How to Use a Virtual Assistant to Help Create Standard Operating Procedures

Harnessing the expertise of business owners and CEOs, we've gathered five essential tips for effectively involving virtual assistants in creating standard operating procedures. From providing clear SOP templates to involving VAs in task documentation, discover how these professionals streamline the SOP development process.

• Provide Clear SOP Templates

• Equip VAs with Necessary Tools

• Communicate Detailed Process Steps

• Conduct Interactive Virtual Training

• Involve VAs in Task Documentation

Provide Clear SOP Templates

Utilizing virtual assistants (VAs) to expedite duties like writing standard operating procedures (SOPs) has been a game-changer in my business path.

Giving VAs thorough templates or blueprints at the outset is a good way to delegate SOP design to them. Clearly state the format, organization, and details that should be included in the SOPs. This gives the VAs a clear roadmap and ensures that they comprehend the necessary information, flow, and specifics.

It's also essential to conduct initial training or briefing sessions to clarify the significance and goal of SOPs. Share the guidelines, the need for compliance, and the importance of these procedures' precision and clarity. VAs can now build SOPs that precisely match your company's demands thanks to this clarity.

By offering thorough templates and holding educational workshops, you enable VAs to create SOPs quickly and effectively. This methodology not only facilitates efficient job delegation but also ensures uniformity and excellence throughout the SOPs developed by your remote staff.

Matt Little, Owner, Festoon House

Equip VAs with Necessary Tools

As a tech CEO, harnessing the power of a virtual assistant to create SOPs can have profound implications. 

One key step is to ensure your VA is well-versed in the very tools that your team uses every day. Equip them with the necessary access and training on these software platforms or productivity tools. This approach not only familiarizes them with the methods, technologies, and digital tools of your company but also empowers them with firsthand knowledge of the processes. 

Naturally, the SOPs they create would accurately reflect the tools involved, making them a valuable reference for your team members. It transforms SOPs into a dynamic, practical guide rather than a static document.

Abid Salahi, Co-Founder and CEO, FinlyWealth

Communicate Detailed Process Steps

One effective step to take when assigning SOP creation duties to a virtual assistant is to start with clear communication of your expectations and the process you want to document. This means breaking down each task into detailed, step-by-step instructions.

For example, if you want to create an SOP for customer service, you could start by explaining your current process to your VA in detail. This could include how to respond to different types of inquiries, how to use your customer relationship management system, and how to escalate issues.

Once the VA understands the process, they can draft the SOP, outlining each step in a clear, easy-to-follow manner. You can then review the SOP, make any necessary adjustments, and approve it for use. Creating effective SOPs is a collaborative process, so be sure to involve your VA in every step, providing feedback and guidance along the way.

Swena Kalra, Chief Marketing Officer, Scott & Yanling Media Inc.

Conduct Interactive Virtual Training

Host a virtual training session with your assistant. Use screen-sharing to walk them through the process of creating an SOP. Share insights on what makes a good procedure, emphasize key elements, and showcase examples from your industry. This interactive training ensures that your virtual assistant not only understands the task but also grasps the nuances specific to your business.

Encourage questions and discussion during the session, creating an open line of communication right from the start. This way, your VA can better embody your expectations when diving into SOP creation.

Jon Morgan, CEO, Venture Smarter

Involve VAs in Task Documentation

Standard Operating Procedures (SOPs) are crucial for maintaining consistency, efficiency, and quality in business operations. They serve as a roadmap, ensuring that tasks are performed uniformly, mitigating errors, and facilitating smoother workflow. For small business owners, leveraging virtual assistants (VAs) to create Standard Operating Procedures (SOPs) can be both practical and insightful.

One effective strategy for delegating the creation of Standard Operating Procedures (SOPs) to a virtual assistant (VA) is directly involving your virtual assistant in the task they are documenting. For instance, if you wish to create an SOP for social media post design, instruct your VA to create a post for your social media page and document each step of the process while they design the post.

This approach has several advantages. Firstly, it captures the VA's perspective on how the task should be executed, offering a unique insight into their workflow that may offer surprising realizations for you as a business owner. This is valuable for SOPs as it reflects real-world, practical experiences.

Moreover, by having the VA perform the steps of the procedure as they document the SOP, the likelihood of omitting key details in the SOP is reduced. The hands-on approach ensures that every nuance of the task is considered and documented for future reference. Additionally, this method eliminates the need for you to provide extensive instructions to the VA, saving time and streamlining the SOP creation process. By simply integrating the documentation into the actual task, you not only create comprehensive SOPs but also optimize your VA's contributions to the operational framework of your small business.

Kylie Grinwald, Grant Writer