How to Create Effective SOPs for Your Virtual Assistant

Standard Operating Procedures (SOPs) turn tribal knowledge into repeatable workflows. For VAs, crisp SOPs are the difference between guesswork and consistent output.

SOP Structure (3–5 minutes to read)

1. Purpose: one-sentence goal.
2. Scope: when this SOP applies.
3. Responsible: who does it.
4. Steps: numbered, concise steps with screenshots.
5. Inputs/Outputs: files or deliverables produced.
6. Exceptions: common edge cases and who to contact.
7. Revision history: date and author of changes.

Writing Tips

• Use plain language and active verbs.
• Keep steps short: one action per line.
• Include examples and templates (copy/paste-ready).
• Prefer screenshots with highlights over long paragraphs.

Template Example

• Title: "Create and Schedule Weekly Newsletter"
• Purpose: "Deliver weekly newsletter to subscribers."
• Steps:
  1. Open Google Drive > Newsletters > YYYY-MM.
  2. Draft content in template.
  3. Upload images to /images/newsletter/.
  4. Import into Mailchimp campaign template.
  5. Schedule send for Tuesday 10:00 AM (local audience preferred).

Rollout and Maintenance

• Keep SOPs in a single folder and assign owners.
• Review SOPs quarterly or after major changes.
• Use short Loom videos for complex steps.

Good SOPs cut onboarding time in half and reduce mistakes. Want a starter SOP bundle tailored for your business? We can create it — reach out at /contact/.