The 5 Business Tasks You Should Document First (Hint: You’re Already Doing Them)
Documenting your business tasks as standard operating procedures (SOPs) probably isn’t at the top of your list for things to do for your business. It’s not always fun and can be a little tedious, I’m not gonna lie to you.
But here’s the thing: if you’re tired of reinventing the wheel or feeling like your business can’t function without you, SOPs are your first step toward freedom.
The good news? You don’t have to overhaul your whole business overnight. Start with the everyday things you’re already doing—just document those processes as you go. These are the 5 tasks I recommend documenting first (and I’m willing to bet you did at least one of them today).
Client Onboarding
Every time a new client signs on, you probably send a similar series of emails, gather some information, schedule a call, and set up systems. That’s your onboarding process—even if it lives entirely in your head right now.
Writing it down ensures a consistent client experience, makes delegating easier, and saves time (no more rewriting that “welcome” email every time).
Your onboarding SOP should include:
Where and how you store your client onboarding materials
What tools or platforms you use (think: Dubsado, HoneyBook, ClickUp, Google Drive)
A checklist of steps to complete before the kickoff call
Email templates for welcome, contract, and invoice
Internal tasks like creating folders, adding to your CRM, or sharing links
If you use Google Docs to make your SOP, you can even link your favorite templates or automations right in the doc.
How You Create and Share Content
Whether you’re creating Instagram reels, weekly blog posts, or monthly newsletters, content creation is a big part of how you show up and market your business. Since posting to your blog, email marketing, and social media is a near-daily rhythm, it’s a great candidate for systemization and delegation.
Most content processes follow the same general flow: brainstorm → create → revise → schedule → post. If you’re doing that every week, you already have a system—it just might not be documented yet.
Your content SOP might include:
How you decide what to post and where
Brand voice guidelines or dos/don’ts
What tools you use for writing, editing, or designing (like Canva, Google Docs, Later, or Meta Business Suite)
The workflow from idea to scheduled post—including who’s responsible for each part
Bonus: When your content process is documented, it’s easier to hand off bits and pieces of it (like having a VA prep graphics or upload drafts).
And not, like, to toot my own horn or anything, but my Ultimate Business Dashboard has a content planner that works really well for this! Just sayin’.
Responding to New Inquiries
Every time a new lead hits your inbox or fills out your contact form, what happens next?
If your answer is a shrug…let’s document a system! Inquiry response is one of the first areas most business owners delegate—and it works a lot better if there’s a clear workflow behind it.
Your inquiry SOP could cover:
Where inquiries land (inbox, CRM, social DMs, etc.)
What qualifies someone as a potential client
How and when to follow up
Email templates or canned responses
How to send your pricing guide, schedule a discovery call, or move them into onboarding
Even if you’re not ready to hand this off yet, having it documented means you’re ready when the time comes.
Sending Invoices + Tracking Payments
This is one of the easiest processes to automate and delegate—but only if the process is clearly defined.
If invoicing feels clunky or inconsistent, that’s a sign your workflow could use some structure. An SOP here doesn’t just save time; it can also help avoid awkwardness around missed or delayed payments.
An invoicing SOP might include:
What platform you use to send invoices (Stripe, QuickBooks, Dubsado, etc.)
When invoices get sent (at signing? on the 1st of each month?)
What your payment terms are
When and how you follow up on unpaid invoices
Where you track income and due dates
Want to get even more efficient? Add a system for monthly bookkeeping tasks and integrate your SOP with your accounting software (in case you couldn’t tell, systems is a big theme around here 😉).
Publishing Your Email Newsletter
If you send any kind of email marketing—weekly, monthly, or even quarterly—you already have a repeatable process. And just like with social content, once you know the workflow, it’s much easier to delegate or streamline it.
A simple email newsletter SOP could include:
Your platform (like Flodesk or Mailchimp, or your built-in email marketing with website hosts like Squarespace or Wix)
Your typical format or sections (updates, tips, promos)
How you write, edit, and proofread emails
Design or layout preferences
Sending, testing, and segmenting instructions
You don’t need to have a massive list or send daily newsletters to benefit from this. Even if you only email once a month, an SOP can help you be more consistent, less last-minute, and more strategic with your content.
Ready to Get Started?
If the idea of writing SOPs still feels overwhelming, start here: open a Google Doc and write down the steps you take the next time you do one of these tasks. That’s your first draft. No perfection required.
Then, once you have a few SOPs written, you can start organizing them into categories (client management, marketing, admin, etc.) and storing them in a central folder or tool your team can access. Google Drive is great for this.
And if you're not sure what to delegate next? SOPs are your roadmap. They turn “I don’t even know where to start” into “Here’s exactly what I need help with.” As you’re documenting tasks, you’ll find yourself realizing that a step in one task might actually need its own SOP—it’s incredible what just writing something down can help you discover.
One last note: SOPs aren’t just for big teams. They’re for solopreneurs who are sick of wasting time, freelancers looking to grow, and business owners who want to step into a true CEO role.
You’re already doing the work. Just write it down.
Hi! I’m Bre
I specialize in helping female entrepreneurs and small business owners streamline their operations, save time, and grow their businesses with tailored virtual assistant services. From admin support to business systems audits, website maintenance, and launch strategies, I provide expert, personalized solutions. Explore my blog for tips on business efficiency, and connect with me to discuss how I can take tasks off your plate, so you can focus on what matters most.
