March 27, 2025 • 22 mins
Episode #128: SOPs Made Simple: How to Organize and Automate Your Business Operations
Let’s be honest… “create SOPs” probably isn’t the task you’re most excited to check off your to-do list. But if you’ve ever wished you could clone yourself or hand off work without explaining it a million times… this episode is for you.
Whether you’re a solopreneur wearing all the hats or you’ve got a small team already, clear and usable SOPs (Standard Operating Procedures) are the secret to saving time, delegating with confidence, and building a business that runs smoothly, even when you’re offline.
In this episode of Tech Savvy 101: AI & Automation Made Simple, I’m sharing a simple, non-boring, actually-helpful approach to documenting your business systems… without drowning in corporate jargon or complicated templates.
You’ll learn exactly how to start creating SOPs that save time now and make scaling way easier later.
IN THIS EPISODE, I COVER:
➔ What SOPs really are (and why they matter even if you don’t have a team yet)
➔ A simple 5-part structure for creating process guides that are actually useful
➔ Tools, tips, and best practices for building your SOP library without overwhelm
RESOURCES MENTIONED:
📌 Loom (for screen recording)
📌 Google Drive
📌 ClickUp, Asana, or Notion for project management + SOP storage
📌 Join the Waitlist for AI Evergreen Content Machine
⏱️ TIMESTAMPS:
02:26 – Why SOPs Matter for Your Business
05:22 – Understanding SOPs: What They Are and Aren’t
08:45 – Structuring Effective SOPs
12:48 – Storing and Accessing Your SOPs
15:32 – Creating Your First SOP
18:25 – Common Mistakes to Avoid
21:06 – Conclusion and Final Thoughts
📲 Send us a text! Let us know what AI + Automation Topics you want to learn about next!
LET'S CONNECT
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🖥️ Website
💻 Facebook Group
SUBSCRIBE & REVIEW
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Sarah Baker (00:48):
Hey there.
Welcome back to Tech Savvy 101: AI Automation Made Simple. (00:49):
undefined
I'm your host, Sarah Baker, yourtech savvy bestie, who's here to
help you simplify your business,embrace automation, and save
hours every week.
Today we're diving intosomething that might make you
wanna hit the skip button,creating standard operating
procedures for your business.
(01:09):
I know, I know SOPs sound aboutas exciting as watching paint
dry.
Stay with me because thisepisode could literally save you
hundreds of hours and thousandsof dollars in the coming year.
Here's the truth (01:24):
most entrepreneurs avoid documenting
their processes until they'realready drowning in work and
desperately trying to hire help.
But by that point, you have notime to train anyone properly.
So you end up with a team thatcan't perform to your standards,
creating more work, morefrustration, and you're stuck in
(01:46):
a vicious cycle.
But what if I told you that bycreating SOPs now, you'd be
saving future you so much painand suffering.
SOPs do not have to becomplicated, time consuming or
boring.
What if I showed you how todocument your processes in a way
that actually makes your workeasier and faster before you
(02:10):
even need to hire anyone?
That is exactly what we'recovering today.
A simple, actionable approach tocreating SOPs that will save you
time now and make delegationseamless later.
Let's dive in.
First, let's address theelephant in the room.
Why should you care about SOPsif you don't even have a team
(02:34):
yet?
I hear this question all thetime, and I get it.
When you're wearing all the hatsin your business, documenting
processes can feel like just onemore thing on your never ending
to-do list.
But here's why you should startdoing it now.
First, when you do finally hirehelp, you'll be doing it because
(02:54):
you're already maxed out anddesperately in need of support.
Trust me, this is the absoluteworst time to start documenting
your processes.
You won't have the time or themental bandwidth to do it well,
and your new team member will beleft guessing how to meet your
expectations.
This is setting yourself up forfailure.
(03:17):
According to a study byWorkamajig, businesses with
documented processes, experience20% to 30% higher profitability
than those without standardizedprocedures.
That is a significantdifference.
That directly impacts yourbottom line.
Second, SOPs aren't just foryour future team, they're for
(03:39):
you.
When you document a process,you're essentially creating a
template for that task.
This makes you faster and moreconsistent every time you repeat
that task.
Think about how many timesyou've reinvented the wheel by
trying to remember the steps forsomething that you do regularly,
like onboarding a new client orpublishing a podcast episode, or
(04:01):
even something as simple as.
