Is Your Business Running on Memory Alone? That’s a Problem.
Right now, you know exactly how everything in your business works. You onboard clients, send invoices, publish content, and keep things running smoothly. But what happens when:
- You get sick or need time off? (Hello, vacation!)
- You forget a crucial step in a process you swore you’d remember?
- You want to scale but are spending more time in the weeds than focusing on growth?
That’s where documentation and SOPs (Standard Operating Procedures) come in.
If you are a solopreneur or run a business with a small team, having processes written down saves you time, reduces stress, and makes your business run smoother. You don’t have to rethink the same tasks every day. And when you do hire help- whether a VA, an OBM, or someone to redo your website- it’s plug-and-play instead of a drawn-out, back-and-forth handover.
Think of SOPs as Your Business Recipe Book
Imagine you’ve perfected your signature pizza. Without a written recipe, it might turn out great today, but what about next time? Will you remember the exact steps? And what if someone else needs to make it for you?
SOPs work the same way. They ensure consistency, efficiency, and clarity, so future you (or your team) doesn’t have to reinvent the wheel every time.
Where Do You Even Start?
Start by documenting one recurring task, like your client onboarding process. Your SOP should answer:
- Why you do it
- Who does it
- When and how often does it happen
- How it’s done
Keep it simple! A Google Doc, checklist, or screencast video works just fine. Store all your workflow documentation in one place, like Google Drive or a project management tool.
When deciding what to document, focus first on processes that keep your business running and bring in revenue, such as service/product delivery, client onboarding, lead generation, and payments.
Writing down how you do things frees up mental bandwidth, reveals inefficiencies, and lays the groundwork for automation. Imagine spending less time remembering little details and more time focusing on growth, creativity, and the things you love doing.
The Top 10 SOPs Every Small Business Should Have
Here are the 10 essential SOPs that every small business owner should have documented:
1. SOP on How to Create SOPs
Before you start documenting your business processes, you need a process for creating SOPs. This ensures that all your procedures follow a consistent format and are easy to understand. Your SOP framework should define:
- The structure and format for all SOPs
- Where they will be stored
- How often they should be reviewed and updated
By establishing this SOP first, you set the stage for scalable and well-organised business operations.
2. Product/Service Delivery
Your business success relies on delivering your core product or service efficiently and consistently. A well-documented SOP ensures:
- Every client receives the same high-quality experience
- No steps are missed in your delivery process
- It’s easy to delegate or outsource work when needed
From the moment a customer clicks the purchase button to the final delivery, this SOP outlines the step-by-step process, including tools, timelines, and quality control measures.
3. Client Onboarding
A seamless client onboarding process helps build trust, reduces unnecessary back-and-forth, and sets expectations from the start. This SOP should cover:
- What happens after a client signs up or makes a purchase
- Necessary forms, contracts, or agreements
- Initial communication, welcome emails, and next steps
- Any software or access they need
Without a clear process, onboarding can become chaotic, leading to delays and frustration for both you and your client.
4. Invoicing & Payments
Getting paid on time is crucial for cash flow. Your invoicing and payment SOP should outline:
- How and when invoices are created and sent
- Payment terms and accepted methods
- Follow-up procedures for overdue invoices
- How payments are recorded and reconciled
A clear system ensures you’re not constantly chasing payments or dealing with accounting headaches at tax time.
5. Lead Follow-ups
Not all potential clients convert on the first interaction, which is why consistent lead follow-ups are essential. This SOP helps you:
- Keep track of leads and where they are in the sales process
- Set a schedule for follow-ups via email, calls, or social media
- Use templates and automation to stay consistent
Without a structured follow-up process, leads can easily slip through the cracks, costing you potential revenue.
6. Content Creation
If your business relies on content marketing (blogs, social media, email newsletters), you need a content creation SOP to streamline your workflow. This SOP should include:
- Where to collect and store content ideas
- Brand voice, formatting guidelines, and design requirements
- Step-by-step process for drafting, editing, and publishing content
- Distribution strategy across different platforms
A documented process prevents inconsistencies, saves time, and helps you maintain a steady content schedule.
7. Scheduling & Calendar Management
Whether it’s client meetings, team check-ins, or personal time management, having a scheduling SOP reduces miscommunication and double-booking. This SOP should include:
- The tools you use for scheduling (e.g., Calendly, Google Calendar)
- How to set availability and avoid conflicts
- Meeting confirmation and reminder processes
A well-structured scheduling system keeps you organised and ensures no important calls or deadlines are missed.
8. Tech Troubleshooting
Technology glitches can bring your business to a halt. Having an SOP for troubleshooting common tech issues minimises downtime and frustration. It should cover:
- Steps for fixing common software, website, or email issues
- Who to contact for tech support
- How often to back up important data
This SOP empowers you and your team to resolve minor tech problems quickly without unnecessary stress.
9. Customer Support & Email Management
How you handle customer inquiries, complaints, and feedback directly impacts your reputation. Your customer support SOP should outline:
- Response time expectations for emails, DMs, and inquiries
- Pre-written templates for common questions
- How to handle refund requests and complaints
A structured approach to customer support ensures every client interaction is handled professionally and consistently.
10. Team Member Onboarding
Even if you’re a solopreneur now, you may eventually hire a VA, contractor, or employee. A team onboarding SOP ensures new hires integrate smoothly into your business. It should include:
- A welcome checklist with key information (tools, logins, policies)
- Training materials or video walkthroughs
- Communication expectations and reporting structure
Having this SOP in place makes delegation easier and helps new team members become productive quickly.
Ready to Get Started?
If the idea of documenting all your processes feels overwhelming, start small. Pick one recurring task, perhaps client onboarding or invoicing, and write it down step by step. Over time, your SOP collection will grow, becoming the foundation of a business that runs smoothly and efficiently– whether you’re sitting at your laptop or are off exploring new opportunities.
By putting SOPs in place, you’re building a foundation for freedom. When your business operates with clear, repeatable systems, you gain the mental space to focus on big-picture strategy, creativity, and the things you love. You’ll move from reacting to daily tasks to leading with intention, allowing your business to scale without the constant need for your hands in every detail.
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