Do I Need Hundreds of SOPs to Systemize My Biz?
Why more documents aren’t the answer... and what actually works instead.
If the word systemize makes you picture a mountain of SOPs you’ll never finish… you’re not alone.
A lot of business owners think systemizing means creating a giant binder (or a Notion vault) filled with every single step of every single task. It sounds exhausting to make and to follow - and for most people, it is. (That includes me!)
So here’s the truth: you don’t need hundreds of SOPs. You just need the right ones.
In fact, creating too many SOPs too early can backfire. You could end up documenting processes that are still evolving - or worse, reinforcing messy, unclear systems that don’t actually work well.
Let’s break this down and talk about what actually helps you build a more scalable, self-sustaining business.
What Most Businesses Get Wrong About SOPs
Many think SOPs are the system.
They’re not. SOPs are just the documentation of how a process works. They help people follow what’s already been designed, tested, and refined.
But if the system is clunky, inefficient, or unclear, writing it down doesn’t fix the problem. It just locks it in.
This is why SOPs should come AFTER you’ve simplified, cleaned up, and tested the process.
Before you hit record or open a new doc, ask:
Is this process consistent?
Is it producing good results?
Can someone else follow it easily?
If the answer is no, you’re not ready to create an SOP. Instead - it's a signal for you to optimize the system first.
What to Do Before You Document
There are three steps to take before SOP creation:
Simplify your systems
Cut the unnecessary steps
Keep only what moves the process forward
Standardize your workflows
Define how you want things done
Create one version of the process everyone can follow
Delegate or automate where possible
Offload low-value tasks
Use tools or templates to reduce manual work
Once your system is simplified, standardized, and stable... then it’s time to document.
So How Many SOPs Do You Actually Need?
Here’s where most people overcomplicate things. You don’t need to SOP everything at once. You just need to focus on business-critical systems - the ones that drive growth, reduce risk, and enable your team to do great work without you in the room.
These are usually:
Client or customer onboarding
Core service or product delivery
Internal communication and collaboration
Payment processing, refunds, or dispute handling
Lead capture and conversion workflows
Start there. These areas represent the backbone of your business. When they’re clear, consistent, and documented, your business becomes easier to run, easier to delegate, and easier to grow.
Most businesses can start strong with 10 to 15 SOPs. More than that, and you’re probably over-documenting. Less than that, and you might still be relying too much on memory or individual people to carry the business forward.
What If I Already Have SOPs, But They’re Not Working?
If you’ve already created some SOPs but something still feels off... this part’s for you.
Use these guiding questions to assess what needs improvement:
What would make the business easier to run next week?
Where do mistakes, delays, or bottlenecks keep happening?
What would help a new hire hit the ground running?
Are people actually using the SOPs, or are they skipping them?
Sometimes the issue isn’t the documentation itself - it’s that the system behind it hasn’t been properly designed, or the SOP is too long, too vague, or too hard to follow.
Remember: a great SOP isn’t long or fancy. It’s simple, clear, and immediately usable.
SOPs That Actually Work: Best Practices
Here are a few quick pointers from operations pros across the board:
Keep it short (ideally one page or less)
Use checklists or bullets, not paragraphs
Record a screen share or walkthrough if it’s easier to explain visually
Avoid jargon - write like you're explaining it to someone on day one
Include what to do, how to do it, where to find tools or files, and who owns it
Some businesses even use tools like Scribe, Tango, or Loom to capture steps as they work, turning it into instant documentation without writing from scratch.
The key is to make SOPs a tool for clarity, not just compliance.
I will talk more about this in another blog - so follow here and stay tuned!
The Real Purpose of Systemizing
Let’s be clear: you’re not trying to build a robot factory that pumps out manuals for every little task. That’s not what sustainable growth looks like.
Good systems create consistency.
Consistency creates trust.
And trust is what scales businesses.
So no - you don’t need a massive SOP library.
You need strategic systems that support how you want to grow - and smart SOPs to back those up.
Need help figuring out which SOPs to start with?
We help founders cut through the clutter and build systems that actually work for your brain and business.
