How to Create SOPs Your Future Self Won’t Hate

"Nothing says 'fun evening' like documenting the 17 steps it takes to mail a package."

Today, we’re tackling the not-so-sexy world of SOPs — Standard Operating Procedures. If you just fell asleep reading that sentence, stay with me. We’re going to make it painless. Maybe even funny.

Why SOPs Matter (Even If You're a Team of One)

You might be thinking:

"It’s just me running this business. Why write things down?"

Because:

• You will forget your own process
• You might hire someone someday
• You'll save time (and your sanity)
• You reduce errors (especially on stuff you don’t do often)
• You'll actually be able to take a day off. Revolutionary, I know.

Step 1: Stop Overthinking It

This isn't a federal court deposition. You're just writing down how you do something so someone else (or future you) can repeat it.

Start small. One process at a time. Something you do at least once a month.

Examples:

• Posting to Instagram
• Invoicing clients
• Onboarding a new customer
• Restocking inventory

Step 2: Use a Simple Template

Here’s an easy SOP structure:

Title: Clear and specific. "How to Schedule Social Media Posts."

Purpose: One or two sentences on why this exists.

Frequency: Daily? Weekly? When an intern cries?

Tools Needed: Software, links, logins.

Steps: Numbered, short, and actionable. Bonus points for screenshots.

Tips/Warnings: Anything that could trip someone up.

Step 3: Pick the Right Tool (It’s Not a Napkin)

You need a place to store and share these that’s not your brain. Try:

• Notion
• Trello
• ClickUp
• Google Docs
• Trainual (for scaling teams)

The tool doesn’t matter as much as actually using it.

Step 4: Write Like You're Explaining to Your Past Self

Don't assume the reader knows what "CRP mode" means or where the widget toggle lives.

Use plain language:

• Instead of "initialize the procurement interface," write "log into the ordering app."
• Instead of "document cross-vertical integration protocol," write "copy the sales data into the shared folder."

You are not writing a sci-fi script. You are helping someone survive Monday.

Step 5: Clean It Up and Share It

• Bold key actions
• Use bullet points or numbers
• Add screenshots or gifs if you're feeling fancy
• Share it with your team (or print it for your desk if you’re solo)
• Store it in a place people can actually find

Bonus: Make It a Living Document

Processes change. What worked six months ago might be outdated now. So:

• Set a reminder to review/update SOPs every 3-6 months
• Let team members suggest edits
• Archive or delete outdated ones

TL;DR: SOPs That Don’t Suck

Writing SOPs isn’t just for Fortune 500s or government agencies. It’s for tired business owners who:

• Don’t want to reinvent the wheel every week
• Would love to delegate without a panic attack
• Like the idea of knowing things are done right

You don’t need to write a manual. Just write it down.

Your future self will thank you. Probably with a margarita.

🎁 Grab the Free SOP Template

To make your life even easier, I’ve put together a free SOP template you can start using right away. It’s simple, flexible, and designed for real small businesses—not corporate robots. Just plug in your process, save it, and boom—you're officially more organized than 90% of your competitors. Download the template here and customize it to fit your workflow.