If you’re a fast-growing business owner, you likely understand the struggle: documenting Standard Operating Procedures (SOPs) often ends up at the bottom of your to-do list. You’re juggling numerous responsibilities, your team is stretched thin, and each day feels like a sprint.
The good news? There’s a way to capture your procedure in minutes—not hours—without sacrificing quality. The trick lies in shifting your mindset around what an SOP needs to be when you’re short on time.
Here’s a helpful tip I share with my clients when they feel overwhelmed and can’t find time to document processes: don’t strive for perfection; just get something down. I refer to this as the “minimum viable procedure.”
When you’re under pressure, instead of attempting to create a comprehensive, detailed SOP, simply jot down the title of the task along with a few bullet points for each main step. At this stage, there’s no need for exhaustive details. This can be done in just a few minutes, even while you’re working on the task.
The next time someone on your team needs to perform that job, they’ll have a basic outline to follow. It may not be perfect, but it’s a significant step forward. Over time, you or your team can expand on the details and enhance the procedure.
This simple hack allows you to start documenting processes quickly, breaking the cycle of waiting for the “right” moment. It’s the fastest way I know to begin building SOPs, even during busy periods.
In this post, I’ll outline my straightforward, step-by-step approach to documenting processes efficiently, even when you’re overwhelmed. You’ll learn:
- How to create “minimum viable procedures” in minutes
- Why this method saves you time and helps maintain your sanity
- How to involve your team or a consultant in completing the job
If you’re ready to reduce chaos and start building a business that operates smoothly—without you handling everything—you’re in the right place. I’ve assisted hundreds of business owners in overcoming overwhelm with this exact method. Let’s dive in!
The Myths
Let’s bust some myths about documenting SOPs and processes:
Myth 1: You have to write a perfect, detailed SOP the first time.
Wrong. Perfection is the enemy of progress. Waiting for the “right” time or the “perfect” format means you’ll never get started. You can capture your procedures in minutes with a rough outline—and that’s far better than nothing.
Myth 2: SOPs take too long to create, so it’s not worth starting.
Not true. You can create a minimum viable procedure in minutes. Even a skeleton outline helps your team work faster and reduces mistakes.
Myth 3: Only you can document your processes.
False. You can start the outline, then have your team or a consultant fill in the details. You don’t have to do it all yourself.
Myth 4: SOPs are only for big companies.
Absolutely not. Small businesses benefit the most. SOPs help you delegate, train faster, and scale without chaos.
My simple process is about getting started fast, then improving as you go.
Related: 3 Myths About Process Documentation Exposed: Unlock the Secret to Sustainable Growth
How to Create a Minimum Viable Procedure
Here’s my step-by-step hack to capture your procedures in minutes, even when you’re under time pressure:
Step 1: Identify a Repetitive Task
Pick a task you or your team do often, but haven’t documented yet. Don’t overthink it. Choose something that causes confusion or mistakes.
Step 2: Create the Foundation (Title)
Open a Google Doc, or a program such as Trainual, or even grab a notepad. Write the name of the procedure at the top. This is your foundation.
Step 3: Add the Framework (Step Titles)
List the main steps as bullet points. Don’t add details yet. Just the big actions, in order. For example:
- Log in to the system
- Check new orders
- Update order status
- Notify customer
Step 4: Save and Share
Save your outline. Share it with your team or whoever needs it. Let them use it as a guide the next time they do the task.
Step 5: Fill in Details Over Time
Each time the task is done, add a little more detail to one step. Or, ask your team to fill in the blanks as they go. By the end of the week, you’ll have a complete SOP, without blocking your calendar.
Tools to Make It Easier:
- Google Docs or Microsoft Word (free, easy to share)
- Trainual (great for building a training library)
- Zight (record a quick screen video and have someone else turn it into steps)
- Nifty or Asana (for tracking SOP progress)
The Benefits:
- You save time and mental energy
- Your team makes fewer mistakes
- You can delegate with confidence
- You get closer to a business that runs without you
Imagine how it will feel when you can take a genuine break, knowing your team has clear instructions and everything will run smoothly.
Remember: even a rough outline is better than nothing. Over time, these minimum viable procedures will grow into a powerful library that saves you time and headaches.
FAQs
Q: What if I don’t have time to even start an outline?
A: Block out just 5 minutes. Do it while you’re doing the task. Or, record yourself explaining the process and have someone else write the outline.
Q: My team is too busy to help. Now what?
A: Consider hiring a consultant or a freelancer. They can interview you or your staff and turn your knowledge into SOPs.
Q: What if I miss a step in my outline?
A: That’s okay! Add it next time. SOPs are living documents. They don’t have to be perfect on day one.
Q: How do I get my team to use the SOPs?
A: Involve them in the process. Make SOPs easy to find. Demonstrate how SOPs simplify their
tasks and minimise errors.
Q: I’m not good at writing. Any tips?
A: Keep it simple. Use bullet points. Or record a video and have someone else write the steps.
Q: How do I know which processes to document first?
A: Start with the tasks that happen often, cause the most confusion, or are critical to your business.
Related: Documenting Your Processes: How To Engage Your Team
Conclusion
You don’t need hours, fancy templates, or perfect writing to start documenting SOPs, Standard Operating Procedures, or processes. All you need is a few minutes and the willingness to capture your procedures in minutes by creating a minimum viable procedure. This simple hack will help you get started fast, even when you’re under pressure.
Start with the basics: the title and the main steps. Share it with your team. Add details over time. If you’re too busy, get help. The sooner you start, the sooner you’ll have a business that runs smoother, with fewer mistakes and less stress.
Imagine the relief of knowing your team can handle things without you. Imagine having time to focus on growth, or even take a real break. That’s the power of documenting your processes, one quick outline at a time.
Ready to stop the chaos? Open a doc, jot down your first minimum viable procedure, and take the first step to freedom today. If you need help, reach out. I’m here to make it easy for you.
