The SOP Revival: Making Documentation a Living Part of Your Business

May 22

Hello Leaders, Operators, and Friends,

This week, we’re diving into a topic that every growing business talks about but few execute well:

Standard Operating Procedures (SOPs).

As a COO, I’ve lost count of how many SOPs I’ve created or asked department heads to build. More importantly, I’ve seen firsthand how many of those SOPs were never used. They turned into dead documents sitting in Google Drive, forgotten.

But here’s what’s worth paying attention to: the SOPs that did get used became game changers.

They helped employees know exactly what they should do on a daily basis. They accelerated the onboarding of new hires. They reduced confusion, minimized mistakes, and made everyone’s life easier, especially mine.

Let’s break down how to avoid the “dead SOP” trap and create documentation that actually drives performance.

Why SOP Often Fail

SOPs don’t fail because the process is wrong. They fail because they’re treated like check the box documentation static, hard to access, and disconnected from real work.

Typical pitfalls include:

Outdated PDFs no one reads from 3 years ago
No clear ownership for updates
SOPs too vague or too complex
Lack of integration into onboarding or daily ops

Most teams start with good intentions. But without structure and follow-through, SOPs become forgotten artifacts of operational history.

What Makes an SOP “Living”?

A living SOP isn’t just a file, it’s part of your culture. It guides behavior. It adapts. It stays relevant (If updated regularly).

Here’s how to make yours living:

Dynamic: Reviewed and updated regularly
Accessible: Stored where your team already works
Clear and Visual: Include videos or screen recordings
Owned: Someone is accountable for maintaining it
Integrated: Used in onboarding, reviews, and training

💡 One lesson I’ve learned the hard way:
You don’t need SOPs for every minor process.
What you need are a few comprehensive SOPs, the kind that walk people through the workflow clearly, with a screen recording or a short video explanation. Whether the person is a new hire or a seasoned employee, they should be able to understand it immediately and implement it without confusion.

Don’t Overthink the Tools, Start Simple

Another mistake I’ve seen: leaders waiting to “build SOPs” until they have the perfect tool or paid software.

You don’t need expensive platforms.
All you need is:

A Word or Google Doc
A phone or webcam
Screen recording software (like Loom)
Your voice, explaining clearly what needs to be done

The rest is up to your imagination.

Walk through the workflow. Record yourself doing it. Add screenshots or links. Simplicity beats sophistication every time especially if the goal is clarity and usability.

How to Make It Stick

Once your SOP is ready, don’t just share it and hope for the best.

Schedule a call with the people who will use it.
Walk them through it.
Ask for feedback.
Encourage them to explain it back to you.

Ask questions like:

“If I weren’t here, would this document walk you through the process clearly?”
“What’s missing?”
“What would make it easier to follow?”

Make revisions based on their feedback. It’s not about perfection, it’s about usability and results.

This is the real work of being an operator, an integrator, and a business owner.
It’s not glamorous, but when SOPs are done right and passed on properly, they will save you time, energy, and operational chaos down the line.

Case in Point: How SOPs Help You Scale Without Chaos

A SaaS company I worked with had a common problem: everyone “knew” the onboarding process but no one followed the same steps. The result? Confusion, poor handoffs, and a terrible client experience.

We built a living SOP with:

A clear flowchart
Embedded Loom videos
Step-by-step checklists
Links to actual tools and forms

Once implemented, errors dropped, client satisfaction rose, and new employees ramped up faster. That’s the power of a well-built, living SOP.

If you want to scale without chaos, don’t overlook the power of documentation. But not just any documentation, living SOPs that evolve, integrate, and empower your team.

Do it right once. Maintain it over time. And your SOPs will become your greatest operational asset.

Want help designing SOPs that your team actually uses? Visit CONSILIUMDYNAMICS.COM for personalized consulting and proven frameworks.