How to Write SOPs When You’re Not a “Process Person”
If you own a small business, family-run operation, or are an entrepreneur wearing all the hats, you’ve probably heard people talk about the importance of SOPs (Standard Operating Procedures).
And maybe your first thought was:
“I’m not a process person.”
”We don’t need that here.”
“I don’t have time to write manuals.”
“That sounds way too corporate and boring.”
Here’s the truth: SOPs don’t have to be scary or complicated. And yes, you do need them.
They’re simply a way of writing down how you do things so you (and your team) don’t have to reinvent the wheel every time.
Think about the last time you put together a piece of furniture, played a new board game with friends, or followed a recipe to cook dinner. You might have taken one look at all the different pieces or ingredients and felt a bit overwhelmed. Maybe you felt that familiar sense of panic that hits you before starting a big project that you’ve never done before. Thankfully in these cases you can follow along with the instructions to understand what you’re meant to be doing. If they’re good instructions they leave you thinking “that was a lot easier than I thought!” That’s what SOPs are for your business.
What is an SOP (in Plain English)?
An SOP is just a step-by-step guide for completing a task in your business.
Think:
How to onboard a new client
How to process invoices
How to respond to common customer questions
How to post to social media
It’s basically a recipe for your business tasks. Anyone can follow it, and it ensures things get done the same way every time.
Why SOPs Matter
If you’re resisting SOPs because you’re not a “systems person,” here’s why they’re worth your energy:
✅ Save Time - You don’t have to explain the same task over and over.
✅ Consistency - Customers get a reliable experience every time.
✅ Less Stress - Your team knows what to do without texting or calling you 20 times throughout the day.
✅ Freedom - SOPs make your business less dependent on you.
How to Write SOPs (Even If You’re Not a Writer)
Here’s the easiest way to create SOPs without turning into a corporate robot:
1. Start Small
Don’t try to document your whole business in a week. Start with one high priority task you repeat often (like onboarding clients or processing invoices).
2. Record Yourself Doing It
Instead of typing it out, try recording a screen share video or voice note while you walk through the task. You can later have it transcribed into written steps.
3. Keep It Simple
Write like you’re explaining it to a new hire on their first day. Short sentences. Step 1, Step 2, Step 3. No fancy jargon. Remember, you may have been doing this every week for 5 years but the person you’re training hasn’t. If you want them to truly own the task then you’ll need to break it down for them.
Example:
Open Gmail
Search “Invoices”
Download all PDFs to the “Invoices” folder in Google Drive
4. Use a Template
Create a simple SOP template with these sections:
Title: What the SOP is for (e.g., “Client Onboarding”)
Owner: Who’s responsible
Tools Needed: Software, logins, or files
Steps: Numbered list of instructions
Notes: Tips, FAQs, or exceptions
5. Store Them in One Place
Google Drive, Notion, ClickUp, Asana whatever tool you already use. The key is consistency.
6. Update as You Go
SOPs are living documents. Don’t aim for perfect just get it out of your head and refine as your business grows.
Common Myths About SOPs
❌ “SOPs will kill my creativity.”
Truth: SOPs actually protect your creativity by freeing up mental space.
❌ “SOPs are only for big corporations.”
Truth: The smaller your team, the more you need clear processes.
❌ “I don’t have time to make SOPs.”
Truth: Every time you repeat yourself to a team member, you’re spending more time than if you wrote it down once or recorded it.
The Bottom Line
You don’t have to be a “process person” to write SOPs. You just need a simple, repeatable way to capture what you’re already doing.
Think of SOPs as your business’s recipe book. Once it’s written, anyone can step in, follow the steps, and get the same results without pulling you away from what you love to do, what you’re good at in your business.
Need Help Creating SOPs Without the Overwhelm?
That’s exactly what I do for small businesses.
Whether it’s helping you map out processes, creating a library of SOPs, or even setting up the tools to manage them, I’ll take the heavy lifting off your plate.
👉 Book a Clarity Intensive, and let’s turn your business know-how into easy-to-follow systems that scale.
