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If a task lives only in your head, your business can't run without you. A standard operating procedure (SOP) fixes that: a simple document that shows anyone how to do a task the same way every time.
Writing SOPs used to be tedious. With AI, you can turn a 5-minute voice note or screen recording into a clear SOP in about 20 minutes. Below is a free SOP template, the exact prompts we use, and the 10 SOPs every small business should write first.
What an SOP is
An SOP is a step-by-step set of instructions for a recurring task. A good one lets someone who has never done the task complete it correctly without asking you questions.
It isn't a policy (the rules) or a job description (the role). It's the "how": click this, check that, send this.
When you need one
Write an SOP when a task is:
- Repeated weekly or monthly
- Important enough that mistakes cost money or customers
- Something you want to hand off to a team member, freelancer or VA
- Easy to forget (annual tasks, tax deadlines, renewals)
A simple test: if you'd have to explain it to someone more than once, write the SOP.
The SOP format (5 parts)
| Part | What it includes | Example |
|---|---|---|
| 1. Title and purpose | What the task is and why it matters | "Send monthly invoices so we get paid on time" |
| 2. Scope and owner | Who does it, when, how often | "VA, 1st working day of each month" |
| 3. Tools and access | Software, logins, templates needed | "Invoicing software, client list, invoice template" |
| 4. Steps | Numbered, one action each, with screenshots | "1. Open... 2. Click... 3. Check..." |
| 5. Quality check and troubleshooting | How to know it's done right, what to do if something breaks | "Total matches the timesheet. If a client disputes, forward to the owner." |
Add a last updated date and version number at the top so people know it's current.
Step-by-step: write an SOP with ChatGPT
Step 1: Capture the task (5 minutes)
Do the task while talking through what you're doing. Record a voice note on your phone, or record your screen with narration (Loom or Scribe). Don't worry about structure; just say everything, including the small checks you do automatically.
Step 2: Transcribe
Use your phone's transcription, a tool like Otter, or the transcript from your screen recorder (see our AI note taker comparison).
Step 3: Turn it into an SOP with AI (5 minutes)
Prompt:
> Turn this transcript into a standard operating procedure using this format: Title and purpose; Owner and frequency; Tools and access needed; Numbered steps (one action per step, start each with a verb); Quality check; Troubleshooting (common problems and what to do). Write for someone who has never done this task. Flag anything that's unclear or missing as QUESTION. Transcript: paste
Step 4: Fill the gaps (5 minutes)
Answer each QUESTION the AI flagged. These are usually the bits you do on autopilot, and exactly where new people go wrong.
Step 5: Test it (5 minutes)
Give the SOP to someone else (or follow it yourself, literally) and note where they hesitate. Fix those steps.
Bonus prompt to improve an existing SOP:
> Here's an SOP: paste. Act as a new team member following it for the first time. List every step where you'd be confused, need a login or file you don't have, or could make a mistake. Then rewrite the SOP to fix those issues.
Record with Scribe
Scribe is a browser extension that records your clicks as you complete a task and automatically generates a step-by-step guide with annotated screenshots. For software tasks (sending invoices, adding a CRM contact, publishing a post) it's the fastest way to create an SOP.
Workflow: record with Scribe → export the steps → paste into ChatGPT with the prompt above to add purpose, quality checks and troubleshooting.
Try Scribe free (affiliate link,)
Store SOPs in Notion
SOPs only help if people can find them. Create one Notion database called "SOPs" with these properties:
- Area (Sales, Marketing, Finance, Operations, Support)
- Owner
- Frequency (daily, weekly, monthly, yearly)
- Last reviewed date
- Status (draft, live, needs update)
Link each SOP from the relevant project or checklist. Review them every 6 months. We cover setup in Notion for small business.
Get Notion free (affiliate link)
Free SOP template
Copy this into Google Docs or Notion:
SOP: [Task name] Version: 1.0 Last updated: [date]
PURPOSE
Why this task matters in one sentence.
OWNER AND FREQUENCY
Who: [role] When: [day/time] How often: [frequency] Time needed: [minutes]
TOOLS AND ACCESS
- [Tool / login / template / file link]
STEPS
1. [Verb] ...
2. [Verb] ...
3. [Verb] ...
QUALITY CHECK
- [How to confirm it was done correctly]
TROUBLESHOOTING
- If [problem], then [action / who to contact].Free: get 50 ChatGPT prompts for your business, sent straight to your inbox. Get the free prompts ()
10 SOPs every small business needs
- New client onboarding: welcome email, contract, invoice, kickoff call, CRM update (see our free CRM guide)
- Invoicing and payment follow-up (see best invoicing software)
- Responding to customer enquiries: response times, templates, escalation
- Publishing a blog post: draft, edit, SEO checklist, images, publish, share
- Weekly social media scheduling
- Monthly bookkeeping: categorising transactions, receipts, reconciliation
- Handling refunds and complaints
- Hiring and onboarding a freelancer: brief, access, first task, review
- Website and software backups and updates
- Monthly reporting: sales, traffic, email subscribers, key numbers
Want all ten done for you? Our AI SOP Library includes 42 ready-to-edit SOP templates for small businesses, with the AI prompts to customise each one in minutes.
Get the AI SOP Library ($49)Tools we use
| Tool | What for | Price |
|---|---|---|
| ChatGPT or Claude | Turning transcripts into SOPs | Free / paid |
| Scribe | Click-by-click screen guides | Free plan + paid |
| Loom | Narrated screen recordings | Free plan + paid |
| Notion | Storing and organising SOPs | Free plan + paid |
FAQ
What are the 5 parts of an SOP?
Title and purpose; scope and owner; tools and access; step-by-step instructions; and a quality check with troubleshooting. Add a version number and last-updated date.
Can AI write SOPs?
Yes. AI is very good at turning a rough transcript or list of steps into a clear, structured SOP. You still need to supply the real process, fill gaps and test it, because AI doesn't know how your business actually works.
How long should an SOP be?
As short as possible while still being complete. Most small business SOPs are one or two pages. If it's longer, split it into separate SOPs.
How often should SOPs be updated?
Review them every 6 months, and immediately when a tool or process changes. Put a "last reviewed" date on each one.
What's the difference between an SOP and a checklist?
A checklist is a short list of items to tick off. An SOP explains how to do each step, with tools, context and troubleshooting. Many SOPs end with a checklist.