Creating a social media post.
Third, the act of documentingyour processes often reveals
inefficiencies and opportunitiesfor automation.
When you break down exactly whatyou're doing step by step,
you're going to frequently havethose, wait, why am I doing it
this way?
(04:22):
moments that lead to significantimprovements.
Research from the ProcessExcellence Network found that
businesses that regularly reviewand document their processes
identify an average of 10improvement opportunities per
documented procedure.
That's a lot of potentialefficiency gains just waiting to
(04:43):
be discovered.
And finally, SOPs createconsistency in your client
experience.
Whether you're a coach or aservice provider or a course
creator, your clients deservethe same high quality experience
every time they interact withyour business.
SOPs ensure that happens,whether it's you or a team
(05:04):
member delivering the service.
So to sum it up (05:06):
creating SOPs now will save you time
immediately, make eventualdelegation seamless and reveal
opportunities for improvement.
They will also ensure aconsistent experience for your
clients.
So let's demystify SOPs.
What are they and what are theynot?
(05:29):
Let's clear up all thatconfusion.
First off, SOP stands forstandard operating procedure,
but I actually prefer to justcall them how to guides or
process guides because it feelsway less intimidating.
So what is an SOP?
Really, it's simply a documentedprocess for completing a
specific task or workflow inyour business.
(05:51):
Think of it as instructions thatanyone with the right skills
could follow to get the job donecorrectly.
What an SOP is not is a complexcorporate document with endless
jargon and bureaucracy.
It doesn't need to be fancy, andit doesn't need to be perfect.
The best SOPs are just clear,concise, and actually freaking
(06:13):
useful.
According to a survey byAtlassian, teams with clear
accessible documentation, spend60% less time onboarding new
team members and 35% less timeanswering repetitive questions.
That alone is a huge timesavings that allows you to focus
(06:34):
on growth.
Instead of constantly explainingthe same processes.
At its core, an effective SOPshould answer these questions.
What are we trying to accomplishwith this process?
What resources do we need tocomplete it?
What are the step-by-stepinstructions to do it right?
And how do we know that it'sdone correctly?
(06:57):
That's it.
No corporate jargon, nounnecessary complexity.
So, if you got sick, you were inthe hospital and you had to pull
someone in to keep your businessrunning, to keep the lights on,
could you do that?
Could you bring someone intomorrow?
(07:17):
Would they be able to run yourbusiness?
Would they be able to figure outhow to log into your software?
Would they be able to figure outhow to post on your social
media?
Would they be able to figure outhow to run your payroll?
If not, you need SOPs for thosethings.
Let's look at some examples ofprocesses that you might want to
document, starting with the onesI just mentioned: how to onboard
(07:39):
a new client, how to publish andpromote a blog post, how to
prepare and send your weeklynewsletter, how to reconcile
your business finances eachmonth.
How to respond to customersupport inquiries.
These are all recurring tasksthat follow a consistent
process.
By documenting them, you ensurethat they're done the same way
(08:01):
every time.
Whether it's you or someone elsedoing the work.
These are all examples of greattasks, if you don't already have
a VA, if you get to the pointwhere you are overwhelmed and
you are ready to bring someoneon, whether it's a full-time
team member or a VA, if you'vealready documented these, then
bringing on some help isseamless because you can send
(08:24):
them these SOPs and say, okay,I'd like you to take over
sending my weekly newsletter.
Here's how I do it.
Posting and promoting the blogposts.
Here's how I do it.
And then you know that thestandard of that work will be
done to the level that you liketo have it done because you've
already documented the way thatyou do it.
(08:46):
Now let's talk about how tostructure your SOPs so they're
actually useful.
I recommend using a consistentfive-part framework for every
process guide.
Part one is overview.
Start with a brief overview thatexplains what this process is
for.
This should be just one to twosentences that clearly state the
purpose.
For example (09:06):
this guide explains how we onboard new coaching
clients from sign contract tofirst session.
Part two (09:12):
links and resources.
Next, include any links, logins,or resources needed to complete
the process.
This should feel.
Self-explanatory.
This might include links to yourproject management tool, email
templates, client forms, or anyother relevant resources.
The goal here is to puteverything the person needs in
(09:34):
one place so they're not huntingfor information.
