Creating Effective Standard Operating Procedures

You don’t always need another social media strategy. You need a system that doesn’t fall apart the second you take a day off. Everyone talks about visibility, engagement, and content plans. But if your backend isn’t solid, none of it sticks anyways. When I first started growing my brand, I thought the next “big thing,” aka shiny object or tech, was what would move the needle. More posts. More reach. More tools. But the biggest game changer? 📌 SOPs. Yep. Standard Operating Procedures. Even for personal brands. Not sexy. Not flashy. But they changed everything—in my business and my life (not to be dramatic… but also, yes, dramatically). Here’s why: ✨ My systems became repeatable. ✨ My team could scale with ease. ✨ I stopped being the bottleneck. ✨ Mistakes went way down. ✨ My brain had room to think. If you’re running your brand without SOPs, you’re not operating at your full potential. You’re making it harder than it has to be. Start with these 4 steps: 1. Define Your Brand Goals Get clear on your mission, values, and tone. This becomes the anchor for everything else. 2. Document Every Process Whether it’s LinkedIn posts, asset curation, client or new team onboarding, or podcast prep—write it all down. Include your templates, tools, and timing. Have AI draft a doc that you can use for all and store it in your drive. 3. Train Your Team Empower people to do things the right way without relying on you 24/7. Give everyone access. Clarity creates confidence all the way around. 4. Review and Improve Often Your brand will grow. Your SOPs need to grow with it. Update regularly so nothing gets stale or misaligned. You don’t need to build it all overnight. You just need to build the first one. Because structure doesn’t stifle creativity...it frees it! What’s one area of your business that would run smoother with a documented process?

"I'm too old for this shit" I said it every day for three years. Tired, sick of the fire drills, shutting down the company and walking away was sounding better and better. Everyone says the magic bullet for making your business run without you is Standard Operating Procedures. I'd done that. They're wrong: If you think all you need to do is document the processes at your company, you're going to hit the same wall I did. Checklists are a 𝘴𝘵𝘢𝘳𝘵, but they don't solve all your problems: Problem # 1 : Wrong Level of Zoom Any process can be broken down thousands of different ways. What's the right level of "zoom" between a 1,000 step checklist that's so detailed it becomes inefficient - and steps so big that something could go wrong? Most SOPs get this wrong. Problem # 2 : What Comes First? Some things need to be done in order. Others can be done in parallel. Checklist style SOPs force you into sequential thinking, when things might be better done in a different order. Problem # 3 : The People Problem SOPs are great for capturing what you think the ideal process is. But because they're usually generated top-down, often they fail when a real person tries to use it. The person doing the thing - and closest to it - might not think the same way as the person designing the SOP. Problem # 4 : There Aren't Logs If a process is static, your team could go off the rails and you'd never know. Unless you are tracking how it's performing, you won't be able to diagnose when things go wrong. But what should be tracked, and how to track it? Track the wrong things, or too many things and you're just wasting time and being less efficient. Problem # 5 : Exceptions aren't documented What happens when something goes wrong? A checklist tells what steps to take - but what happens when something goes out of whack? Is this defined, or will the team come running back to you? Don't bang your head against the wall like I did for years. Use a visual diagramming method to make sure all these are caught - before they become a problem. I'm writing a book on it, coming out this Fall. If you want to get on the earlybird list for a copy, follow and let me know below so I can add you.

90% of SOPs die in Google Drive purgatory because they’re either too complicated, too basic, or written by someone who's never actually done the job. Here's the framework that actually works (written by someone who’s actually used it): 1. Do you even need an SOP? Only document when: The same questions keep coming up repeatedly Multiple team members need to execute consistently The task happens on a regular schedule The current process owner is leaving or scaling More than one person needs to know how to do it 2. Answer these 5 questions first What's the core objective? Who currently owns this process? Who else needs to execute it? How often does it happen? Where is it breaking down right now? 3. Match the detail level to the user For new team members: Step-by-step instructions with screenshots Basic terminology only Clear checkpoints throughout For experienced staff: Fewer checkpoints Technical language is fine Focus on efficiency, not handholding For leadership review: Technical enough to validate without drowning in details Clear success metrics High-level overview with essential specifics 4. Include these non-negotiable elements Every effective SOP must have: Time expectations (how long it should take) Clearly numbered steps Highlighted critical actions Validation checkpoints Common pitfalls and how to avoid them What success looks like 5. Validate with these 5 tests Not done until it passes these checks: Can leadership understand it? Can a new hire execute it without confusion? Does it solve the original problem? Are the time expectations realistic? Is there a clear path to completion? This will never change for how I'm creating or my team is creating SOP's but what will change is how the person uses it and has it evolve over time.

