How to Write a Simple Standard Operating Procedure (SOP) for Your Small Business

Short answer: A good SOP fits on one page, names who does the task, lists the steps in order, and says what "done" looks like. Start with the task that causes the most mistakes or the most questions.

Why SOPs matter for small businesses

When processes live only in the owner's head, the owner becomes the bottleneck. SOPs let you hand off work, train new hires faster, and keep quality consistent.

The one-page SOP outline

1. Title: what the task is (for example, "Onboarding a New Client").
2. Owner: the role responsible, not a person's name.
3. When it happens: the trigger that starts the task.
4. What you need: tools, logins, templates.
5. Steps: numbered, one action per line.
6. Done means: how you know it was completed correctly.
7. Last reviewed: a date, so it stays current.

Tips for writing steps people follow

• Start each step with a verb: "Send," "Check," "Record."
• Keep it to 5–12 steps. If it is longer, split it into two SOPs.
• Add a screenshot only where people usually get stuck.
• Have the person who does the task review the draft.

Which SOPs to write first

Pick tasks that are frequent, error-prone, or customer-facing: quoting, onboarding, invoicing, and scheduling are common starting points.

Key takeaways

• One page, one task, one owner.
• Write for the newest person on your team.
• Review SOPs at least twice a year.

Want help documenting your processes? Request a consultation or explore Small Business Services.