What to document first
Start with tasks that are frequent, easy to get wrong or dependent on one person's memory.
- New enquiry and conflict check
- Engagement letter and onboarding
- Opening a matter and naming files
- Diarising deadlines and checking them
- Handling client money (follow your regulator's rules)
- Closing a matter and file retention
- Departing staff and access removal
A simple SOP format
| Section | Contents |
|---|---|
| Purpose | One sentence on why this procedure exists |
| Owner | The person responsible for keeping it accurate |
| When it applies | The trigger, such as a new instruction |
| Steps | Numbered, each starting with a verb |
| Checks | What must be true before moving on |
| Review date | When it was last confirmed accurate |
Where a rule comes from a regulator, link to the rule or note it by name only if you are certain, and tell readers to check the current version.
Keeping them alive
- 1
Write from practice
Watch the task done once and write what really happens.
- 2
Test it
Ask someone new to follow it and fix what confuses them.
- 3
Assign an owner
No owner means no updates.
- 4
Schedule review
Quarterly or after any incident.
- 5
Link from the workflow
Put the SOP link on the matter template so it is one click away.
SOPs in Notion with LawyerOS
A Notion database of procedures, with properties for owner, area and next review date, plus a view of procedures due for review, gives you a living manual. Link relevant SOPs from the matter template so they sit beside the work. LawyerOS is a template for matters and deadlines; the SOP database is something you add using the same approach.
Frequently asked questions
- How long should an SOP be?
- Usually one page. If it needs more, split it into separate procedures.
- Do small firms need SOPs?
- Yes. Written procedures help cover holidays, onboarding and mistakes, even with two people.
- Who should own SOPs?
- The person who does the task, with a partner or manager approving.
- Can SOPs replace regulatory rules?
- No. They describe how your firm applies the rules. Check the rules in your jurisdiction.
About the author
Raghav Handa trained as a lawyer, then spent years building legal technology, from enterprise legal products to custom systems for law firms.
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