If you’ve ever had to repeat yourself over and over again to explain how to do something in your business, this blog is for you. Standard Operating Procedures—also called SOPs—are step-by-step instructions that help your business run smoothly. They make it easier to train new people, stay consistent, and keep things moving even when you’re not around. But most people avoid writing them because they think it takes too long or it has to be perfect. The truth is, you can write one in under 20 minutes if you keep it simple and follow a process.

Let’s start with what an SOP actually is. It’s not a fancy document. It’s just a clear explanation of how something gets done. Think of it like a recipe card. You don’t need a novel—just the ingredients, the steps, and what “done” looks like. That’s it. If someone followed your instructions and ended up with the same results you get, then you’ve written a good SOP.

The easiest way to write an SOP fast is to start with something you already do often. Pick a task that you or your team repeats weekly or monthly. It might be posting to social media, onboarding a client, sending an invoice, or answering customer emails. Then walk through the task like you’re doing it for the first time. Say each step out loud and write it down as you go. Don’t worry about formatting. Just focus on capturing what actually happens.

Next, take what you wrote and turn it into a clear, numbered list of steps. But here’s the key—keep each step short. Each one should be something that can be completed in one sitting. If it’s too long or has too many parts, break it up into smaller steps. For example, instead of writing “Post the blog,” split it into “Log into website,” “Open blog editor,” “Paste in final copy,” “Add images,” and so on. The more clear your steps are, the easier it will be for someone else to follow.

You don’t need to use big words or write like a textbook. Use plain language. If you would normally say “Click the blue button on the top right,” then write exactly that. The goal is to help someone else do the task without having to ask you a bunch of questions. That’s how you free up your time and avoid having to micromanage.

Once your steps are listed out, add anything that someone might need to know before getting started. This could be login details, tools required, or links to templates. You can put this info at the top of the SOP so it’s easy to find. Then, at the very end, explain what the final outcome should be. For example, “You’ll know this task is complete when the post is live and the link has been tested.”

After you’ve written it, test it. Ask someone else on your team—or even a friend—to follow the SOP and try the task. Watch where they pause or ask for help. If something isn’t clear, rewrite that part. You don’t need to do this forever—just once is enough to catch the rough spots.

Now let’s talk about where to store your SOPs. It doesn’t need to be fancy. You can use Google Docs, a notes app, or a tool like DallowryFlow, which lets you organize all your SOPs, templates, and workflows in one place. The key is to put them somewhere easy to access. If people can’t find them, they won’t use them. Create a folder. Name your SOPs clearly. Share the link with your team.

DallowryFlow makes this even easier. Inside the platform, you can assign SOPs to roles, attach them to workflows, and even link them to forms or follow-up emails. That means when someone completes a task or joins your team, the right SOPs are triggered automatically. This has been a game-changer for us and our clients, especially for teams that are growing fast or working across different time zones. One client used SOP-linked workflows to onboard a new virtual assistant in under 24 hours—with zero meetings.

Here’s a little trick: every time you catch yourself repeating a task or teaching it more than twice, pause and write it as an SOP. Don’t wait for the perfect moment. Done is better than perfect. Over time, you’ll build a library of documents that make your whole business faster and easier to manage.

We’ve used this exact approach inside Dallowry to scale everything from onboarding to marketing. We didn’t build it all at once. We built it piece by piece—one 20-minute SOP at a time. Now, when we hire, train, or delegate, we can do it without slowing down.

A good SOP isn’t about control—it’s about freedom. It helps your team feel more confident. It helps your business feel less chaotic. It gives you a way to step back without everything falling apart. That’s what makes it worth doing, even if it feels small.

So set a timer for 20 minutes. Choose one task. Write it out like you’d explain it to a friend. Clean it up. Test it. Save it. And you’re done. You’ve just made your business stronger.