Standard Operating Procedures (SOPs) are the backbone of any well-run organization. I’ve worked in plenty of “fly by the seat of your pants” type operations, and I can only recall one—maybe two at most—where there was a robust guide or knowledge base that employees actually used.

Whether due to disorganization or job security concerns, it was always a challenge to onboard new hires or offboard others because too much knowledge lived only inside people’s heads. That’s why building a culture of documentation—writing things down, organizing them, and turning them into clear Standard Operating Procedures—is something every business should strive for.

At our company, we simply don’t hire people who aren’t process-oriented. If they can’t follow or create systems, they don’t last long. I’ll admit, I was once guilty of not documenting along the way—until I owned a business and realized how essential it was. Keeping SOPs and passwords updated became a critical piece of a well-run operation, and it showcased to clients and partners that we’re organized and professional.

Of course, none of this is possible without a platform that makes documentation easy for your entire team. When choosing a documentation system, here are a few key features to look for:

 

Cloud Based

Yes, you go this route you need MFA, IP restrictions, and some security measures but the ability to link a SOP via a URL in an email or ticket is phenomenal.  I no longer have to attach any confusing documents and somehow reference below or digress about the SOP in an email.  The link is there.  Use it.

Document Linking

You may compose an SOP but you obviously don’t want to long of a document if you can break it into several mini-SOPs that you can have an embedded link or @ symbol tag of the document you wish to reference.  SharePoint doesn’t do this unfortunately.

Global Search Button

Can find what you are looking for?  The global search will help you immensely if you have a standard naming convention for documents plus some helpful keywords in the title

WYSIWIG Building Blocks – Internal WIKI

Imagine a very easy approach to structuring a document so reading is not a chore.

Password Database

Throw in a secure way of tagging passwords to SOPs will make your life so much easier.

On the Go Features

You can’t have a full fledge documentation system if its not at your finger tips/

Organizing Your Standard Operating Procedures Summary

The reality is simple — if you want to scale and one day sell your business, you need Standard Operating Procedures (SOPs) in place.

They’re not just documents; they’re the foundation of sustainable growth.

Need help building yours? Contact us.