“Great results don’t happen by accident. They follow the script, and that script is the SOP.”

Let’s be real: when someone says “Standard Operating Procedures,” your brain probably goes straight to corporate manuals, lifeless PDFs, or that one manager who color-codes everything. And we get it~SOPs don’t exactly scream excitement.

However, here’s the truth: if you’re working with a Virtual Assistant (VA) or considering hiring one, creating Standard Operating Procedures (SOPs) is one of the smartest ways to maximize the value of their service.

SOPs might be the missing link between “having a VA” and feeling like your VA is making your life easier.

Let’s break it all down~without getting all robotic or stiff about it.

🤔 First Off, What is an SOP (and Why Do You Need One)

SOP stands for Standard Operating Procedure. It’s a step-by-step guide that says:

“Here’s exactly how we do this task.”

It could involve onboarding a client, managing rental listings, scheduling social posts, or sending out invoices. It’s not about being perfect or fancy– it’s about making sure anyone on your team (like your VA!) can follow it and do things the way you want them done.

When you’re working with a VA, SOPs turn your working relationship from “task-based” to “outcome-based”. Your VA doesn’t just check boxes, they deliver results that feel like you did them yourself.

Why SOPs Matter If You’re a Client Using a VA

Here’s how SOPs give you more ROI from your VA service.

You stop micromanaging. When the process is documented, your VA knows exactly what to do without constant supervision.

You get consistent results. SOPs help your VA replicate your standards every time.

You save training time. Instead of explaining the same thing multiple times, your SOPs do the talking.

You can hand off more work. Confident that your VA knows the steps, you can delegate more complex or recurring tasks.

Let’s be honest~many clients underuse their VA simply because they haven’t taken time to explain their process clearly. SOPs solve that.

How to Start Without Overthinking It

You don’t need a corporate playbook. You just need something that’s clear and repeatable. Here’s how to create SOPs in a way that actually works for small business owners and busy teams:

1. Pick 3 to 5 Recurring Tasks.

Start with the tasks that eat up your time or the ones you want to hand off, but never feel like you can. Great SOP starter tasks:

• Replying to client inquiries

• Posting new rental listings

• Managing your calendar or inbox

• Updating a CRM or property management system

• Publishing blog posts or email newsletters

These are often the exact tasks you delegate to a VA, so documenting them gives your VA the clarity they need to crush it.

2. Record Yourself Doing the Task.

Seriously. Just do the task and talk through it while recording your screen using a tool like:

Loom (great for walkthroughs).

ScreenPal.

Simple audio notes.

This helps your VA ”see and hear” how you think, not just what you do. Many VAs prefer videos as a starting point, and they can even create the written SOP for you from there.

That’s right~you don’t even have to write it yourself

3. Write Out the Steps (or Let Your VA Do It)

Once you’ve recorded it, break it down. Here’s a simple example:

Done. This takes 10–15 minutes max. And once it’s written? You’ve created a repeatable system that anyone can follow.

4. Organize and Share in One Place

Make sure your VA knows where to find all your SOPs. Use:

Google Drive(create a “SOPs” folder)

Notion(a favorite for remote teams)

ClickUp** or Trello (tie SOPs directly to task lists)

Name files clearly:

Client Onboarding SOP

Rental Listing Upload – Zillow

Inbox Management SOP

This keeps everything organized and avoids that “Wait, where’s that doc again?” moment.

SOPs Lead to Better Communication

One of the biggest frustrations clients have with new VAs is miscommunication.

SOPs minimize that. They serve as a built-in reference your VA can return to anytime, without having to ping you for reminders.

That means fewer repeated questions, less back-and-forth, and more peace of mind.

Review and Refresh Regularly.

Just like your business grows, your SOPs will evolve too. Set a quick monthly or quarterly check-in with your VA to:

• Update steps

• Add new templates

• Remove outdated tools

A living, breathing SOP system means you’re always ready to scale or pivot~without needing to retrain from scratch.

Bottom Line: SOPs Make Your VA More Valuable

You hired a VA to take things off your plate. SOPs are how you make that actually happen~sustainably and consistently.

With SOPs in place, your VA becomes more than a task-doer. They become a trusted extension of your business who:

• Knows how you work

• Understands what you expect

• Can confidently take ownership

That’s when the magic happens~and you finally start feeling the full benefit of having a VA.

Your First Step? Just Document One Task.

You don’t need to systemize your entire business today. Start small.

• Record one video.

• Write down one process.

• Share one checklist.

Then let your VA take it from there. Bit by bit, you’ll create a system that saves you time, reduces stress, and sets both you and your VA up for long-term success.

Need a plug-and-play SOP template or help building your first one? I can help you or your VA get started. Just say the word. ✅