The Backbone of a Scalable Business: How to Build Standard Operating Procedures (SOPs) That Actually Get Used
Let’s be honest: most businesses don’t have a systems problem—they have a consistency problem. If you don’t do repetitive parts of your business the same way every time, you lose money and confuse your teams.
Think about McDonald’s for a second. Every single time you order a cheeseburger, you know it comes with the burger, American cheese, a shot of ketchup, a shot of mustard, and one pickle. It is the same every time you go, no matter what restaurant location you visit. Why? Because consistency matters.
At the heart of consistency is one simple but powerful tool: the Standard Operating Procedure (SOP).
Now, I know what you're thinking:
SOPs? That sounds… Time-consuming and boring. Maybe even too regimented.
Let’s think through this together with an example. Imagine being an owner of a McDonald’s franchise. Can you imagine with the turnover in staff how chaotic it would be if you didn’t have systems (SOPs) in place to manage and train the staff that you are constantly hiring? You would have staff doing things differently every shift. The one thing McDonald’s prides itself on, is consistency. The only way to get to consistency is to do everything you do the same way – day in and day out. No excuses. That’s where SOPs come in.
Here's the truth:
A well-crafted SOP is one of the most valuable assets in your business.
It’s how you replicate excellence, scale without chaos, and free up your time as a leader.
What a Great SOP Really Is (and Isn’t)
An SOP isn’t just a document.
It’s a decision-making framework—a written standard for what “great” looks like in any repeatable process.
It’s not meant to replace common sense, creativity, or real-time leadership.
But it is meant to prevent things from falling through the cracks, remove guesswork, and ensure that your clients or patients get a reliable, high-quality experience every single time.
In short:
❌ It’s not a dusty PDF no one opens.
✅ It’s a living, breathing system that fuels your growth.
The Core Elements Every SOP Must Include
If you want an SOP your team will actually use, it needs to be more than a task list. It needs to offer clarity.
Here’s what to include:
Purpose – Why this SOP exists. What outcome does it support?
Scope – Where this process starts and stops. What’s included and what’s not?
Tools & Roles – Who’s involved, and what tools or platforms are required?
Step-by-Step Process – Clear, numbered instructions that anyone can follow.
Troubleshooting & FAQs – What to do if something goes wrong or gets stuck.
Review Cycle & Owner – Who owns this SOP, and how often is it reviewed or updated?
Think of this as your “playbook for excellence.” It’s not just about what gets done—it’s about how and why.
How SOPs Build Accountability Without Micromanagement
As a leader, your job isn’t to do everything—or to explain everything repeatedly.
Your job is to build a system where accountability is built in.
SOPs allow your team to take ownership of outcomes without needing you to approve every step.
They shift the tone from “Did you do this?” to “This is how we do things here.”
That’s powerful. And it’s how you start building a business that runs on systems, not memory.
Why Most SOPs Get Ignored—and How to Prevent It
If you’ve ever created a beautiful SOP… only to have it ignored two weeks later, you’re not alone.
Here’s what usually goes wrong:
❌ The SOP was written by leadership—not by the people who actually do the task.
❌ No one reviewed it after initial rollout.
❌ It lives in a file no one opens (or remembers exists).
❌ It’s too long, too complex, or too rigid.
To prevent this:
✅ Let your team help co-create SOPs—they know the pain points best.
✅ Keep it short, visual, and accessible.
✅ Revisit it quarterly and assign ownership for updates.
Creating a Culture Where SOPs Are Used Daily
Here’s the difference between a team with SOPs and a team that runs on SOPs: culture.
Culture is what turns a “nice idea” into a daily behavior.
If you want your team to consistently use and improve systems:
Reference SOPs in training and onboarding
Use them during team huddles (“Let’s check the process together”)
Assign SOP champions by department
Reward team members who spot ways to improve a system
In other words: treat SOPs as part of the job—not an afterthought.
SOPs as a Leadership Tool, Not Just an Admin Task
The best part about SOPs?
They let you scale your leadership without burning out.
When done right, SOPs become your voice and your standard—even when you’re not in the room.
They protect your client or patient experience.
They reduce team friction.
They give you back your time.
Remember: you don’t have to create them all yourself.
But you do need to create the expectation that systems matter—and that process isn’t the opposite of progress. It’s the path to it.
Final Thoughts
If you want to build a business that lasts—and grows—you can’t rely on hustle alone.
You need structure.
You need clarity.
You need repeatable systems.
SOPs are how you make excellence predictable.
They’re not glamorous.
But they’re transformational.
So if your team still relies on memory, sticky notes, or Slack messages to stay aligned… It’s time to level up your systems.
Want help building SOPs your team will actually use?
Let’s turn your daily chaos into a scalable, documented process.
📅 Book a free consultation with Hanlon Group → https://calendly.com/drmjhanlon/the-hanlon-group-consultation