Preventing Catastrophe One SOP at a Time (Or Why “We’ll Document It Later” Is Famous Last Words)

Here’s a fun fact no one tells you when you start a group practice: the universe has a sense of humor.

If you’ve ever said, “We’ll write that SOP later,” that’s the exact moment the person who knows how to do it will give notice, go on leave, or drop their laptop in a puddle.

And suddenly what was once a simple task — sending invoices, running payroll, onboarding a new client — becomes a full-blown treasure hunt through your emails and brain files.

That’s why having company documentation and SOPs in place before a big growth spurt, new hire, or unexpected absence isn’t just “good admin practice.”

It’s business insurance. It’s emotional insurance. It’s sanity insurance.

And you’re probably thinking, “Sure, sure, they’re important. But I’m filled with dread and absolute boredom any time I think about writing one.”

But hear me out: SOPs can be kinda sexy??

Not in a candlelight-and-roses way, but in a “my business runs smoothly and no one’s texting me about where the login is” way.

Consistency? Predictability? Everyone knowing what to do without asking me? That’s hot. 🔥

(Just me? Ok anyway, moving on.)

Image via unsplash.

What SOPs Actually Do (and Why They Matter So Much)

SOP technically stands for Standard Operating Procedure — but don’t let the corporate-sounding name fool you. They’re simply step-by-step guides for “how we do things around here.”

And here’s the (sexy) secret: well-documented SOPs don’t just make your practice more efficient, they make it more resilient.

When you have SOPs:

• New hires get up to speed faster (without you re-explaining everything for the fifth time)

• People can take time off without panic

• Mistakes drop dramatically because the system holds the details

• Growth becomes manageable instead of chaotic

For group practice owners, SOPs turn your business from “held together by memory and caffeine” into a smooth, scalable operation.

The Real-World Moments SOPs Save You From

Let’s run through what this could tangibly look like:

• Your admin quits unexpectedly.
  With SOPs, someone else can temporarily step in and keep the workflow moving that same day — and that person could be someone other than you! With well-written SOPs, the steps should be so easy to follow that a stranger off the street could do them (but like, probably not advisable).

• You hire three new clinicians at once.
  Instead of scrambling to explain your onboarding process, your SOPs guide them (and your leadership team) step-by-step. Wow, the efficiency! Also, folks have a very clear resource to refer back to instead of asking you the same question 7 times. And! Your systems don’t buckle under pressure because they were built with structure, not guesswork.

• You go on vacation.
  Your business keeps running while you’re relaxing — calmly, confidently, without you checking your email from the beach. Everyone knows their role and responsibilities, and there’s a clear chain of command to follow.

Start Simple — Don’t Overthink It

If I’ve actually convinced you on SOP sex appeal and you’re itching to dig in, let’s start with some baby steps.

Start with:

• A doc titled “How We Do Things” (yeah, your Drive works just fine)

• Make one section for each area: Admin, Billing, Client Onboarding, HR, Marketing, etc

• Brain dump! What, why, how, where, etc.

Then every time you catch yourself saying, “Let me show you how to do that,” pause and say, “Let’s document it instead.” Future you (and your team) will thank you.

Spoiler: it probably won’t be pretty at first, and that’s ok. If you need to call in the big guns to clean things up or get you started with comprehensive templates, you know who to reach out to (me!).

Ready to Future-Proof Your Practice?

If you’re heading into a busy season, growing your team, or just tired of holding all the details in your head — it’s time to get your systems in order before the next curveball hits.

As a Fractional Operations Partner, I help group practice owners design practical, human-centered SOPs that make their businesses run smoother (and their lives calmer).

Let’s prevent the next catastrophe — one SOP at a time.

Hey! I’m Charlie — Your Practice Partner.
I help human-centered group practices thrive. More about me.