Stop drowning in business chaos - your SOPs are the life raft you need. In this game-changing episode, Susan Finch and Lany Sullivan expose why your team's knowledge hoarding is sabotaging growth and share their proven system for creating procedures that actually get used. They reveal why writing at a 5th-grade level isn't dumbing down - it's smartening up your business operations.
From horror stories of employees creating secret binders to success stories of businesses transformed through proper documentation, this episode delivers the blueprint for organizing years of scattered procedures into one powerful system. Learn the exact folder structure, naming conventions, and review processes that turn procedural chaos into operational clarity. Whether you're a solopreneur ready to scale or managing a team that's reinventing the wheel daily, this episode provides the roadmap to document, delegate, and finally find joy in your work again.
As always, we try to give you an action list you can do on your own:
Immediate Actions (This Week):

Create Your Hub • Set up a main folder called "SOPs," "Procedures," or your preferred name • Ensure it's in a shared drive accessible to your team • Remove individual access permissions temporarily if needed
Assess Current State • List all the procedures you currently have documented • Identify which team members have created their own "personal" procedures • Note any critical processes that exist only in someone's head
Choose Your Categories • Divide your business into main operational areas (e.g., Admin, Sales, Production) • Create main folders for each category • Keep it simple - aim for 4-7 main categories maximum

Short-Term Actions (Next 2-4 Weeks):

The Great Document Dump • Move ALL documents from subfolders into main category folders • Review for duplicates and conflicting versions • Don't panic - this temporary chaos leads to clarity
Establish Naming Conventions • Agree on a team-wide naming system • Include dates, version numbers, or status (TBD, Complete, Archive) • Rename all documents consistently
Create Missing SOPs List • For each category, list procedures that need documentation • Create placeholder documents titled "[Process Name] - TO BE COMPLETED" • Assign ownership and deadlines

Medium-Term Actions (Next 1-3 Months):

Develop Your SOP Template • Include: Purpose, Tools Needed, Step-by-Step Instructions, Screenshots • Add revision dates at the top • Create a video component for complex procedures
Write Priority SOPs • Start with your "hit by a bus" procedures - the critical ones only you know • Use simple language (5th grade level) • Include where to find things, which buttons to click, what fields to complete
Implement Approval Process • Create a procedure for creating procedures • Establish who approves new SOPs • Set review cycles for existing procedures

Long-Term Actions (Ongoing):

Build the Habit • Schedule weekly SOP time • Update procedures as processes change • Archive outdated versions rather than deleting
Create Onboarding Materials • Develop a "Start Here" folder for new team members • Include how to navigate the SOP system • Add role-specific procedure lists
Regular Maintenance • Quarterly reviews of high-use procedures • Annual audit of all SOPs • Celebrate when team members create or update procedures

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