It also makes it so that they'renot constantly bothering you.
If you are bringing in a VA,they shouldn't have to
constantly be pinging you onSlack or Messenger to say, Hey,
I can't find, I can't find, Ican't find.
They should be able to go to onecentral place, whether it's your
(09:57):
project management tool or aGoogle Drive or in a Google Doc,
and find all the resources theyneed to successfully complete
the project independently.
Next up is a video tutorial,part three.
I am a huge advocate forincluding a screen recording of
the process.
This should be so simple for youto do.
(10:18):
You can use a tool like Loom tomake it super easy and literally
just record yourself completingthe task once.
Talk through what you're doingas you go.
So next time you do this task,open up loom and just narrate
what you're doing.
This is super helpful for peoplewho are visual learners, and it
(10:39):
can also make sure that youcapture all the little nuances
of the task that writteninstructions might miss.
Research from the Social ScienceResearch Network shows that 65%
of people are visual learners,meaning they retain information
better when it's presentedvisually.
So by including video tutorialsin your SOPs, you're catering to
(11:01):
the majority learning stylepreference.
Part four is step-by-stepinstructions.
Now comes the actualstep-by-step breakdown.
Be as detailed as possible here.
Instead of saying send welcomeemail, provide the exact
template, explain how topersonalize it and note when it
should be sent.
Don't assume knowledge.
(11:22):
Be explicit about every actionthat needs to be taken.
And part five is the qualitychecklist.
Finally include a checklist toensure quality and consistency.
This might include things likeclient's name is spelled
correctly in all communications,or all dates in the calendar
invites match the contract.
This checklist should serve as afinal verification before
(11:44):
considering the task complete.
Remember a lot of the details,especially if you are a
solopreneur, live inside yourhead.
Don't assume if you are bringingon a VA or a team member, that
they can read your mind.
You need to get all of thatinformation out of your head and
into the SOP.
According to a study publishedby The Hartford Business Review,
(12:07):
teams that use checklists see a74% reduction in errors and a
47% increase in consistencyacross deliverables.
It is a very simple additionthat dramatically improves
outcomes, so this five partframework ensures your SOPs are
comprehensive without beingoverwhelming.
(12:28):
And the best part, you don'thave to create all five parts at
once.
You can start with justrecording yourself, doing the
task, and then build out therest over time.
So don't feel overwhelmed likeyou need to all of a sudden
create SOPs for every taskinside your business.
Just gradually start creatingthem.
(12:48):
So next up we're going to talkabout where do you store your
SOPs, and why does this matter?
Because where you store them isjust as important as how you
create them.
You want to create a systemthat's accessible, searchable,
and easy to update.
There are three main approachesthat I recommend.
Option#1 is using a documentstorage system.
You can use tools like GoogleDrive or Dropbox to store your
(13:11):
SOPs as documents.
This works well if your team isalready comfortable with these
platforms and if your SOPs don'tneed to be tightly integrated
with your project managementsystem.
For example, in Google Drive,you might have a folder called
Standard Operating Procedureswith sub folders for different
areas of your business, likeclient onboarding, content
creation, and finance.
(13:33):
Each process would be its ownGoogle Doc.
Option#2 would be a projectmanagement system.
Alternatively, you can buildyour SOPs directly in your
project management tool likeAsana, clickup, or Notion.
This has the advantage ofkeeping your processes right
where the work happens.
In notion, for example, youmight have a dedicated SOP
(13:55):
database with templates andproperties that make it easy to
organize and find the rightprocess where you need it.
Option#3 is task templates.
For processes that are primarilytask-based, you might choose to
create task templates in yourproject management system.
For example, client onboardingmight be a template project in
(14:15):
Asana that automatically createsall the necessary tasks in the
right order when applied.
The key here is to make sureyour task templates include
detailed descriptions of how tocomplete each task, not just
what needs to be done.
A task that says, send welcomeemail isn't enough.
The description needs to explainexactly how to personalize and
(14:37):
send that email.
A survey by Project ManagementInstitute found that
organizations with standardizedprocesses that are easily
accessible in their existingtools see 28% higher project
success rates than those withfragmented documentation
systems.
The integration of your SOPswith your workflow tools matters
(14:58):
significantly.
Whichever option you choose, themost important factors are
accessibility (15:02):
can everyone who needs those SOPs easily access
them?
