How to Write SOPs a Virtual Assistant Can Run

What is an SOP for a virtual assistant?

An SOP, or standard operating procedure, is a written, step-by-step guide for doing a task the same way each time. For a virtual assistant, an SOP holds the goal, tools, steps and checks, so the work does not depend on your memory or mood.

Good SOPs do three jobs:

• They teach. A new assistant can run the task from the page.
• They protect quality. The task is done the same way each time.
• They free you. You stop answering the same question.

One Peachtree VA client, Jason Henderberg, Founder, Henderberg Business Solutions, said this about the process: “I wasn’t documenting processes because I’m just working by myself. But letting her document my process as part of her training for customers has boosted our level of work quality for our clients.” Writing steps down makes you clearer too.

Our post on from chaos to clockwork: SOPs gives more background. This guide gives you a template you can copy today.

Which tasks should you document first?

Document tasks that repeat weekly, take 10 to 30 minutes and follow clear steps. These give the fastest payback. Rare or creative tasks can wait. Start with three SOPs, not thirty, and write each after you have done the task once with your assistant.

Rank your tasks with this table:

Pull candidates from what to delegate to a virtual assistant. Common first SOPs: inbox rules, meeting scheduling, client onboarding, weekly reporting, invoice reminders and social media posting.

What does a good SOP template look like?

A good template has ten fields: name, owner, goal, trigger, tools, steps, examples, rules and limits, done check and last reviewed. The table at the top of this page is ready to copy. Keep each SOP to one page and one task.

Here is the same template as a plain checklist you can paste into any document:

1. Name. Use a verb and an object, such as “Send invoice reminders.”
2. Owner. Who keeps this SOP up to date.
3. Goal. One sentence on the result.
4. Trigger. What starts the task, and how often.
5. Tools and access. Names of the tools, with links.
6. Steps. Numbered. One action per step. Start each with a verb.
7. Examples. At least one finished, correct example.
8. Rules and limits. What the VA can decide, and what needs approval.
9. Done check. How the VA knows the task is complete.
10. Last reviewed. Date and reviewer.

How to write the steps

Write steps as you would explain them to a smart new hire on day one. Use short sentences. Name the exact button, folder or field. Replace “send an update” with “email the update to the client list using template B.”

Add a “if this happens” line for common problems. For example: “If the client replies with a question, forward it to the owner within one business hour.” Edge cases are where assistants stall.

How do screen recordings help?

A screen recording shows what text cannot: clicks, menus and the order of steps. Record yourself doing the task once while you talk through it. Your VA then writes the steps from the video, runs the task, and fixes any gaps. This takes about 20 minutes per task.

Follow this routine:

1. Open the tool and state the goal out loud.
2. Do the task at normal speed and explain each choice.
3. Mention what could go wrong and how to fix it.
4. Save the video in a shared folder named for the task.
5. Ask your VA to write the SOP from it and run the task once.
6. Review the SOP and the result. Approve or correct.

Keep videos under 10 minutes. Link each video at the top of its SOP. Text stays the main source because it is easy to search and update.

Treat this as part of onboarding. By week two, your assistant should be writing SOPs as a normal part of learning each task. See how to onboard a virtual assistant for the full plan, and our post onboarding guide part 1.

Where should you store SOPs?

Store SOPs in one shared, searchable place that both of you can edit, such as a shared drive folder or a team wiki. One location prevents version confusion. Use clear names and a simple index so anyone can find a procedure in under a minute.

Never put passwords or private keys in an SOP. Describe where to find access and use a password manager. Our guide to giving a virtual assistant access safely explains why.

What does a finished SOP look like?

A finished SOP reads like a short recipe. It fits on one page, uses numbered steps, links to an example and ends with a clear check. Here is one filled in, so you can see the level of detail that works.

Notice what the SOP leaves out. It does not explain accounting theory. It does not repeat the company mission. It tells one person how to do one task. If an assistant has a question that the SOP should have answered, add the answer.

How do you test an SOP before you rely on it?

Test an SOP by having someone who did not write it run the task from the page alone. Watch where they stop, guess or ask. Each of those points is a gap. Fix the gap, then test again. One test round catches most problems.

Use this simple test:

1. Ask your assistant to run the task using only the SOP, with no help from you.
2. Note every question they ask.
3. Check the result against the example.
4. Add the answers to the SOP as new steps or edge cases.
5. Run the task a second time to confirm it works.

If you are the one who wrote the SOP, ask a friend or a colleague to try it. You know the task too well to see the missing steps. A VA who is new to your business is the ideal tester, because they come with fresh eyes. This is one more reason to make SOP writing part of week two of onboarding.

Keep one more test in mind: the “vacation test.” Could someone cover this task for a week using only the SOP? If the answer is no, the SOP needs more detail. This test also shows which tasks depend too much on one person. For more on that risk, see our guide to how to delegate as a business owner.

How do you keep SOPs current?

Review each SOP every quarter and whenever a tool, rule or person changes. Give your assistant ownership of updates, with your approval for changes to rules. An out-of-date SOP is worse than none, because people trust it.

Build a light upkeep routine:

• Add a “last reviewed” date to every SOP.
• Ask your VA to flag any step that no longer matches reality.
• Review the index each quarter and retire SOPs you no longer use.
• Update the SOP the same day a tool or rule changes.
• Keep a short change log at the bottom of each page.

SOPs also protect you in offboarding. If a person leaves, the SOPs let the next person pick up the work with little loss. That is a major reason to keep them current.

What mistakes make SOPs fail?

SOPs fail when they are too long, too vague, hidden or never updated. Fix these four things and most problems disappear.

• Too long. Split a long SOP into smaller ones.
• Too vague. “Handle the inbox” is not a step.
• Hidden. If your VA cannot find it, it does not exist.
• Stale. Old steps teach wrong habits.

Do not wait for perfect. A rough SOP that your VA tests and improves beats a perfect one that never gets written. Our post on business process documentation covers the same idea for larger processes.

Next step

Pick one weekly task, record it and have your assistant draft the SOP this week. Learn about our virtual assistant services or book a free strategy call.