Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today I want to talk about SOPs – standard operating procedures.
Today’s Quote: “Systems run the business and people run the systems.” — Michael Gerber
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
Today we are talking about something that every virtual assistant needs… but very few actually take the time to build properly.
Standard Operating Procedures – better known as SOPs.
Okay so maybe it’s not entirely true about very few building them properly.
But there are a LOT of VAs that I have talked to that do not have anything documented. If that’s you, then I’m glad you’re here listening in today.
How detailed does an SOP need to be when it’s for something you specialize in?
This question comes up all the time in my coaching calls, in my mastermind group, and in conversations with newer VAs who feel pressure to write SOPs that are either way too complicated or not detailed enough.
So today I’m going to walk you through what your SOPs should include, how to know the right level of detail, and how your SOPs actually make you more confident and more valuable to your clients.
Why SOPs Matter — Even When You’re the Specialist
A lot of VAs think SOPs are only needed when you’re delegating to someone else. But the truth is, your SOPs aren’t just documents… they’re a tool for your VA business.
When you have your workflow mapped out:
- You stop reinventing the wheel every time you do the task.
- You stay consistent with your quality and your timing.
- You can communicate your process clearly to clients.
- And eventually, if you want to delegate something, you’re already prepared.
Even when you’re the expert, an SOP helps you avoid missing small steps when you’re tired, overwhelmed, or juggling too many clients at once. Because let’s be honest, those days happen to every VA.
And here’s a mindset shift: SOPs don’t take away from your expertise. They reinforce it.
They show clients that you’re organized, professional, and committed to delivering the same great experience every time. That builds trust. And trust is what lets you charge higher rates.
What an SOP Actually Needs to Include
Let’s quickly talk about the most important pieces of a good SOP. Not the textbook version, but the real-world version that fits how we work as service providers.
There are eight parts I recommend.
1. The Title and the Purpose
This is simply what the SOP does and why it exists.
Think of this like the headline and the promise.
2. The Scope
What’s included, and what’s not.
This protects your boundaries more than you realize.
3. Roles and Responsibilities
Even if you’re the only one doing the task, list it anyway.
This helps you see what could be delegated later.
4. Tools Needed
This keeps everything in one place and saves mental energy. It also helps someone else follow the SOP later without asking questions.
5. The Step-by-Step Workflow
This is the big one, and we’ll dig deeper into this in a moment, because this is where most VAs get stuck.
6. Quality Standards
These are your must-haves. This is how you keep your work looking like your work every time.
7. Troubleshooting or Common Mistakes
This is where your experience really shines.
8. Approvals and Sign-Off
These steps protect your workflow and your timeline.
If you use this structure, your SOP will have everything it needs without feeling overwhelming or confusing.
How Detailed Should the SOP Be?
Okay, here’s the number one question: How detailed does it need to be?
Here’s the simple rule:
Your SOP should be detailed enough that the task can be completed the same way every time without needing to ask questions.
That’s it.
Let me break that down into something even clearer.
If YOU are the one following the SOP:
You don’t need a long detailed manual.
You can have high-level steps because you already understand the nuance.
So for example, if you’re a podcast VA, you might have steps like:
- Prepare outline
- Record
- Edit
- Upload and schedule
That’s enough for you, because you already know the “how.”
If SOMEONE ELSE may follow it one day:
You need more detail.
You want someone with basic experience to be able to pick this up and follow it without interrupting you every five minutes.
That might look like:
- Open the episode template
- Duplicate it
- Rename it using the YYYY-MM-DD format
- Insert the quote
- Draft the outline
- Save it to the “Working Drafts” folder
- Notify the client
Same outcome… but very different levels of detail.
The Confidence Test
Here’s a little test you can use:
If you were sick, or exhausted, or slammed with deadlines… could you follow your own SOP and get the task done without thinking too hard?
If the answer is yes, the detail is correct.
Sometimes you’ll add more detail as you gain experience. Sometimes you’ll simplify things as you streamline your process.
Your SOP can evolve with you.
Why Specialists Still Need Clear SOPs
A lot of VAs tell me, “But Tracey, I do this all the time. I don’t need a written process.” And I get it.
But really think about this:
When you’re tired, you skip steps.
When you’re busy, you forget things.
When you get a new client, you overthink your workflow because you want everything to be perfect.
Your SOP gives you a place to land.
It becomes your safety net for consistency.
And when you’re the specialist, your SOP also becomes:
- a sales tool
- a confidence tool
- a delegation tool
- and a quality control tool
Clients love knowing that you follow a proven process. It makes them feel safe. The feel confident knowing that you’ve ‘got’ them. That is extremely valuable in a service provider!
Safe clients say yes more often.
Safe clients stay longer.
Safe clients refer you to other great clients.
So your SOP actually supports your business growth in ways you may not have considered.
When to Keep SOPs High-Level vs. Highly Detailed
Keep SOPs High-Level When:
- You’re the only one doing the task
- You do it frequently
- The task relies heavily on your expertise or judgment
- You want flexibility in how you complete it
Make SOPs Highly Detailed When:
- You plan to delegate
- The task is repeated exactly the same way every time
- There are a lot of moving parts
- Mistakes are costly or time-consuming
- You work with clients who need clear approvals
This is not about making your SOPs complicated.
It’s about making them useful. And you should use them!
How SOPs Build Your VA Confidence
You know I always bring it back to confidence, because confidence is at the heart of everything you do as a VA. It affects your pricing, your marketing, your boundaries, and your client relationships.
So here’s where SOPs help you build confidence:
- You know exactly how long a task takes (that helps you with creating packages and making sure you are charging the right rates)
- You know exactly what steps you’re responsible for (that helps with discovery calls and scope or work conversations)
- You can communicate your workflow without guessing (that helps with your calendar and scheduling your time, and managing client expectations)
- You show up more organized and more professional (that helps with, well, everything!)
- You eliminate unnecessary stress because nothing is floating around in your head (that helps you know that nothing is falling through the cracks because a quick check shows you that you aren’t missing anything)
Your SOPs are basically your business showing YOU what a rockstar you already are.
I like to turn SOPs into checklists.
I truly believe that that is the best way to ensure that you are following all the steps, and that you are getting things done in the way that your standards dictate them to get done.
And anyone else who helps you too – when a checklist is completed, the task or job or project is done right. Every time. On time.
So, how detailed does an SOP need to be? Detailed enough that the task is consistent, repeatable, and clear… but not so detailed that it slows you down.
If this is all new to you, tart with something simple. Build it as you go. Make it yours.
And remember, SOPs don’t just help you deliver great work. They help you feel more confident about the work you’re doing, and they help clients feel more confident in hiring you.
Let’s circle back to today’s quote: “Systems run the business and people run the systems.” Get the systems in place that will run your business, so you just have to run the systems. Decide now, and then just implement.
Do You Need Help?
If you want to get some help creating SOPs for your VA business, or you want templates you can start with right away, reach out to me anytime.
You can get in touch with me at YourVAMentor.com/links.
I’d love to help you get some standards into your VA business so you can work more efficiently, get more done, and love your VA business again.
That’s all I’ve got for you this week (a shorty, I know, it’s a busy one here!) – thanks for tuning in to this episode of The Ridiculously Good VA Show. I’ll see you next time.