getting started systemizing your business and putting the steps into place the scale. you’re never too early into business to do this and you’re never to far into business to get started!!

catch ya on the next episode! 

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