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Systemize your business, save time, and build accountability.
If you’re a contractor—whether you build homes, install roofs, or manage plumbing, HVAC, or electrical systems—you’ve probably experienced the frustration of inefficiencies in your business. Maybe it’s costly rework because things weren’t done right the first time, or confusion about who’s responsible for what, or feeling like your team constantly needs you to answer questions.
Standard Operating Procedures (SOPs) are the solution to those challenges. They’re your company’s playbook: detailed, documented instructions for how to perform tasks consistently and correctly. SOPs make your business more organized, efficient, and scalable. They’re the key to creating a team that’s self-sufficient, accountable, and focused on doing things right the first time.
In this guide, we’ll walk you through the process of creating custom SOPs for your business. While it may seem like a lot of work upfront, the payoff is undeniable—and if you need help, tools like Subtrak can make it faster and easier.
What Are SOPs and Why Do You Need Them?
SOPs are step-by-step guides that explain exactly how tasks should be performed. They capture the “secret sauce” of your business—the way you want things done—and ensure that everyone on your team is aligned.
Think about the tasks your team does every day. Without clear documentation, each person might have a slightly different way of doing things. This inconsistency can lead to mistakes, wasted time, and frustration. SOPs fix that by standardizing your processes.
With SOPs in place, you can:
- Ensure your team delivers consistent results
- Reduce the time spent training new employees
- Avoid costly errors and rework
- Create a scalable business that doesn’t rely on you for every decision
SOPs aren’t just about getting the job done—they’re about getting it done right, every time.
How to Create Custom SOPs for Your Business
The process of creating SOPs starts by mapping out the workflows that drive your business. Workflows are the big-picture processes that guide your operations, like sales, pre-construction, or billing. Once you’ve identified your workflows, you can break them into tasks, assign roles, and create detailed instructions.
Let’s walk through it step by step.
Step 1: Map Out Your Workflows
Begin by identifying the main workflows in your business. Think about the journey from the first interaction with a customer to completing a project and getting paid. For most construction companies, workflows might include sales, bidding, pre-construction, construction, punch lists, closeouts, billing, and safety.
For example, your sales workflow might cover everything from generating leads to signing a contract. Your pre-construction workflow might detail tasks like reviewing plans, scheduling crews, and ordering materials. Every workflow represents a series of tasks that must be completed in sequence for the workflow to be successful.
It’s also important to recognize that workflows can vary depending on the type of project. A repair job will follow a different process than a new build. Public works projects may have entirely different bidding and compliance requirements compared to residential jobs. Take the time to map out these differences.
Step 2: Break Down Tasks
Once you’ve outlined your workflows, it’s time to list every task within each of them. This is where you get into the details. Think about everything that needs to happen for a successful outcome, step by step.
For example, in your pre-construction workflow, tasks might include reviewing plans, ordering materials, conducting safety meetings, and scheduling site inspections.
Each task should be assigned to a specific role within your company—like a project manager, foreman, or estimator. Roles provide consistency and accountability, even as team members come and go. Avoid assigning tasks to individuals; instead, focus on the job title responsible for the work.
Step 3: Write Your SOPs
Now it’s time to create the actual SOPs. Each SOP should include the following components:
- A clear title that describes the task
- The role responsible for the task
- An overview explaining why the task is important
- Step-by-step instructions that are easy to follow
- Supplemental materials like checklists, videos, screenshots, or worksheets
- Any required equipment or safety considerations
- A revision date to ensure the SOP stays up to date
When writing, aim for clarity and detail. Assume the reader has no prior knowledge of the task, and write in a way that someone new could follow without confusion. Visual aids like photos, diagrams, or videos can be incredibly helpful.
Step 4: Review and Refine
SOPs are living documents. Once you’ve written them, have your leadership team or subject matter experts review them for accuracy. This is also a great opportunity to involve the people who actually perform the tasks—ask them to test the SOPs and provide feedback.
Refining your SOPs based on real-world input ensures they’re practical and effective.
Step 5: Implement and Maintain
After your SOPs are finalized, make them accessible to your team. Digital platforms like Subtrak are ideal for organizing and sharing SOPs. Regularly update your SOPs—ideally once a year—to reflect changes in your processes or business.
Final Thoughts: Why SOPs Are Worth the Effort
Creating custom SOPs might feel like a lot of work, but the rewards far outweigh the effort. With SOPs in place, you’ll have a detailed framework that allows your business to run smoothly, even as you grow. You won’t need to be the bottleneck or the point person for every decision—your team will have the tools they need to work independently and efficiently.
If the thought of creating SOPs feels overwhelming, we’re here to help. Subtrak Premier Implementation is a done-for-you service where we create detailed and customized SOPs for your business. Through a series of one-hour interviews with you and your leadership team, we’ll document your workflows and create SOPs tailored to how you operate. Schedule a demo today to learn how we can get your systems documented in a fraction of your time.
Prefer to do it yourself? Subtrak offers tools to make SOP creation faster and easier. Our built-in AI tool helps you generate detailed SOPs in seconds—just input a prompt, and let the AI handle the rest. Plus, we’re building the Internet’s largest library of construction SOP templates. If you’re looking for inspiration or examples, check it out to jumpstart your process.
Ready to systemize your business? Try Subtrak for free today and see how easy it can be to create SOPs that work for your team.
