The SOP problem

Every business guru tells you to create SOPs. So you spend a weekend writing detailed procedures for everything your business does. You put them in a Google Doc folder. And nobody ever reads them again. The problem is not the concept of SOPs. The problem is how most people create them. They are too long, too boring, and too hard to find.

What makes a good SOP

A good SOP has three qualities. It is findable — you can locate it in under 10 seconds. It is scannable — you can get the gist in under 30 seconds. And it is actionable — each step is clear enough that someone with zero context could follow it.

The Notion SOP system

Instead of Google Docs buried in folders, build your SOPs as a Notion database. Each SOP is a page in the database with fields for title, department, category, last updated date, and owner. Inside each page, use a consistent format: a one-sentence summary at the top, followed by numbered steps with screenshots or Loom video links where helpful.

Writing SOPs people actually read

Keep each step to one action. Not one paragraph — one action. Use screenshots liberally. If a step involves clicking something on a screen, include a screenshot showing exactly where to click. Write for someone who has never done this before. What seems obvious to you is not obvious to your future employee or contractor.

Maintaining SOPs

SOPs are living documents. Every time a process changes, the SOP must be updated. Assign an owner to each SOP who is responsible for keeping it current. Set a quarterly reminder to review all SOPs and archive any that are no longer relevant.

Get the SOP template

Our SOP Builder Template for Notion includes the database structure, a formatting guide, and 10 pre-written SOP examples for common business processes like client onboarding, content publishing, and invoice processing.