What Makes a Great SOP Writer Subcontractor (for Documenting Workflows You Can Actually Use)

If you’re trying to scale your business, what’s in your head needs to get onto paper—or better yet, into a repeatable system your team (or future hires) can follow without asking you 100 questions.

That’s where a great SOP writer subcontractor comes in.

Whether you’re onboarding VAs, training contractors, or systematizing sales and marketing processes, a solid SOP writer turns vague workflows into crystal-clear documentation. The kind you can use, hand off, and improve over time.

Here’s what makes a great SOP writer—and how to avoid hiring someone who just rewords your rambling Loom videos into messy Google Docs.

Why Hire a Subcontractor SOP Writer?

A strong SOP writer helps you:

Translate your workflows into step-by-step processes
Create repeatable, delegate-able systems for every part of your business
Organize your knowledge into a structured, searchable format
Free yourself from being the bottleneck in your business
Build training assets you can use for hiring, scaling, or selling

If you’ve ever said “I’ll just do it—it’s faster,” a good SOP writer is your cure.

What Makes a Great SOP Writer Subcontractor?

1. They Start by Mapping the Process With You

Good SOP writers don’t just ask for screenshots—they ask the right questions:

What’s the purpose of this task or workflow?
Who needs to perform it?
What tools are involved?
What can go wrong or vary depending on conditions?

They help uncover tacit knowledge (the stuff you do automatically but don’t explain) and turn it into clear, usable steps.

2. They Organize SOPs Into a Usable System

You don’t just want documents—you want a system.

Strong SOP writers help you:

Structure SOPs in Notion, Google Docs, ClickUp, or Process Street
Use consistent formatting (headers, bullets, decision points, screenshots)
Add metadata (owner, frequency, last updated)
Tag by role, department, or tool
Build indexes or databases so everything is searchable

They make sure your SOPs are easy to find and follow, not buried in a random folder.

3. They Write for Humans, Not Robots

Great SOPs are:

Clear
Concise
Step-by-step
Visually supported (with screenshots, GIFs, or Loom videos)
Designed for real-world use (not perfection)

Great writers don’t overcomplicate. They explain what matters, skip what doesn’t, and highlight edge cases or decision points.

4. They Tailor SOPs to the Skill Level of the User

The best SOP writers adapt based on who will be using the document:

A new VA? More screenshots and definitions
A tech-savvy operations person? Less handholding, more logic
A client-facing team? More emphasis on tone and communication

They’ll ask about the end-user and adjust accordingly—so the SOP actually works.

5. They Turn Looms, Notes, and Chaos Into Clarity

You don’t need to write out every step—great SOP writers know how to extract process from mess.

They’re comfortable with:

Watching Looms or walkthrough videos
Organizing existing notes, screenshots, and recordings
Interviewing you or your team to fill in gaps
Testing the SOP themselves to make sure it works

They do the heavy lifting—so you don’t have to.

6. They Help You Build a Culture of Documentation

Once your first SOPs are written, you’ll want more. The best writers help you:

Identify what SOPs you need next
Create SOP templates for future processes
Train your team to follow and update SOPs
Build a knowledge base or “Operations Bible” you can hand off or scale

Documentation becomes part of how you work—not just a one-time project.

🚨 How to Spot a Bad SOP Writer (Before You’re Left With a Useless Binder)

Not every writer is a systems thinker. Watch out for these red flags:

❌ They Just Transcribe, Without Understanding

If all they do is type what you say, they’re not actually building a system.

❌ Their Formatting Is Inconsistent

If each SOP looks different, it’ll be hard to scale or trust.

❌ They Don’t Clarify or Ask Questions

If they don’t push back or ask “why” at key points, you’ll end up with vague steps.

❌ They Use Jargon or Corporate-Speak

SOPs should be actionable, not academic.

❌ They Dump Everything Into One File

One giant doc = nobody ever reads or uses it.

Where to Find Great SOP Writers

Look for writers who blend process thinking and documentation skills:

Upwork – Search “SOP writer,” “systems writer,” or “process documentation”
Process Street Experts Directory – Vetted professionals for SOP systems
Notion Consultants – Many offer SOP creation as part of workspace design
LinkedIn – Try titles like “Ops Writer,” “Process Consultant,” or “Documentation Specialist”
Referrals – Ask operations leaders, fractional COOs, or VAs for suggestions

What to Ask Before Hiring an SOP Writer

Can you show me examples of SOPs or systems you’ve documented?
What’s your process for turning a task into a documented workflow?
How do you structure and organize SOPs for teams or future growth?
What tools or platforms do you prefer to work in?
Do you help train my team to use and maintain these SOPs?

The best SOP writer subcontractors don’t just write instructions—they turn your business into a system that others can run, scale, or even buy someday. Documentation is how you stop being the bottleneck—and start building something that lasts.