A Standard Operating Procedure (SOP) is a detailed guide that outlines the steps needed to complete a task consistently and accurately.
SOPs make it easy to delegate, train team members, and maintain quality across repeated processes.
Why SOPs Matter
Ensures tasks are completed consistently and at a high standard.
Facilitates delegation, enabling VAs or team members to complete work independently and confidently.
Helps prevent mistakes, especially in recurring tasks, by providing a clear, repeatable framework.
Key Components
Goal and Scope: Define the purpose of the SOP and what successful completion looks like.
Audience Level: Tailor the depth of instructions based on the experience of the SOP user (e.g., beginner vs. expert).
Quality Checkpoints: Include clear markers of success or failure for each major step.
Updates and Ownership: Assign an owner, schedule periodic reviews, and embed in a Notion Wiki for relevance and accessibility.
How to Create an SOP
Define the Goal and Scope: Clarify the exact purpose and desired outcome of the SOP.
Outline First: Draft a high-level overview of steps, ensuring logical flow before adding detail.
Break Down Steps in Detail: Expand each step as needed based on the user’s skill level, including sub-steps, visuals, or checkboxes if applicable.
Test the SOP: Follow it as if you’re a new user; refine until it’s foolproof.
Get Feedback: Have the target user try the SOP, note any issues, and update based on their experience.
Finalize and Assign Ownership: Lock the final version, assign an owner, and add it to a Notion Wiki for tracking relevance and updates.
How to Use SOPs Effectively
Embed Interstitial SOPs: Place SOPs directly within relevant Notion templates or workflows to help people “stumble into them” vs forcing them to seek them out, and keep guidance accessible in-context.
Set Review Reminders: Schedule monthly, quarterly, or biannual reviews to ensure SOPs stay up-to-date with any tool or process changes, depending on how volatile the context of the SOP is.
Add Context (“Why” and “When”): Always start with the reason and timing for using the SOP, so users understand its purpose and know when it’s necessary.
Use the SOP Wiki: Organize SOPs in a Notion Wiki with tags, assigned owners, and reminders to keep the resource current and easy to navigate.