How I Write an SOP That Actually Helps as a Program Manager at Amazon Most SOPs gather dust. Too long. Too vague. Too disconnected from the real work. At Amazon, a good SOP doesn’t just document a process. It makes the next person’s job easier…immediately. Here’s how I write SOPs that people actually use: 1/ I write it like a checklist, not a policy doc ↳ Clear steps ↳ Clear triggers ↳ No corporate speak Example: I once rewrote a 5-page doc into a 1-pager titled “How to Launch a New Data Feed.” Each step was 1 sentence, each had an owner. Adoption went up overnight. 2/ I start with the “when” and “why,” not just the “how” ↳ Why does this SOP exist? ↳ When should someone follow it? Example: I added a top section: “Use this when onboarding a new team to the dashboard. Purpose: prevent access issues and missed metrics.” That framing reduced questions by half. 3/ I link directly to the tools and templates ↳ No “search the wiki” ↳ Just: click → fill → done Example: Instead of “Use the onboarding tracker,” I write “Fill out this tracker → [link].” That one link removes 3 minutes of confusion. 4/ I include edge cases and common mistakes ↳ “If X happens, do Y” ↳ “Avoid this—it’s where people get stuck” Example: I once added a tip: “If permissions fail at Step 3, ping analytics-infra in Slack.” That one line prevented dozens of Slack threads. 5/ I test it with someone new ↳ If they’re confused, the SOP isn’t done ↳ Feedback closes the loop Example: I had a peer follow my SOP step-by-step, cold. Their questions helped me rewrite 4 sections before publishing. A great SOP doesn’t just live in Confluence. It lives in your team’s day-to-day execution. What’s your #1 tip for writing SOPs that actually get used?

If I had a dollar for every organization I've worked with where the SOPs were good, I wouldn't have a dollar. From my work with companies such as GSK, Novartis, and Pfizer, I hold that: 📋 SOPs must be functional above all else. Their purpose is to help people complete tasks successfully and safely, on time, with expected outcomes. ❌ But most SOPs fail because of: 1. Too Much Information • Every task 20+ steps • Information not concise or focused • Steps containing rationales (belongs in policy docs) • Poor titles that don't indicate task purpose Example of what NOT to do: "Please take a moment to review the testing documentation below." (It's not a favor—just write "Review the testing documentation") 2. Format & Language Issues ⚠️ • Walls of text without reading cues • No white space for visual breaks • Complex words where simple ones work ("utilize" vs "use") • Multiple actions crammed into single steps Real example of what NOT to do: "Remove one packet from the pouch and carefully add all contents to the water sample, swirl the sample until all the reagent dissolves into the solution." (That's 3 separate steps crammed into one!) 3. Structure Problems 🔍 • Steps not chronological • Sections bleeding into each other • Missing process mapping (critical for understanding flow) • Key information (like definitions) buried at the back ✅ The solution starts with three key principles: 1. Map Before Writing 🗺️Process mapping isn't optional; it's the foundation for any usable SOP (like your clinical trials, start with a protocol, not a prayer). 2. Write for Real Use ✍️One action per step, simple language (save the fluff for your cotton swabs). 3. Structure for Success 🎯Put key information where readers need it (hint: definitions belong up front, like your safety goggles). 💡 As I tell my pharma clients: "Will incorporating these concepts make your SOPs longer? Yes, sorry. Will it make them more usable? Yes, not sorry." ⚠️ Because in pharma, unusable SOPs aren't just inefficient—they're a compliance risk (or worse, accident) waiting to happen. Questions? AMA in the comments ⤵︎

