Whether you want to create a budget, forecast demand, design fuel-efficient routes, optimize crew schedules, or catch invoice errors, your AI needs clear standard operating procedures (SOPs) to follow.
In today’s newsletter, we discuss what SOPs are, why small businesses and solopreneurs need them, and how to create SOPs with AI’s help.
🔑 The Takeaway
- AI needs clear instructions, such as SOPs.
- AI can quickly turn your information into SOPs.
- AI can reverse-engineer business wins into SOPs.
- AI can align SOPs with regulatory requirements.
🧭 What are SOPs?
According to Indeed.com:
“A standard operating procedure (SOP) is a document that details the set of activities necessary to complete a task. An SOP outlines the step-by-step instructions for executing a task to streamline a process in accordance with provincial laws or legal guidelines, industry regulations, or the organization’s set standards.”
🧠 Why Solopreneurs & SMEs Need SOPs
SOPs bring order and scalability to small businesses by clarifying workflows, simplifying delegation, and reducing errors. They make it easy for contractors or AI tools to step in and execute tasks.
Beyond day-to-day efficiency, well-documented SOPs boost business value by transforming operations into structured, transferable assets.
💡 Seven Ways to Use AI to Create SOPs
1️⃣ Narrate Your Process
Record yourself explaining or performing a task in a meeting, training, or voice note.
Transcribe it, and AI can turn your spoken steps into a clean, structured SOP.
2️⃣ Summarize Existing Process Artifacts
Process information is often fragmented across emails, messages, task notes, and documents.
AI can consolidate these fragments into a structured SOP.
3️⃣ Identify Patterns in What Works Best
Collect your wins (successful RFPs, sales pitches, top posts) in corresponding folders or projects.
Ask AI to analyze and turn them into SOPs.
4️⃣ Reverse-Engineer Your “Lucky Strikes”
After a big success, gather related emails, notes, and proposals.
Have AI create a repeatable workflow from that success story.
5️⃣ Align with Regulations & Standards
AI can review your SOPs alongside industry standards to find gaps or inconsistencies.
It can suggest updates to ensure compliance.
6️⃣ Adapt Existing SOPs into “Sister” Versions
Use AI to create new versions of existing SOPs for similar but distinct processes.
For example, transform a domestic sales SOP into an international one by focusing on customs, currency, and shipping details.
7️⃣ Reverse-Engineer from Deliverables
Upload a completed deliverable such as a report, checklist, or form.
Ask AI to generate an SOP outlining how to produce that deliverable step by step.
📖 Find more on this topic in the full article: “Why Your Business Needs SOPs and How AI Can Build Them Fast.”
🔴 Your Turn
How do you create and use SOPs in your business?
I’d love to hear from you — send me an email at natalia@nataliabrattan.com.
Talk soon,
Natalia