Introduction

If you find yourself repeating instructions more than once, you need an SOP. Standard Operating Procedures (SOPs) aren’t just for big teams or legacy companies - they’re a startup founder’s secret weapon for scaling trust, reducing hand-holding, and letting your VA truly take ownership.

But not all SOPs are created equal. Overly detailed, boring documents never get read. Vague ones cause mistakes. This guide shows you how to create SOPs that are actually useful - and how to turn your VA into the co-author of your operations manual.

Why SOPs Matter Early

SOPs are the bridge between doing something yourself and trusting someone else to do it without you. For early-stage founders, they reduce the need for constant oversight, free up time to focus on strategic work, and help VAs feel confident in their responsibilities. They also create training assets for future hires. Most importantly, they let your VA solve problems without waiting for you.

Start With the Right Tasks

You don’t need to document everything. Begin with high-repeat, low-context tasks - things that happen frequently and follow a clear pattern. If you’ve already explained a task more than twice, it’s likely SOP-worthy.

Common candidates include:

• Posting to social media

• Drafting your newsletter

• Responding to customer inquiries

• Scheduling meetings or podcasts

• Updating CRM entries

Record First, Write Later

The easiest way to start an SOP? Record yourself doing the task. Tools like Loom and Zoom make it simple to walk through your process. Once recorded, send the video to your VA and ask them to write the first draft of the SOP. This method ensures better understanding and invites them to take co-ownership from the start.

Structure That Works

A good SOP doesn’t need to be long. It needs to be clear. Use this three-part format:

1. Overview

Describe the task in a sentence. Note when it should be done and who is responsible.

2. Step-by-Step Instructions

List the sequence clearly. Include screenshots or video links if they add clarity.

3. Final Checks

What should be reviewed before considering the task “done”? This could be a short checklist or a note on how to double-check outcomes.

Store & Share Wisely

SOPs are only useful if they’re easy to find. Notion is a great home base. Organize your SOPs by category (e.g., Social, CRM, Admin) and create a single “Ops Manual” that’s always accessible. Other tools like Google Docs or ScribeHow work well too, especially when paired with a clear folder system.

Keep Them Alive

An SOP isn’t “one and done.” Encourage your VA to update it whenever something changes. You can even assign them to audit SOPs monthly. The best systems evolve, and your VA can be the one evolving them.

Common Pitfalls

Avoid the trap of overcomplication. Your SOPs shouldn’t read like textbooks. Use plain English. Don’t rely solely on text when a screenshot explains better. And don’t wait for perfection. A 70% complete SOP that gets used is better than a 100% perfect doc no one reads.

Final Thought

If your VA has to Slack you about the same thing twice, that’s not on them. That’s a system waiting to be built. When you show your VA how to follow SOPs - and trust them to improve or create their own - you turn your operations into a playbook anyone can run.

That’s not bureaucracy. That’s scale.