Why SOPs Matter for Associations—and How to Build Them

by Towsif Nasor, PMP 

As an IT consultant who has now been working in the association space for a few years, I have seen a consistent theme occur across organizations of all sizes. Every organization needs and should have them, but many simply lack clearly defined Standard Operating Procedures (SOPs). 

Simply put, SOPs are documents which provide you with step-by-step, clear and concise instructions to carry out operations and tasks. Often, I have seen this to be the root cause for organizational inefficiencies, inconsistency and major lack of knowledge as staff turnover.

Whether you’re working as an administrator, executing marketing campaigns or managing complex IT systems, SOPs can help provide guidance to completing all operations, even for someone with minimal experience. 

Even so, many associations still operate with undocumented institutional knowledge siloed within one or two key personnel, which can lead to inefficiencies should they be unavailable for any reason.

Let’s talk a bit about why SOPs matter…maybe even more than you think:

Why SOPs Matter…Maybe More Than You Think

Consistency – Consistency can be crucial for associations, especially when it comes to how member data is processed. Inconsistencies in the process can lead to unreliable data and make the process of executing data driven decisions more difficult. Having access to SOP documents helps ensure that tasks are being performed the same way every time, regardless of who might be completing them.

Training During Onboarding – High turnover can be a reality for many associations. Having access to SOPs to help with training can reduce onboarding time and get new team members aligned with expectations on how to complete tasks faster.

Compliance Risk – Whether it is compliance with GDPR, or internal policies, SOPs can help reinforce rules that protect your organization legally and technically.

Unexpected Staff Turnover – Organizations, especially small to mid-sized associations tend to have a lot of cross functional staff. Many times, we experience staff turnover that is completely unexpected leaving the need for someone else to be able to fill the gap. SOP documents help ensure that in such an event, an organization is still able to carry out all necessary operations effectively.

A Framework to Build Effective SOPs

So how exactly do you go about building these SOP documents, and what should be considered? Here is a framework I think can help get you started:

Identify the Right Process – Start by thinking through your organization’s key processes, and map out key workflows. Prioritize repetitive, revenue generating and high impact tasks such as membership renewals. Build out a list of priorities to use as a cadence guide.

Involve the Right Stakeholders – Ensure that process owners and staff who perform the work are engaged and in alignment with how processes should be performed. Their insights will ensure accuracy and consistency.

Document Clearly and Include Visuals – Use a consistent format and clearly outline objectives, tools needed and step by step instructions. Where possible, make sure to include relevant screenshots and images to emphasize the step. Make sure to include revision history and any specific information that may be needed to understand and carry out the instructions.

Testing and Acceptance – Review and test SOPs with both experienced users and users unfamiliar with the process. Collect feedback and refine as needed. SOPs should also be viewed as living documents and updated regularly.

Roll Out and Accessibility – Use a centralized shared platform such as SharePoint to create a dedicated SOP library. Ensure that all staff have access to relevant SOPs.

Ongoing Enhancements – As SOPs should be living documents, they should be updated on a regular basis. This can be an annual cadence, or after changes to compliance regulations or processes.

To sum things up, SOPs are far more than just an organizational asset—they are essential for long-term stability and success. I’ve witnessed firsthand the costly consequences that can result from their absence. 

For associations operating with limited resources, SOPs offer a practical and cost-effective way to ensure consistency, reduce risk, and preserve institutional knowledge. By investing in well-documented processes, organizations can drive efficiency, build resilience, and position themselves for sustained growth.

Take Action to Implement Effective SOPs

We know that creating SOPs can be overwhelming. That’s why we put together a free resource to help you get them done right. Download our guide: SOP Writing Mastery and get specific tips, techniques, and steps to write clear, concise, and effective SOPs. 

Invitation: Join us for an Upcoming Webinar

If you’re interested in learning more about designing and implementing effective SOPs, please join our free webinar on April 17 at 11am EDT where our CEO Daniel Elacqua and I will guide you through the journey of understanding what SOPs are, identifying your organization’s needs, creating tailored SOPs, and implementing them effectively. Hope to see you there!