FDA Warning Letter snippet: Facility has areas not maintained and in a state of decay. QMR identified significant gaps in training which were not addressed effectively. Sterile operations were not maintained with basic requirements being ignored and willfully violated. What can you do about these issues: The GxP compliance process of Align, Apply, and Adapt is a structured approach to ensuring that GxP standards are effectively integrated into an organization’s operations. Here’s how this framework works: 1. ALIGN – Establishing Compliance Foundations This phase ensures that the company’s policies, procedures, and systems are aligned with regulatory expectations and industry best practices. Key Activities: ✔ Regulatory Landscape Assessment – Identify applicable FDA guidelines. ✔ Gap Analysis – Assess current systems against regulatory requirements and industry benchmarks. ✔ Quality & Compliance Framework Development – Establish or refine SOPs, policies, and quality systems. ✔ Stakeholder Buy-In – Ensure leadership and teams understand compliance priorities and objectives. 📌 Outcome: A clear compliance roadmap that aligns business operations with regulatory expectations. 2. APPLY – Implementation & Execution Focuses on applying compliance principles into daily operations to ensure processes are followed consistently and effectively. Key Activities: ✔ Training & Competency Development – Conduct role-specific GMP training for employees. ✔ Process Integration – Embed compliance into manufacturing, quality control, and clinical operations. ✔ Data Integrity & Documentation – Ensure ALCOA+ principles are met. ✔ Routine Monitoring & Self-Inspections – Conduct internal audits and quality reviews to identify gaps before regulatory inspections. 📌 Outcome: Compliance becomes part of the company’s operational culture, not just a checkbox activity. 3. ADAPT – Continuous Improvement & Risk Management Since regulations and business environments evolve, organizations must continuously adapt their compliance approach to remain inspection-ready and competitive. Key Activities: ✔ Regulatory Change Management – Monitor FDA updates and enhance policies accordingly. ✔ Process Optimization – Leverage insights from deviations, CAPAs, and audit findings to improve compliance efficiency. ✔ Technology & Automation – Implement digital compliance tools to enhance data integrity and reduce human error. ✔ Culture of Compliance – Foster a mindset where compliance is proactive rather than reactive. 📌 Outcome: A resilient, future-proof compliance program that evolves with regulatory changes and business needs. Why This Approach Matters 🔹 Prevents last-minute compliance scrambles before inspections. 🔹 Reduces regulatory risk and ensures inspection readiness at all times. 🔹 Increases operational efficiency by integrating compliance into day-to-day processes. 🔹 Supports scalability, ensuring compliance remains strong as the company grows.

🔒 5 Essential Points to Remember for Quality Risk Mitigation in Clinical Research 🔒   Quality risk mitigation plays a critical role in ensuring the integrity and reliability of clinical research. Here are 5 points to remember when it comes to mitigating risks and maintaining quality standards:   1️⃣ Development and Implementation of Effective Standard Operating Procedures (SOPs): Well-defined SOPs are the backbone of quality management in clinical research. They provide clear instructions for conducting essential processes, ensuring consistency, and minimizing errors. Review and update SOPs to reflect industry best practices, regulatory requirements, and lessons learned from quality assessments. SOPs should be easily accessible and understood by all relevant stakeholders.   2️⃣  Comprehensive Root Cause Analysis: Conducting a thorough root cause analysis is crucial when facing quality issues. Identify the underlying factors contributing to the problem and assess the impact on data integrity and participant safety. By understanding the root causes, you can implement targeted solutions to prevent recurrence and strengthen overall quality.   3️⃣ Development and Implementation of Corrective and Preventive Action Plans: After identifying the root causes, develop appropriate corrective and preventive action plans (CAPAs). These plans should address the identified issues, outline specific actions to be taken, assign responsibilities, and set realistic timelines. Effective CAPAs minimize the risk of future occurrences and demonstrate a commitment to continuous improvement.   4️⃣ Development and Delivery of Role-Specific Training: Training is crucial for ensuring that Clinical Research Coordinators (CRCs) have the necessary knowledge and skills to perform their roles effectively. Develop comprehensive training programs tailored to the CRC role, covering study protocols, data collection procedures, ethical considerations, and regulatory requirements. Ongoing training helps CRCs stay updated, promotes compliance, and enhances overall quality.   5️⃣ Continuous Quality Improvement: Quality risk mitigation is an ongoing process. Embrace a culture of continuous improvement by actively seeking feedback, monitoring performance metrics, and engaging in periodic quality assessments. Regularly evaluate the effectiveness of implemented measures, identify areas for improvement, and take proactive steps to address emerging risks. This proactive approach helps maintain high-quality standards throughout the clinical research lifecycle.   Quality risk mitigation requires a multifaceted approach, including thorough analysis, targeted action plans, robust SOPs, role-specific training, and a commitment to continuous improvement. By prioritizing quality, we can enhance patient safety, strengthen data integrity, and contribute to advancing medical research.   #QualityRiskMitigation #ClinicalResearch #DataIntegrity #PatientSafety #QualityAssurance #ResearchCompliance

