How to write your first SOP (and why it matters more than you think)

Ever feel like you’re the only one in your business who knows how to do things properly?

Whether it’s how you quote a job, follow up with a customer, or chase payments, the truth is: if it’s all in your head, you’re the bottleneck. And that’s a problem.

This blog will show you a dead-simple way to start systemising your business with one SOP (Standard Operating Procedure) – and explain how it can transform how your business runs.

Start small: one task, one SOP

Here’s a quick challenge: think of one thing you do every single day in your business. It could be something simple like how you invoice a job, book in a service, or order materials from a supplier.

Now ask yourself: could someone else do this if I wasn’t around?

If the answer is no, you’ve just found your first SOP.

All you need to do is break the task into simple, step-by-step instructions that someone else could follow. That’s it. Nothing fancy. No corporate waffle. Just a straightforward process.

Write it down. Save it somewhere your team can access. Done.

Congratulations – you’ve just started systemising your business.

If you’re thinking, “But I don’t have time to write out every single process”, here’s the thing: you don’t have to do it all at once. Start with the tasks that trip your team up most often. The things that always lead to mistakes, delays or phone calls asking you how to do something.

Even documenting one or two of these can make a big difference.

Why this matters more than you think

Look, we’re not talking about turning your business into some cold, corporate machine. This is about making things easier for you, your team, and your customers.

Here’s what happens when you start building SOPs:

• You waste less time explaining the same thing over and over

• Your team gets things right the first time

• Customers get a more consistent experience

• You free up headspace to focus on growth (not firefighting)

It doesn’t mean you lose control. In fact, you gain more control because things run the way you want, even when you’re not there.

And let’s not forget – if you ever want to sell your business, or step back from the day-to-day, having proper systems in place massively increases its value and makes that transition smoother.

Imagine someone new joining your team and being able to hit the ground running, because there’s already a clear playbook for how things are done. That’s the power of systems.

Ready-made systems that save you hours

If you’re serious about building a business that runs without you, then you need more than one or two SOPs.

That’s why we created The Systems Handbook – a collection of 70+ plug-and-play SOPs written specifically for plumbing and heating businesses.

Inside, you’ll find proven systems covering:

• Quoting and pricing

• Cashflow and finance

• Job management

• Customer service

• Team onboarding

• Health & safety

• Van stock management

• And loads more

These aren’t generic templates. They’re based on real-world systems used by growing plumbing and heating businesses across the UK. You can drop them straight into your business and start seeing results fast.

Time saved. Fewer mistakes. More consistency. And a business that doesn’t fall apart every time you take a day off.

Want to get off the tools and build a business that runs itself?

Get your copy of The Systems Handbook today on Amazon – https://amzn.to/4m8yMEi

For help with pricing, quoting, systemising, or simplifying your business, drop us a message at [email protected]. Whether it’s The Quote Handbook, The Systems Handbook, or our all-in-one toolkit, Business in a Box, we’ve got the tools to help systemise your operations and move your business forward.