If It’s Only in Your Head, It’s Not a System.
We live in a world where everything is virtual, neatly stored in some magical little robot. And yet, we all assume that if it is in there, it is safe and we will remember it later. Spoiler alert: your brain does not have a history tab. As captain of “I can’t remember unless I write it down,” I am here to tell you this. If you do not physically write or type your processes somewhere visible and accessible, you will forget them. Your business will not use them. They will vanish into the void of your computer and your mind. Are you hearing me? WRITE YOUR SYSTEMS AND PROCESSES DOWN. And yes, neatly if possible.
If you have ever thought, “I wish someone else could just do this for me,” congratulations. You are already halfway to understanding why SOPs are the secret weapon of high-functioning businesses. SOPs, or Standard Operating Procedures, are your business’s playbook. They are the step-by-step instructions that make sure everything runs smoothly even when you are not the one running it.
Growth requires documentation. You cannot scale what only lives in your head. Documenting your processes means someone else can step in and do it your way while you focus on bigger-picture work. Consistency builds trust. Whether it is sending invoices, onboarding clients, or posting on social media, SOPs make sure everything looks and feels the same every time. Consistency builds trust and trust builds clients. Onboarding becomes plug-and-play. Forget explaining the same thing ten times. Hand someone an SOP and they can follow it confidently like a pro. Crisis-proof your business. Life happens. Vacations, emergencies, burnout. SOPs make sure your business does not skip a beat just because you do.
“Okay then HOW do I make SOPs?” Start with what you do most often. Think client onboarding, invoicing, content posting, or anything that happens more than once a week. Document as you go. Do not overthink it. Next time you do the task, record your screen, write it down, or make a Loom video. Capture it while it is fresh. Use clear, action-based steps. Add visuals. Screenshots, short videos, or step-by-step images make your SOPs ten times more useful. Humans are visual creatures. Help them help you! And lastly, store them where the team can access them anytime. Google Drive, Notion, or SOP-specific tools like Trainual or Tango all work. The key is simple. Everyone who needs them can find them at any time.
Once you have your SOP systems in place, remember this. They are never done. They are living documents always ready for updates, upgrades, and new ideas. Tools change, processes evolve, and your business grows. Your SOPs should grow right alongside you.
Think of SOPs as the instruction manual your business always needed but did not know it. Write them. Use them. Update them. Watch your business finally run the way it is meant to run without you micromanaging every detail! And if you read all of this and think “there is no way in hell I am doing all of that” check out my SOP SOS Package where I do all of this for you!