Creating SOPs That Actually Get Used: A Guide for Contractors
Standard Operating Procedures (SOPs) are meant to make your business run smoother. But in many contracting companies, they’re either ignored or collecting dust. Why?
Because they’re too long, too vague, or not built for real-world use.
If you're a contractor in paving, HVAC, plumbing, or construction, this guide will help you create SOPs your crew can actually follow: quickly, consistently, and confidently.
1. Start Small: Focus on High-Impact Tasks
Trying to SOP your entire business in one week? That’s a recipe for burnout. Instead, start with the 3–5 tasks that regularly cause confusion, rework, or delays.
🔧 Great SOP Starting Points:
Daily jobsite setup and teardown
Equipment check-out and return
Customer follow-ups after a job
Safety protocols for ladders or confined spaces
Job closeout and invoicing process
Pro Tip: Ask your team, “Where do we keep making the same mistakes?” and start your SOPs there.
2. Keep It Visual and Mobile-Friendly
Crews won’t read a 10-page PDF on the jobsite. If you want them to use your SOPs, they need to be quick, visual, and mobile-ready.
🛠 Tips for Field-Friendly SOPs:
Use bullet points, not paragraphs
Include checklists or numbered steps
Add photos or short videos of the task
Store them in a tool like Trainual, Google Drive, or your project app
Bonus: Print QR codes that link to SOPs and place them inside trucks or trailers for easy access.
3. Use Real-World Language (Not Corporate Jargon)
If your SOP sounds like it was written by a lawyer, it’s not going to work in the field.
Example:
❌ “Commence equipment inspection protocol in accordance with safety directive 4.2.”
✅ “Check fuel, blades, and tires on the saw trailer before leaving the shop.”
Write your SOPs in the voice of your crew. If it sounds natural, they’ll follow it.
4. Assign Ownership and Accountability
Even a great SOP fails if no one enforces it. Assign responsibility to keep SOPs alive.
🔁 How to Ensure SOPs Are Used:
Assign a “champion” for each key SOP (e.g., shop manager, crew lead)
Review SOPs during new hire onboarding
Cover one SOP during weekly meetings
Track compliance in your CRM or workflow tool
Tool Tip: Use Pipedrive, Monday.com, or Trello to assign SOP-related tasks and monitor follow-through.
5. Review and Improve Regularly
Your business evolves. So should your SOPs. Make reviewing them a regular part of your workflow.
📝 Quarterly SOP Review Questions:
What’s working well?
What steps are unclear or outdated?
What mistakes could this SOP prevent?
SOPs should improve over time, just like your team.
Final Thoughts
SOPs aren’t paperwork. They’re power tools.
When your crew knows exactly what to do (and how to do it), you reduce errors, speed up jobs, and eliminate constant questions or delays.
Need help building standard operating procedures that actually work in the field?
👉 Book a Free Consultation with Columbus Business Consulting
Let’s simplify your processes and make them work for your team, not against them.
