Written by Zhara-Marie Mohansingh

In the fast-paced world of business, the term “systems” gets tossed around frequently, sometimes meaning everything and nothing all at once. You may have heard it, and by extension the term SOPs – Standard Operating Procedures. Yes, the boring stuff, the unsexy, push to the back of your task list stuff that gets perpetually left for later but never quite getting done.

Trust me, I understand what it feels like to prioritize the pretty parts of business, such as branding and marketing. However, as you transition from being a solopreneur to scaling with a team, even hiring one-off contractors, it becomes imperative to put the right systems in place to optimize your efficiency and results. Enter SOPs: the unsung heroes of streamlined operations.

This system (there’s that word again) is used to set expectations by creating documented processes that are repeatable. The procedures outline the steps required to perform specific tasks or activities consistently and efficiently.

Why are they important? 

Well, my friend, they help to get all the juicy details out of our brains and on paper, so others can replicate those actions. Imagine your favorite restaurants and clothing stores – they wouldn’t function smoothly without SOPs in place. And guess what? They’re not just for big corporations; they’re equally vital for small businesses like yours and can help you to increase your hiring ROI. How?

Picture this: you’ve got a new team member on board, eager to dive in and help grow your business. But here’s the thing – they can’t read your mind! Disappointments come when expectations are not met, and honestly, expectations can’t be met unless they are clearly articulated.

SOP’s will help you to communicate the vision and the steps to your new team member. Less guesswork, fewer mistakes, and more time for you to focus on what you do best – growing your business and making those dreams a reality.

And let’s not forget about brand consistency; your reputation matters. And it’s super hard for entrepreneurs to branch out because “good workers are hard to find”. But sometimes it’s important to take a step back and ask ourselves whether we have equipped our team with the best resources to be great. The only way to keep brand consistency while delegating is to put SOPs in place so you can rest easy knowing that everyone’s on the same page.

The story is told of the team member who messed up really badly. She went to her boss, apologized, and braced for the firing. Her boss said to her, “Oh no, I can’t fire you; your mistake cost me a lot of money. I bet you’ll learn from it and never do it again.”

In my head, the story continues, and that team member either updates the SOP or creates an SOP, so that when others need to do the same process, they’ll do it without that mistake. That’s my story, and I’m sticking to it. The point is, if you’re growing rapidly or switching out contractors based on the season, SOPs will help you to save on training costs as you onboard and train new people.

Why? Because like our friend in the story, we learn as we go along and tweak processes for the best result. Good SOP’s serve as valuable training materials for new team members, enabling them to quickly get up to speed, make fewer mistakes, and contribute effectively. This reduces the time and resources spent on onboarding, allowing new hires to start making meaningful contributions sooner and enhancing overall team ROI.

And of course, good SOP’s help you to optimize the use of your resources. No trial and error, no “I thought this was what I was supposed to do”. SOPs will guide your teams in effective allocation and utilization of resources, reducing waste and maximizing ROI.

Now, let’s get practical; you now know how great SOPs are – how do we create them?

1. The first step is to write down a list of all the key areas in your business. 
2. What are the processes that are currently being done by you from start to finish, with every client interaction. 
3. How can these steps be documented in a way that someone else can understand?

Afterwards, the documentation happens with the step-by-step process that can be as simple, or as complicated as you want. An SOP is a breathing , living document that needs maintenance, a place to belong and frequent revisions. Each one, should belong to someone who will be in charge of revising and making sure things are up to date.

You can always do this yourself, but if you’re not a big DIY fan you can outsource it. As an Online Business Manager, I specialize in Systems, Teams and Project Management, which means I create SOPs for my clients like clockwork. It would be my pleasure to help you create your SOP Bank and see the relief when you get it all out of your brain.