Searchability (15:08):
can people quickly find the SOP they need?
Update-ability (15:12):
how easy is it to update those SOPs when
processes change?
And multimedia support (15:18):
can you embed videos, images, and links?
There is no one size fits allanswer here.
Choose the system that worksbest for how you and your team
think and work.
Now let's talk about how toactually create your first SOP
without getting overwhelmed.
The secret is to documentprocesses as you do them, not as
(15:42):
a separate project.
This should not feel like you'readding another item to your
to-do list.
Here's my step-by-step approach.
Step one is identify a recurringprocess.
Start with something you doregularly that follows a
consistent process.
This could be client onboarding,content publishing, email
(16:02):
marketing.
These are all great places tostart because they typically
involve multiple steps and aredone frequently.
Step two is record yourselfdoing it.
The next time you perform thistask, simply record your screen
using a tool like Loom.
Talk through what you're doingas you go.
Explain why you're takingcertain steps and any nuances
(16:23):
that might not be obvious.
This just became the videotutorial part of your SOP Great
job.
Step three is create your basicstructure.
Set up a document or page withinthe five part framework that we
discussed earlier.
Overview links and resources,video tutorial, step-by-step
instructions and qualitychecklist.
(16:44):
Drop the link to your video intothe appropriate section.
Step four is to outline thesteps while they're fresh.
Immediately after recording,just jot down the main steps
that you followed.
Don't worry about being superdetailed yet.
Just get the framework downwhile it's fresh and in your
mind.
And step five is to flesh outthe details over time as you
perform the task again, or havea few spare minutes.
(17:07):
Add more details to your SOP.
Include screenshots or exacttemplates and more specific
instructions.
This doesn't have to all happenat once.
A study by Gallup found that theincremental approach to process
documentation is 62% more likelyto result in SOPs that are
actually used and maintainedcompared to intensive
(17:27):
documentation projects.
Don't let it overwhelm you.
Small consistent efforts beatmassive documentation overhauls
every time.
The key is to make this aniterative process, not a massive
project.
Add to it over time.
Document as you go, and your SOPlibrary will grow naturally over
(17:48):
time.
I also recommend prioritizingyour SOPs based off of
frequency.
How often do you perform thistask?
Complexity.
How many steps or decisions areinvolved?
Importance.
How critical is this process toyour business?
And delegation potential.
If this is something you thinkyou're going to wanna hand off
(18:10):
soon.
Then this is one that needs anSOP Sooner than later.
Focus on creating SOPs for highfrequency, high importance tasks
first.
These will give you the biggestreturn on in your time
investment.
Now, before we wrap up, let'stalk about some common mistakes
that I see entrepreneurs makewhen creating SOPs.
(18:31):
The first mistake is making themtoo vague.
Vague SOPs lead to inconsistentresults.
Make sure you're being specificabout exactly what needs to
happen at each step.
Don't say, create graphics forthe blog post.
Specify what the dimensions are,what style, what text should be
included, where to find thebrand assets and where to save
(18:54):
the finished files.
A study by the QualityManagement Journal found that
SOPs with very specificmeasurable instructions, reduced
error rates by 93% compared togeneralized procedures.
Specificity pays off inaccuracy.
Mistake#2 is assuming knowledge.
(19:16):
When we are the experts atsomething, we often skip over
details that seem obvious to us,but might not be to someone
else.
Try to approach your SOPs as ifthe person following them has
the necessary skills, but nocontext about your specific
business processes.
(19:37):
Mistake#3 is not includingexamples.
Examples, bring clarity to yourinstructions, include
screenshots, templates, andsamples whenever possible to
show what good looks like.
Mistake#4 is making them torigid.
While consistency is important,your SOPs should allow for
appropriate decision making andcreativity.
(20:00):
Make it clear which elements areflexible and which must be
followed exactly.
And mistake#5 is creating themand forgetting them.
Processes evolve and your SOPsshould too.
Make sure that you scheduleregular reviews of your most
important processes to ensurethat they still reflect your
current best practices.
(20:21):
McKinsey and company reportsthat businesses that review and
update their processes quarterlysee a 27% improvement in
operational efficiency comparedto those that update annually or
even less frequently.
Regular reviews aren't just goodpractice.
They're actually good business.
