SOP & Knowledge System Design

Most DIY SOP attempts fail because they try to:

• Document everything at once
• Use a rigid, corporate-style template
• Live in a tool that nobody actually opens
• Aim for perfection, which makes starting feel impossible

We do almost the opposite:

• We choose a small number of high-value processes and start there.
• We design a light, human SOP format that fits how you think and speak.
• We place your SOPs inside a small, focused knowledge structure, not a sprawl.
• We treat v1 SOPs as living drafts that will improve once you actually use them.

The result is not a giant manual. It's a small set of documents you genuinely rely on, which grow steadily over time.

No. Tools are just containers. The value is in the structure and content.

We can implement your SOPs and knowledge system in:

• Notion
• Google Docs / Drive
• A light wiki or documentation tool
• Your project management platform (for certain use cases)

We'll suggest a setup that fits your existing stack and comfort level. If you already love a tool, we'll lean into that. If you're undecided, we'll pick something simple and sustainable, not the shiniest thing on the internet.

What matters is that you trust the space and actually open it when you need to, not which logo it has.

The number depends on:

• The scope of the engagement
• The complexity of your business, and
• Whether you want us to focus on client-facing work, internal operations, or a mix

As a rough guide:

• We'll identify a priority list of processes and typically aim to fully structure and draft a core set (often 5–15) within a first phase.
• We'll also leave you with templates and a clear method to continue building more SOPs yourself, aligned with the same pattern.

The goal isn't "we wrote 50 SOPs." The goal is "we wrote and implemented the SOPs that actually change how your business feels to run."

Yes. In many solos, you are both the worker and the system.

This creates friction:

• On days when you're tired, steps get skipped.
• On busy days, you forget what you decided last time.
• You waste mental energy remembering sequences instead of doing the work.

SOPs help even if you never hire because they:

• Reduce decision fatigue – you don't have to re-think every step each time.
• Protect quality – important steps are less likely to be missed.
• Make context switching easier – you can put a process down and pick it back up later without re-figuring it.

And if you ever do want to bring in help, you'll be very glad you don't have to document everything from scratch at that moment.

Good SOPs should feel like supports, not handcuffs.

We design your SOPs and knowledge system with controlled flexibility:

• Processes include why certain steps exist, not just what to do, so future changes still make sense.
• We build in a versioning and change log pattern so you can safely experiment and record improvements.
• We use a review rhythm to periodically ask: "Is this still the best way? What have we learned?"

You're not freezing your business in time. You're creating a baseline of "current best" that you can improve intentionally, instead of relying on vague memories of what you tried last year.

It's a collaborative process, but we don't leave you staring at a blank page.

Typically:

• We lead structured sessions where you talk through a process while we ask targeted questions.
• We draft the first version of the SOP or checklist based on that conversation and any materials you share.
• You review and correct it where needed; we polish the structure and clarity.

For some founders, we do the heavy lifting on writing; for others, we outline and they fill in details. Either way, we always ensure the final version feels like your language and your way of working, not a generic template.

SOPs and knowledge inevitably touch topics like:

• Who should have access to which tools and accounts
• How you handle sensitive client information in practice
• Where you save and back up important files
• What to do if a key system is unavailable

Within this service, we can:

• Document clean, sensible patterns for account use, access requests and file handling.
• Define small "safety SOPs" (e.g. backup routines, password hygiene practices, how to revoke access when someone leaves).

If you want to go deeper into digital habits and risk, we can connect this work to your Digital Workspace & Toolstack Strategy and Digital Hygiene & Security Programme. We still won't become your emergency tech support, but we can ensure your documentation and everyday practices support a safer way of working.