Most SOPs fail before they even get written Why? Because they’re written for the boss, not the team. A lot of small business owners treat SOPs (Standard Operating Procedures) like a rulebook. Long. Rigid. Complicated. But real documentation isn’t about control. It’s about CLARITY. One client came to me after her VA kept missing steps in the onboarding process. She had a Google Doc. It was 7 pages long. No one used it. So we rebuilt it, together. ↳ We started by identifying just the three core workflows she needed help with most. ↳ Then we simplified. ↳ Created a step-by-step checklist for each task. ↳ Added visuals to show exactly how things should look. ↳ Recorded short Loom videos (each under 3 minutes) to walk her VA through the process. The result? ✅ Her VA stopped asking the same questions. ✅ Tasks were completed on time. ✅ She finally stopped waking up to Slack messages at 6 a.m. Here’s the truth most people miss: Good systems don’t live in your head…. They live where your team can find and use them. And when your team has access to simple, repeatable SOPs, they stop waiting, guessing, or spiraling. They just do the work. Struggling to get your team to actually USE the SOPs you’ve created? I created a free guide to help you build simple, streamlined SOPs your team will follow, without extra meetings, micromanagement, or overwhelm. Link is in the comment section below. This is exactly what I help small business owners do: Turn over complicated processes into clear, practical systems that actually get used So your team runs smoother, and you stay focused on growth. #systems #leadership #business #strategy #ProcessImprovement

Strong SOPs aren’t sexy—but they are one way to bridge generational and experience gaps on your team. They don’t just tell people what to do. Done well, they clarify purpose and connect tasks to mission. That’s critical when you’ve got a mix of tenured team members who lead with instinct and newer folks who crave structure. A good SOP should cover: ✔ What this process is and why it matters ✔ How it connects to your strategy or values ✔ What to do—clearly. Scrub any vague language. ✔ What’s in someone’s discretion (and what questions to ask yourself when making those decisions) ✔ When to escalate or deviate from what's articulated- and who to contact or seek approval from Think of it less like a script and more like a shared language. One that helps everyone move with clarity, confidence, and consistency—even if they’re coming from different professional generations. (Bonus: This helps tremendously when onboarding)

Writing SOPs is easy. Getting people to actually use them? That’s the real challenge. If you want your processes to live and breathe inside your business, not just sit in a digital folder, here’s how to operationalize them: Start with reality, not theory Don’t aim for the perfect process. Document what’s actually happening today, then improve from there. Break it down into roles Every SOP should answer: Who does what, when, and with what tools. If multiple people are involved, use a RACI matrix to align your team. Turn SOPs Into Checklists A checklist is what the team uses in real life. It should follow the flow of the SOP but be actionable, step-by-step, clear, and tied to the tools they use daily. Embed it where work happens If your team uses project management software, embed the checklist there. If they work from tablets in the field, build it into a form or app they already use. Don’t make them go hunting for the process. Train it. Review it. Reinforce It. Introduce it in a team meeting. Use real-world scenarios. Check in weekly or monthly to ask: → Is it being used? → What’s unclear? → Has anything changed? SOPs don’t create structure. Using them does.