And I'm gonna throw in a bonusmistake here, and that's over
(20:43):
complicating.
Some entrepreneurs make theirSOPs so complex that no one
wants to use them.
Remember, the goal is clarityand usability, not documentation
just for the sake ofdocumentation.
By avoiding these mistakes,you're gonna create SOPs that
actually get used and deliverthe consistency that your
(21:04):
business needs.
Creating effective SOPs mightnot be the most sexy part of
running your business, but it'sone of the most impactful in
investments that you can make inyour future growth and your own
sanity.
According to research byAberdeen Group, businesses with
standardized processes growrevenue 18% faster and are 15%
(21:26):
more profitable than businesseswithout documented procedures.
That my friend, is the power ofconsistency and efficiency at
work.
Thanks so much for tuning in totoday's episode of Tech Savvy
101.
If you found this helpful, I'dlove it if you could subscribe
and leave a review.
It helps other tech curiousentrepreneurs find the show.
I'll see you really soon.
Hey there.
Welcome back to Tech Savvy 101: AI Automation Made Simple. (00:49):
undefined
I'm your host, Sarah Baker, yourtech savvy bestie, who's here to
help you simplify your business,embrace automation, and save
hours every week.
Today we're diving intosomething that might make you
wanna hit the skip button,creating standard operating
procedures for your business.
(01:09):
I know, I know SOPs sound aboutas exciting as watching paint
dry.
Stay with me because thisepisode could literally save you
hundreds of hours and thousandsof dollars in the coming year.
Here's the truth (01:24):
most entrepreneurs avoid documenting
their processes until they'realready drowning in work and
desperately trying to hire help.
But by that point, you have notime to train anyone properly.
So you end up with a team thatcan't perform to your standards,
creating more work, morefrustration, and you're stuck in
(01:46):
a vicious cycle.
But what if I told you that bycreating SOPs now, you'd be
saving future you so much painand suffering.
SOPs do not have to becomplicated, time consuming or
boring.
What if I showed you how todocument your processes in a way
that actually makes your workeasier and faster before you
(02:10):
even need to hire anyone?
That is exactly what we'recovering today.
A simple, actionable approach tocreating SOPs that will save you
time now and make delegationseamless later.
Let's dive in.
First, let's address theelephant in the room.
Why should you care about SOPsif you don't even have a team
(02:34):
yet?
I hear this question all thetime, and I get it.
When you're wearing all the hatsin your business, documenting
processes can feel like just onemore thing on your never ending
to-do list.
But here's why you should startdoing it now.
First, when you do finally hirehelp, you'll be doing it because
(02:54):
you're already maxed out anddesperately in need of support.
Trust me, this is the absoluteworst time to start documenting
your processes.
You won't have the time or themental bandwidth to do it well,
and your new team member will beleft guessing how to meet your
expectations.
This is setting yourself up forfailure.
(03:17):
According to a study byWorkamajig, businesses with
documented processes, experience20% to 30% higher profitability
than those without standardizedprocedures.
That is a significantdifference.
That directly impacts yourbottom line.
Second, SOPs aren't just foryour future team, they're for
(03:39):
you.
When you document a process,you're essentially creating a
template for that task.
This makes you faster and moreconsistent every time you repeat
that task.
Think about how many timesyou've reinvented the wheel by
trying to remember the steps forsomething that you do regularly,
like onboarding a new client orpublishing a podcast episode, or
(04:01):
even something as simple as.
Creating a social media post.
Third, the act of documentingyour processes often reveals
inefficiencies and opportunitiesfor automation.
When you break down exactly whatyou're doing step by step,
you're going to frequently havethose, wait, why am I doing it
this way?
(04:22):
moments that lead to significantimprovements.
Research from the ProcessExcellence Network found that
businesses that regularly reviewand document their processes
identify an average of 10improvement opportunities per
documented procedure.
That's a lot of potentialefficiency gains just waiting to
(04:43):
be discovered.
And finally, SOPs createconsistency in your client
experience.
Whether you're a coach or aservice provider or a course
creator, your clients deservethe same high quality experience
every time they interact withyour business.
SOPs ensure that happens,whether it's you or a team
(05:04):
member delivering the service.
So to sum it up (05:06):
creating SOPs now will save you time
immediately, make eventualdelegation seamless and reveal
opportunities for improvement.
