Indianapolis, Indiana – In the world of business operations, Standard Operating Procedures (SOPs) are often seen as a formality—an afterthought that follows the real work. However, when approached strategically, SOPs can become far more than just documentation. They can be the engine that accelerates a company’s growth, turning reactive work into proactive management. By creating a foundation for clarity, consistency, and continuous improvement, SOPs are key to establishing processes that drive efficiency and scalability.
At Audrain Advising, we’ve worked with teams across various sectors, helping them navigate what we call the ‘messy middle.’ This phase, marked by scaling up and managing increased complexity, is where processes tend to evolve organically, often without structure. We’ve seen firsthand how teams become reliant on memory, overcommunication, and heroic effort to get things done. But we’ve also witnessed the remarkable transformations that occur when the right tools, such as SOPs, are put in place. When used thoughtfully, SOPs can turn disorganized workflows into streamlined systems that reduce friction and accelerate momentum. Below, we’ll dive into the process of how SOPs can be used effectively to bring about real, lasting improvements in any organization.
1. Begin with Process Mapping
Before writing any SOPs, it’s crucial to fully understand the current state of affairs. Every improvement effort needs a clear-eyed picture of what is actually happening, not what should be happening. Process mapping is the first step in this journey, and it’s a foundational task that allows teams to chart their workflows and identify where improvements can be made.
To get started, use methods like interviews, team walkthroughs, or shadowing to gather insights. The goal is to trace every step in the workflow, identify who owns each part of the process, understand what tools and systems are used, and pinpoint where handoffs or delays occur. By creating an accurate map of the existing process, you ensure that the improvement process has a strong foundation based on reality, not assumptions. This exercise also fosters a shared understanding within the team, aligning everyone on what needs to be addressed.
2. Design the Exemplar Process
Once the current state has been mapped out, the next logical step is to define what the ideal process should look like. This step is about envisioning the best-case scenario, but with a realistic view of what is achievable.
The “exemplar process” is your aspirational model of how the workflow should ideally flow. It’s not about creating a perfect, unattainable standard, but about identifying practical improvements that the team can actually adopt. This step should include the following:
• Streamlining or eliminating unnecessary steps.
• Assigning clear roles and responsibilities for each task.
• Building decision points or checks where they matter most.
• Reflecting best practices while accounting for the organization’s context.
Think of the exemplar process as a working hypothesis for the improvements you’re aiming to make. It’s what your SOP will ultimately strive to bring to life.
3. Translate the Exemplar into an SOP
With the exemplar process defined, the next step is to codify it into an actionable SOP. At this stage, the goal is to provide clear and concise guidance that teams can use to align their efforts and execute the process efficiently. A strong SOP should have the following characteristics:
• Concrete: The instructions should be clear, step-by-step, with minimal ambiguity. Team members should know exactly what to do at each stage.
• Accessible: The SOP should be easy to find, read, and reference during real work. If team members can’t access it quickly when they need it, it defeats the purpose.
• Actionable: The SOP should align with the tools and systems that are already in use, or at the very least, point out where those systems need to evolve.
Additionally, the SOP should include key details like roles, deadlines, inputs/outputs, and escalation paths. Visuals or examples can also be useful to help clarify key steps. The goal is to make the process executable, ensuring that it is not just theoretical, but ready to be used in practice.
4. Pilot, Test, and Refine – With Intention
Writing an SOP is only the beginning. Before rolling it out organization-wide, it’s essential to test it in real-world conditions. This is where the pilot phase comes in. By implementing the SOP with a small group of users, you can see how well the process holds up under pressure and identify areas that need improvement.
During this phase, pay close attention to any steps that feel clunky, unnecessary, or confusing. Look for any gaps where the process breaks down or where ownership and timing are unclear. Use this feedback to refine the SOP, making sure that it is as practical and effective as possible.
Remember, the goal is not perfection—it’s usability. A successful SOP should meet the real-world needs of the people who will use it, not just the theoretical best practices.
Intentional change management is also key to ensuring the SOP’s adoption. Engage users early in the process, clearly communicate what’s changing and why, and empower team leads to model the new process. When teams feel ownership and have a clear understanding of the changes, they are much more likely to embrace and sustain the new process.
5. Use SOPs to Sustain and Scale Improvement
Once the SOP has been tested, refined, and adopted, it becomes a powerful tool for sustaining and scaling the improvements. Over time, the SOP will serve multiple purposes:
• Reduce reliance on institutional memory: SOPs ensure that the knowledge isn’t confined to a few individuals but is accessible to everyone.
• Increase consistency: As the team grows, SOPs help maintain consistency across different people, teams, or locations.
• Clarify expectations: SOPs can be used for onboarding new hires and in performance reviews, making expectations clear from the outset.
• Create shared language and accountability: With a standardized process in place, everyone is on the same page, leading to better communication and collaboration.
• Build a scalable foundation: As the company grows, the SOP provides a structure that can easily be adapted to handle larger volumes of work.
An important point to note is that SOPs are not static. They should evolve as the organization does. When changes occur—whether in team structure, tools, or strategic priorities—it’s essential to revisit the SOPs and make necessary adjustments. By regularly refining SOPs, organizations ensure that they continue to serve their intended purpose and adapt to new challenges.
Conclusion
SOPs are not just the final product of process improvement; they are a key driver of ongoing progress. By using SOPs strategically, organizations can turn operational pain points into real improvements. Whether you’re refining existing workflows or starting from scratch, a well-crafted SOP offers clarity, consistency, and a solid foundation for growth.
If your team is grappling with operational challenges or preparing for growth, don’t wait until things break. Start by mapping what’s true, define what’s possible, and build the SOPs that will help you scale with confidence. At Audrain Advising, we specialize in helping teams like yours streamline their processes, reduce friction, and achieve lasting momentum. Contact us at [email protected] or visit audrainadvising.com to learn how we can help you turn your operational hurdles into opportunities for success.
