SOPs

This week, let's tackle something that quietly eats away at your time, service delivery.

You already know top-tier client service is non-negotiable.

But the how of making it consistent, efficient, and not entirely dependent on you? That's the hard part.

Here's a way to start fixing this.

Standard Operating Procedures (SOPs) are the bridge between "this only works when I do it" and "this runs well no matter who does it."

Think of them as the instruction manual for your money-making machine (and if yours doesn't quite feel like one yet, that's what we're building here).

Every business has core functions, marketing, sales, finance and most importantly - service delivery.

Within each function sit specific processes, the tasks that actually move things forward.

An SOP simply documents one of those processes so anyone on your team can follow it and produce the same result, consistently, confidently, and without 100% relying on you.

Here's a simple, no-tech way to get started:

Step 1: Decide what process to start with.

Pick one process to document. If you're new to SOPs, start small - something that makes a difference but isn't overly complex.

Think: sending client onboarding packs, updating matters in your system, or following up overdue invoices.

Save the heavy-lifting processes for later, once you've built some confidence.

Step 2: Map it out

Grab a pen and a notepad.

Write down the exact steps as if you're explaining them to someone new.

What happens first? What triggers what next? What result confirms it's done right?

The goal isn't perfection. It's sequence and clarity.

Step 3: Test it.

Give your handwritten steps to someone who doesn't normally do that task. Watch where they hesitate or ask questions, that's where your SOP needs tightening.

If you're a sole practitioner, stand up, look forward and then sit back down with a fresh pair of eyes. Once it flows smoothly, type it up, store it somewhere shared, and make sure the right person owns it.

Step 4 (Optional): Upgrade with tech if you want.

If you're feeling fancy, you can try using AI to generate your first draft and then refine from there.

It can save time once you already have your basic structure sorted.

You're not just documenting a process, you're building a system. Each SOP is a gear that makes your firm's machine run more smoothly, predictably, and profitably.

If you're curious to experiment with AI for your next SOP draft, I've built a prompt and framework that make it easy.

Just reply "Prompt."

No forms. No weird follow-ups. Just something that will save you time.

More next Tuesday,
Gordon