Training with SOP’s Because Just Shadowing Someone Isn’t a Strategy
Let’s talk about a little workplace myth that’s long overdue for retirement. The idea that new team members will pick up as they go, or learn best by shadowing someone who’s been around forever.
Sure, shadowing has its moments, like watching a seasoned team member rock a process with the finesse of a caffeinated ninja. But when it comes to building consistency, reducing error, and driving performance across your team, there’s something far more powerful than hoping people absorb knowledge via osmosis: training with SOPs.
Here’s how to make it work and why it matters.
SOPs Your Unsung Training Heroes
Standard Operating Procedures (SOPs) aren’t just bureaucratic paperwork buried in the depths of a filing cabinet. They’re your training MVPs.
Why? Because when SOPs are actually embedded in your training plans not just mentioned during onboarding, they empower new team members to confidently start contributing within hours, not weeks. No hand-holding required.
Training with SOPs:
Cuts down on errors (even the ones that pop up a year later)
Boosts team confidence
Makes feedback conversations easier and more objective
Reduces the classic “but no one showed me that” excuses
Step One: Know Your Audience, No Really
Training isn’t one-size-fits-all. Don’t just group people by job titles group them by what they need to learn. Someone might need system skills, while someone else needs hand-on procedural training. Building learner groups around learning needs, not org charts will get you far better results.
Make a Real Training Plan, Yes an Actual Plan
Your training plan doesn’t need to be fancy, but it does need to exist.
At minimum, include:
Training Groups - Who are you training and what do they need to learn?
Timeline - When and how will it roll out?
Measure of Success - How will you know it worked?
Risks - What could go wrong and how will you handle it?
Sign-off Process - Who needs to confirm it’s done?
Write like a Human, Not a Robot
Your SOPs should be clear, accessible, and usable. This isn’t the time to flex your legal jargon or get cute with formatting. Keep it:
Short and direct
Easy to find in the heat of the moment
Supported by context (why this matters and how it connects to the work)
Let the SOP do the directing, and keep your extra details in a separate training manual or reference doc. Don’t clutter the main SOP with “fun facts” this is life-or-death, or at least productivity or chaos.
Bonus Round: Scenario-Based Training
Now we’re cooking with gas.
Scenario-based training takes your SOPs and turns them into mini-movies starring your team as the heros. You’re no longer just saying “here’s what to do” you’re putting people in real-world situations where they have to think and apply.
Great scenarios:
Are built around real challenges
Include fictional characters in believable settings
Push learners to problem-solve using the SOPs
Make learners want to take the right action
If your scenario ends with someone saying, “Ohhh, now I get it,” then you’ve done it right.
SOPs & Training = Dream Team
Shadowing has its place, but if you’re serious about improving performance, consistency, and confidence on your team, SOP-driven training is the way to go.
So whether you’re onboarding a new employee, rolling out a new system, or just trying to get everyone back on the same page, lean into training with SOPs. Create a plan, keep it practical, and please, make it human. And don’t forget to ask the golden question: How will we know this worked?
Because the true power of SOPs isn’t just in having them, it’s in using them to create better, smarter, more capable teams.
Need help building your SOPs? We can help! Learn more on our HR & Administrative Services page, or book a meeting with Holly if you prefer to talk things through.
Check out this free download, Internal Controls to Define In Private Practice for more tips.
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