They will also ensure aconsistent experience for your
clients.
So let's demystify SOPs.
What are they and what are theynot?
(05:29):
Let's clear up all thatconfusion.
First off, SOP stands forstandard operating procedure,
but I actually prefer to justcall them how to guides or
process guides because it feelsway less intimidating.
So what is an SOP?
Really, it's simply a documentedprocess for completing a
specific task or workflow inyour business.
(05:51):
Think of it as instructions thatanyone with the right skills
could follow to get the job donecorrectly.
What an SOP is not is a complexcorporate document with endless
jargon and bureaucracy.
It doesn't need to be fancy, andit doesn't need to be perfect.
The best SOPs are just clear,concise, and actually freaking
(06:13):
useful.
According to a survey byAtlassian, teams with clear
accessible documentation, spend60% less time onboarding new
team members and 35% less timeanswering repetitive questions.
That alone is a huge timesavings that allows you to focus
(06:34):
on growth.
Instead of constantly explainingthe same processes.
At its core, an effective SOPshould answer these questions.
What are we trying to accomplishwith this process?
What resources do we need tocomplete it?
What are the step-by-stepinstructions to do it right?
And how do we know that it'sdone correctly?
(06:57):
That's it.
No corporate jargon, nounnecessary complexity.
So, if you got sick, you were inthe hospital and you had to pull
someone in to keep your businessrunning, to keep the lights on,
could you do that?
Could you bring someone intomorrow?
(07:17):
Would they be able to run yourbusiness?
Would they be able to figure outhow to log into your software?
Would they be able to figure outhow to post on your social
media?
Would they be able to figure outhow to run your payroll?
If not, you need SOPs for thosethings.
Let's look at some examples ofprocesses that you might want to
document, starting with the onesI just mentioned: how to onboard
(07:39):
a new client, how to publish andpromote a blog post, how to
prepare and send your weeklynewsletter, how to reconcile
your business finances eachmonth.
How to respond to customersupport inquiries.
These are all recurring tasksthat follow a consistent
process.
By documenting them, you ensurethat they're done the same way
(08:01):
every time.
Whether it's you or someone elsedoing the work.
These are all examples of greattasks, if you don't already have
a VA, if you get to the pointwhere you are overwhelmed and
you are ready to bring someoneon, whether it's a full-time
team member or a VA, if you'vealready documented these, then
bringing on some help isseamless because you can send
(08:24):
them these SOPs and say, okay,I'd like you to take over
sending my weekly newsletter.
Here's how I do it.
Posting and promoting the blogposts.
Here's how I do it.
And then you know that thestandard of that work will be
done to the level that you liketo have it done because you've
already documented the way thatyou do it.
(08:46):
Now let's talk about how tostructure your SOPs so they're
actually useful.
I recommend using a consistentfive-part framework for every
process guide.
Part one is overview.
Start with a brief overview thatexplains what this process is
for.
This should be just one to twosentences that clearly state the
purpose.
For example (09:06):
this guide explains how we onboard new coaching
clients from sign contract tofirst session.
Part two (09:12):
links and resources.
Next, include any links, logins,or resources needed to complete
the process.
This should feel.
Self-explanatory.
This might include links to yourproject management tool, email
templates, client forms, or anyother relevant resources.
The goal here is to puteverything the person needs in
(09:34):
one place so they're not huntingfor information.
It also makes it so that they'renot constantly bothering you.
If you are bringing in a VA,they shouldn't have to
constantly be pinging you onSlack or Messenger to say, Hey,
I can't find, I can't find, Ican't find.
They should be able to go to onecentral place, whether it's your
(09:57):
project management tool or aGoogle Drive or in a Google Doc,
and find all the resources theyneed to successfully complete
the project independently.
Next up is a video tutorial,part three.
I am a huge advocate forincluding a screen recording of
the process.
This should be so simple for youto do.
(10:18):
You can use a tool like Loom tomake it super easy and literally
just record yourself completingthe task once.
Talk through what you're doingas you go.
So next time you do this task,open up loom and just narrate
what you're doing.
This is super helpful for peoplewho are visual learners, and it
(10:39):
can also make sure that youcapture all the little nuances
of the task that writteninstructions might miss.
Research from the Social ScienceResearch Network shows that 65%
of people are visual learners,meaning they retain information
better when it's presentedvisually.
