SOP Tips (“Just The Tips”)

SOPs are essential for consistent delegation and quality control.

  • If you’re thinking of hiring a VA or team member, SOPs are critical.
  • If you’re wanting to productize and scale your biz, knowing how to make SOPs are a game-changer.
  • Or if you’re simply like me and have the memory of a goldfish, they can carry you through the oblivious memory-free fog that is your life with minimal damage to the quality and consistency of your work.

These tips will help you create SOPs that suit your team’s experience level and tasks, ensuring work is done right without constant supervision.

Below are some random tips for SOPs, and you can explore the “Further Learning” resources if you want to.

Further Learning

  • My favorite books for SOPs and delegation are…
  • For in-depth delegation tips, refer to the “Hiring People” training in the $200KF technical guides course.

SOP Creation Tips (“Just the Tips”)

Decide the Level of Detail Needed

  • Tip: Tailor the SOP depth based on the user’s expertise.
    • For Beginners: Detail every tiny step to minimize the risk of oversight.
    • For Pros: Use broader steps and reminders, e.g., “Create a high-quality design at 1920x1080px.”
  • Action: Define the complexity of each step based on whether it’s aimed at a novice or an experienced team member.

Reverse-Engineer Success

  • Tip: Break down what “good” looks like for each SOP. Use checkboxes or rubrics to clarify if the work meets your standards.

Whenever You Repeatedly Mess Up, It Means You Need An SOP

  • You have no idea how many times I’ve sent an email on a client’s account with some uber-embarrassing mistake, e.g. a subject line of “TODO INSERT SUBJECT HERE” to 70,000 people. 😭🫣😶‍🌫️
  • Action: Whenever an error occurs, ask yourself, “Would an SOP have prevented this?”

Test-Run Your SOPs

  • Tip: Follow each SOP yourself to ensure it’s thorough.
    • Run through the entire process without deviating; add any missed steps.
    • If you can consistently get the right result with the SOP alone, it’s ready for others.
  • Action: Test the SOP multiple times to catch and refine any missing details.

Iterate and Simplify Over Time

  • Tip: If a team member repeatedly avoids an SOP, it might be too cumbersome.
    • Consider creating a “First-Time” SOP for detailed guidance and a “Daily Use” version that’s quicker.
  • Action: Use the simplified version once the person is familiar with the process to keep quality high without making it a chore.

When A Team Member Makes a Mistake

  • Tip: Assume it’s a “systems problem” rather than an individual failure (assuming they followed the SOP).
    • Mindset: Shift to “How can I prevent this issue with a better SOP?” rather than “Why did this person mess up?”
  • Action: Review the SOP for gaps or confusing steps and refine it based on team feedback.

Use “Stumble-Into-Them” Interstitial SOPs for Contextual Guidance

  • Tip: Instead of storing SOPs in a centralized database only, embed them directly within the relevant Notion pages (e.g., templates or workflows) that team members duplicate or use frequently. This way, the SOP is immediately accessible in the context where it’s needed.
  • Action: Add SOPs to the tops of your Notion database page templates, ensuring it’s readily accessible in-context whenever you create a new page with that template.

Organize SOPs in a Notion Wiki for Visibility and Ownership

  • Tip: Centralize SOPs in a Notion Wiki where each SOP can have settable relevance, assigned owners, and regular update reminders. This setup ensures SOPs are easy to find, up-to-date, and have clear accountability for maintenance.
    • Relevance: Use tags or categories to make SOPs searchable by topic or role.
    • Ownership: Assign an owner for each SOP, so someone is accountable for updates and accuracy.
    • Updates: Set periodic review reminders to keep SOPs current with any process or tool changes.

Define the “Why” and “When”

  • Tip: Every SOP should start with a clear “Why” and “When” section to help users understand its purpose and timing. This framing motivates users to follow the SOP fully and helps them recognize the situations where it’s necessary.
    • Why: Explain the importance of the SOP and how it impacts broader goals or outcomes.
    • When: Specify when the SOP should be used (e.g., “For sending client emails to avoid errors”).
  • Action: Place this section at the top of each SOP to set context right from the start.

Use Visuals for Complicated Steps

  • Tip: If a process is complex, add screenshots, video snippets, or diagrams to reduce misunderstandings and streamline instruction.
  • Example: For tasks like design or video editing, visuals help convey precise steps more effectively than text alone.
  • Action: Use Loom or screenshot tools to capture key steps visually when needed.

Make a “Quick Checklist” for Routine Tasks

  • Tip: For routine tasks that don’t require a detailed SOP each time, create a simple checklist.
    • Benefit: Saves time and ensures the essentials aren’t missed without bogging the team down in repetitive detail.
  • Action: Use this for tasks that are prone to small but impactful oversights, like the final steps of sending an email or publishing content.

Don’t Formalize SOPs Prematurely

  • Tip: Start with loose notes or basic guidelines rather than a formal SOP until you’re confident the process will be used long-term. Avoid investing hours into a highly detailed SOP for tasks that may only be done a few times or change frequently.
    • Why: Keeps you agile, saving time on processes that may evolve or get abandoned early on.
  • Action: Begin with a brief outline or checklist, then expand into a full SOP only after the process proves its long-term value.

Make SOPs a Living Document

  • Tip: SOPs should evolve as your processes and team grow. Regularly review and update them, especially when team members give feedback or if mistakes start creeping in again.
  • Action: Schedule a quarterly SOP review to catch any outdated steps or details.

Chap-Sourced Tips:

Zach hasn’t vetted these but they certainly SOUND real!

Have a Feedback Loop for SOP Users

  • Tip: Encourage VAs and team members to give feedback on SOP clarity and usability.
    • Mindset: They’re the ones using it, so their input will help refine it to fit real-world application.
  • Action: After a new hire or team member has completed a task using the SOP, ask for specific feedback on confusing steps or missing info.
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