How to Write a Simple SOP for a Small Team (with a Reusable Outline)

A standard operating procedure (SOP) is a written way of doing a repeated task so the result does not depend on who does it. For a small team, a one-page SOP is usually enough.

Pick one repeated task first

Choose something that happens every week and sometimes goes wrong, such as sending a quotation, onboarding a client or handing over a finished project.

Use this outline

Purpose: one sentence on why the procedure exists
Owner: the person responsible for it
Trigger: what starts the procedure
Steps: numbered, each starting with a verb
Checks: how you know each step was done correctly
Exceptions: what to do when something does not fit

Write the steps as someone new would need them

Avoid shorthand that only you understand. If a step needs a file, link, template or login, name where to find it.

Test it with one real task

Ask a team member to follow the SOP exactly while you watch. Every place they hesitate is a gap in the document.

Review it on a schedule

Add a date for the next review. SOPs go stale when tools, prices or responsibilities change.

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General information, not legal, tax or financial advice. Confirm GST and legal wording with a qualified professional. Updated 2026-10-10.