So by including video tutorialsin your SOPs, you're catering to
(11:01):
the majority learning stylepreference.
Part four is step-by-stepinstructions.
Now comes the actualstep-by-step breakdown.
Be as detailed as possible here.
Instead of saying send welcomeemail, provide the exact
template, explain how topersonalize it and note when it
should be sent.
Don't assume knowledge.
(11:22):
Be explicit about every actionthat needs to be taken.
And part five is the qualitychecklist.
Finally include a checklist toensure quality and consistency.
This might include things likeclient's name is spelled
correctly in all communications,or all dates in the calendar
invites match the contract.
This checklist should serve as afinal verification before
(11:44):
considering the task complete.
Remember a lot of the details,especially if you are a
solopreneur, live inside yourhead.
Don't assume if you are bringingon a VA or a team member, that
they can read your mind.
You need to get all of thatinformation out of your head and
into the SOP.
According to a study publishedby The Hartford Business Review,
(12:07):
teams that use checklists see a74% reduction in errors and a
47% increase in consistencyacross deliverables.
It is a very simple additionthat dramatically improves
outcomes, so this five partframework ensures your SOPs are
comprehensive without beingoverwhelming.
(12:28):
And the best part, you don'thave to create all five parts at
once.
You can start with justrecording yourself, doing the
task, and then build out therest over time.
So don't feel overwhelmed likeyou need to all of a sudden
create SOPs for every taskinside your business.
Just gradually start creatingthem.
(12:48):
So next up we're going to talkabout where do you store your
SOPs, and why does this matter?
Because where you store them isjust as important as how you
create them.
You want to create a systemthat's accessible, searchable,
and easy to update.
There are three main approachesthat I recommend.
Option#1 is using a documentstorage system.
You can use tools like GoogleDrive or Dropbox to store your
(13:11):
SOPs as documents.
This works well if your team isalready comfortable with these
platforms and if your SOPs don'tneed to be tightly integrated
with your project managementsystem.
For example, in Google Drive,you might have a folder called
Standard Operating Procedureswith sub folders for different
areas of your business, likeclient onboarding, content
creation, and finance.
(13:33):
Each process would be its ownGoogle Doc.
Option#2 would be a projectmanagement system.
Alternatively, you can buildyour SOPs directly in your
project management tool likeAsana, clickup, or Notion.
This has the advantage ofkeeping your processes right
where the work happens.
In notion, for example, youmight have a dedicated SOP
(13:55):
database with templates andproperties that make it easy to
organize and find the rightprocess where you need it.
Option#3 is task templates.
For processes that are primarilytask-based, you might choose to
create task templates in yourproject management system.
For example, client onboardingmight be a template project in
(14:15):
Asana that automatically createsall the necessary tasks in the
right order when applied.
The key here is to make sureyour task templates include
detailed descriptions of how tocomplete each task, not just
what needs to be done.
A task that says, send welcomeemail isn't enough.
The description needs to explainexactly how to personalize and
(14:37):
send that email.
A survey by Project ManagementInstitute found that
organizations with standardizedprocesses that are easily
accessible in their existingtools see 28% higher project
success rates than those withfragmented documentation
systems.
The integration of your SOPswith your workflow tools matters
(14:58):
significantly.
Whichever option you choose, themost important factors are
accessibility (15:02):
can everyone who needs those SOPs easily access
them?
Searchability (15:08):
can people quickly find the SOP they need?
Update-ability (15:12):
how easy is it to update those SOPs when
processes change?
And multimedia support (15:18):
can you embed videos, images, and links?
There is no one size fits allanswer here.
Choose the system that worksbest for how you and your team
think and work.
Now let's talk about how toactually create your first SOP
without getting overwhelmed.
The secret is to documentprocesses as you do them, not as
(15:42):
a separate project.
This should not feel like you'readding another item to your
to-do list.
Here's my step-by-step approach.
Step one is identify a recurringprocess.
Start with something you doregularly that follows a
consistent process.
This could be client onboarding,content publishing, email
(16:02):
marketing.
These are all great places tostart because they typically
involve multiple steps and aredone frequently.
Step two is record yourselfdoing it.
The next time you perform thistask, simply record your screen
using a tool like Loom.
Talk through what you're doingas you go.
