9 Common Mistakes to Avoid When Writing SOPs
Avoid these common mistakes when writing SOPs and create clear processes that improve efficiency and support team growth.
Writing SOPs (Standard Operating Procedures) might not be glamorous, but it’s one of the most powerful ways to bring structure, consistency, and confidence to your business.
A well-written SOP is clear, repeatable, and easy for others to follow. It empowers your team to share in the work — whether you’re onboarding a new hire, training an existing team member, or documenting how you do what you do.
Yes, documenting takes time. But the payoff is clarity, consistency, and the freedom of knowing things will be done right — every time.
Here’s why writing SOPs matters — and the most common mistakes to avoid so yours actually get used.
Key Takeaways:
Learn the most common mistakes business owners make when writing SOPs.
Discover how to make your procedures clear, visual and accessible.
Get practical tips to help you standardize and maintain your SOP library.
1. Skipping Clear Objectives
Mistake: Writing SOPs without explaining why the process matters.
Why it matters: If people don’t understand the purpose, they won’t follow it.
The fix: Start each SOP with its objective and expected outcome. Explain what success looks like and why the task is done this way.
2. Using Vague or Overly Technical Language
Mistake: Writing SOPs that rely on jargon or insider language.
Why it matters: Unclear directions lead to inconsistent results.
The fix: Keep it simple and action-oriented. Write as if you’re walking someone through the task step by step. If you need to use technical terms, include a small glossary or terminology “crosswalk”.
3. Making SOPs Too Long or Too Short
Mistake: Over-explaining every detail or skipping critical steps.
Why it matters: Too much overwhelms; too little confuses.
The fix: Break longer SOPs into sections like Before You Begin, Steps to Complete and Wrap-Up. Use screenshots or record short Loom videos to support the text and give context in real time.
4. Not Standardizing the Format
Mistake: Writing SOPs in different layouts and styles.
Why it matters: Inconsistency makes them harder to read and trust.
The fix: Use a single template with consistent headings and visuals. When SOPs follow the same structure, people know exactly where to look for what they need.
5. Forgetting Visuals or Examples
Mistake: Text-only SOPs.
Why it matters: People learn differently, and visuals make concepts stick.
The fix: Add screenshots, diagrams, or short screen-capture videos. Tools like Loom or Scribe can speed up documentation by showing the process step-by-step — just make sure you’ve already defined the process clearly before recording. Otherwise, you’re just documenting chaos. If you’re going to voice record, I recommended to script it out so you don’t fumble your words or require multiple takes.
6. Writing SOPs Without Team Input
Mistake: Managers write SOPs in isolation.
Why it matters: The best documentation reflects how the work actually happens.
The fix: Gather input from the people doing the task. When I assist in SOP development for clients, I always start with a discovery session — asking questions, reviewing steps, and validating the process before putting anything in writing.
7. Failing to Keep SOPs Updated
Mistake: Writing SOPs once and never revisiting them.
Why it matters: Outdated instructions cause confusion and inefficiency.
The fix: Schedule quarterly or, at the very least, annual reviews. Check if software or platform updates, new roles or better workflows have changed the process. Keep your documentation alive and accurate.
8. Ignoring Accessibility and Ease of Use
Mistake: Storing SOPs in hidden folders or buried files.
Why it matters: No one uses what they can’t find.
The fix: Store SOPs in a centralized, searchable location. Organize them by department or workflow so your team can find answers quickly.
9. Leaving Out Key Resources
Mistake: Forgetting to include links, forms, or templates that support the task.
Why it matters: Missing resources slow everything down.
The fix: Add a “Resources” section at the end of each SOP with direct links so that the user has everything they need.
Conclusion
Writing SOPs isn’t just about documentation — it’s about empowerment. Clear, consistent procedures let you step back while your business runs smoothly.
Treat SOPs as living documents that evolve with your systems and people. The more thoughtfully you write them, the easier it is for your team to learn, execute, and grow with you.
FAQs About Writing SOPs
What is a good SOP format?
Start with the purpose, then list step-by-step actions using bullet or short paragraphs. Keep it concise and skimmable.
What is a helpful too for writing SOPs?
Pair written instructions with visual tools like Loom, which lets you record screen captures to demonstrate tasks. You can also try Scribe, which automatically documents your steps while you perform them. It can be a great starting point if your process is already standardized — just make sure to review for accuracy and clarity before sharing. Tools should complement your process, not define it.
Can AI help with writing SOPs?
Yes — but only after you’ve mapped out your process. AI can be a great assistant for formatting, tightening language, or turning rough notes into a clean draft.
But it shouldn’t decide how work gets done. The best SOPs come from people who know the process inside and out — the ones doing the actual work. Use AI to polish, not to replace human insight.
Remember: this post is for informational purposes only and may not be the best fit for you and your personal situation. It shall not be construed as legal, financial, or medical advice. The information and education provided here is not intended or implied to supplement or replace professional advice of your own attorney, accountant, physician, or financial advisor. Always check with your own physician, attorney, financial advisor, accountant, or other business or medical professional before trying or implementing any information read here.
