How to Write an SOP That Actually Works (+ Free Template Included)

Written by Ambar Matos-Gonzalez, CFA Team Lead & Systems Builder

Before working with CFA, I was often a business owner’s first hire. 

They’d finally reached the point where doing it all alone wasn’t working anymore, and I’d show up ready to help.

But here’s what I saw over and over: They wanted to delegate, but they couldn’t. Not because they didn’t trust me, but because everything lived in their head.

There were no systems. No clear “this is how we do it.” No shared structure.

So instead of freeing up their time, we’d spend weeks untangling every little detail they’d been holding onto mentally.

Lesson learned: you don’t wait until you hire to build systems. You build systems so you can hire.

And that’s where SOPs come in. They might not sound glamorous, but they’re the difference between a business that runs smoothly and one that falls apart the second you step away.

If you’ve ever wondered how to write a SOP that actually supports your business instead of overwhelming you, keep reading.

What Does “SOP” Even Stand For?

SOP stands for Standard Operating Procedure, which sounds like something out of a dusty corporate binder from the 90s, but stay with me.

At its core, an SOP is just a clear, step-by-step guide that explains how something gets done. It’s the written version of your brain, so your team (or future team) doesn’t have to live inside it.

Every time you onboard a client, send an invoice, upload content, or check analytics, you’re following a process whether you realize it or not. An SOP just makes it visible. It says, “Here’s how we do things here,” without you needing to repeat yourself 400 times.

When I started building SOPs for clients, I realized they weren’t about control. They were about clarity. They give you and your team the structure to get things right the first time so you can finally stop micromanaging, redoing work, or worrying something will slip through the cracks.

SOPs free up your brain (and your calendar) for the stuff that actually matters. Once you know how to write a SOP effectively, you’ll see how much freedom and confidence it creates in your business!

Why (and When) You Need an SOP

Even if you don’t have a team yet, you need SOPs.

You don’t realize how much mental energy you spend remembering little things until you stop doing it.

Things like:

• where that one Google Doc lives
• how you format a client report
• what order you check analytics in

Those micro-decisions add up. They quietly drain your focus and creativity.

SOPs give that energy back. They bring structure and consistency, even when you’re a team of one. Learning how to write a SOP now (before you start hiring) makes delegation 10x easier later.

Here’s what happens when you start documenting what you do:

• You stop reinventing the wheel every week.
• You stop second-guessing yourself.
• You make delegation smoother when you’re ready for it.
• You build confidence knowing your work is consistent.
• You create actual freedom to rest, travel, or just close the laptop at 4 p.m. without panic-slack.

And the best time to start? Right now.

Not when you have a full team, not when you’re scaling, but now, while you’re still in the thick of doing it all.

That’s when your process is clearest, and documenting it now saves future-you a ton of time later.

SOPs are how you move from reactive to intentional. From barely keeping up to leading with clarity and calm.

In Short, SOPs Make Your Business Solid (and Sustainable)

They’re what help you scale without burning out.
They’re what allow your team to take ownership.
They’re what turn chaos into flow.

When you commit to building them:

• Your work has structure. Everyone knows what “done” actually means.
• You move faster because you’ve already figured out the how.
• You can bring someone in and plug them into a system that works.
• You can finally take a vacation without your business catching fire.
• You stop being the only one holding it all together.

SOPs are about trust. Trusting your systems, your team, and your business to hold you.

Because when your operations are clear, you lead differently. You stop reacting and start creating from stability, ease, and intention.

That’s what sustainability looks like.

How to Write an SOP Effectively

We keep it simple because overcomplicating defeats the purpose 😉 Here’s the exact approach we use with clients and inside CFA:

1. Choose the Process

Pick something you do on repeat that always takes longer than it should. Maybe it’s content planning, client onboarding, sending invoices, or organizing files. Start there.

2. Do It and Document It

Don’t rely on memory. Go through the process in real time and write down every step. Include links, templates, screenshots, and little notes that make the process yours.

3. Add the Basics

Every SOP should answer four key questions:

• Purpose: Why does this exist?
• Scope: What’s included (and what’s not)?
• Roles: Who’s responsible?
• Tools and Resources: What do they need to complete it?

This gives context before they even start.

4. Write the Step-by-Step

Break it into numbered steps. Be specific but not robotic. If visuals help, record a quick Loom or add screenshots. The goal is to make it easy to follow and impossible to mess up.

5. Define “Done”

What does completion actually look like? A Notion task checked off? A file uploaded? An email sent? Spell it out so no one’s guessing.

6. Keep It Alive

SOPs aren’t a one-and-done thing. Your tools and workflows will evolve, and that’s a good thing. We review ours every other quarter to make sure they still reflect reality.

Wanna Write Your Own SOP? We’ve Got You

Good news: you don’t have to start from scratch! We’ve already built the exact structure we use for clients.

Our Free SOP Template walks you through how to document your processes step-by-step so you can stop running your business from your head and start running it from a system.

It’s simple, clear, and built for real people who care about freedom as much as success.

Download the Free SOP Template →