Explain why you're takingcertain steps and any nuances
(16:23):
that might not be obvious.
This just became the videotutorial part of your SOP Great
job.
Step three is create your basicstructure.
Set up a document or page withinthe five part framework that we
discussed earlier.
Overview links and resources,video tutorial, step-by-step
instructions and qualitychecklist.
(16:44):
Drop the link to your video intothe appropriate section.
Step four is to outline thesteps while they're fresh.
Immediately after recording,just jot down the main steps
that you followed.
Don't worry about being superdetailed yet.
Just get the framework downwhile it's fresh and in your
mind.
And step five is to flesh outthe details over time as you
perform the task again, or havea few spare minutes.
(17:07):
Add more details to your SOP.
Include screenshots or exacttemplates and more specific
instructions.
This doesn't have to all happenat once.
A study by Gallup found that theincremental approach to process
documentation is 62% more likelyto result in SOPs that are
actually used and maintainedcompared to intensive
(17:27):
documentation projects.
Don't let it overwhelm you.
Small consistent efforts beatmassive documentation overhauls
every time.
The key is to make this aniterative process, not a massive
project.
Add to it over time.
Document as you go, and your SOPlibrary will grow naturally over
(17:48):
time.
I also recommend prioritizingyour SOPs based off of
frequency.
How often do you perform thistask?
Complexity.
How many steps or decisions areinvolved?
Importance.
How critical is this process toyour business?
And delegation potential.
If this is something you thinkyou're going to wanna hand off
(18:10):
soon.
Then this is one that needs anSOP Sooner than later.
Focus on creating SOPs for highfrequency, high importance tasks
first.
These will give you the biggestreturn on in your time
investment.
Now, before we wrap up, let'stalk about some common mistakes
that I see entrepreneurs makewhen creating SOPs.
(18:31):
The first mistake is making themtoo vague.
Vague SOPs lead to inconsistentresults.
Make sure you're being specificabout exactly what needs to
happen at each step.
Don't say, create graphics forthe blog post.
Specify what the dimensions are,what style, what text should be
included, where to find thebrand assets and where to save
(18:54):
the finished files.
A study by the QualityManagement Journal found that
SOPs with very specificmeasurable instructions, reduced
error rates by 93% compared togeneralized procedures.
Specificity pays off inaccuracy.
Mistake#2 is assuming knowledge.
(19:16):
When we are the experts atsomething, we often skip over
details that seem obvious to us,but might not be to someone
else.
Try to approach your SOPs as ifthe person following them has
the necessary skills, but nocontext about your specific
business processes.
(19:37):
Mistake#3 is not includingexamples.
Examples, bring clarity to yourinstructions, include
screenshots, templates, andsamples whenever possible to
show what good looks like.
Mistake#4 is making them torigid.
While consistency is important,your SOPs should allow for
appropriate decision making andcreativity.
(20:00):
Make it clear which elements areflexible and which must be
followed exactly.
And mistake#5 is creating themand forgetting them.
Processes evolve and your SOPsshould too.
Make sure that you scheduleregular reviews of your most
important processes to ensurethat they still reflect your
current best practices.
(20:21):
McKinsey and company reportsthat businesses that review and
update their processes quarterlysee a 27% improvement in
operational efficiency comparedto those that update annually or
even less frequently.
Regular reviews aren't just goodpractice.
They're actually good business.
And I'm gonna throw in a bonusmistake here, and that's over
(20:43):
complicating.
Some entrepreneurs make theirSOPs so complex that no one
wants to use them.
Remember, the goal is clarityand usability, not documentation
just for the sake ofdocumentation.
By avoiding these mistakes,you're gonna create SOPs that
actually get used and deliverthe consistency that your
(21:04):
business needs.
Creating effective SOPs mightnot be the most sexy part of
running your business, but it'sone of the most impactful in
investments that you can make inyour future growth and your own
sanity.
According to research byAberdeen Group, businesses with
standardized processes growrevenue 18% faster and are 15%
(21:26):
more profitable than businesseswithout documented procedures.
That my friend, is the power ofconsistency and efficiency at
work.
Thanks so much for tuning in totoday's episode of Tech Savvy
101.
If you found this helpful, I'dlove it if you could subscribe
and leave a review.
It helps other tech curiousentrepreneurs find the show.
I'll see you really soon.
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