Creating Standard Operating Procedures (SOPs) With VA Support

Standard operating procedures (SOPs) are detailed, step-by-step guides that tell your team exactly how to perform core tasks. They are essential for scaling any business without sacrificing quality. When your processes are documented in SOPs, new hires onboard faster, errors drop, and output stays consistent. For example, a fast-growing e-commerce company might use SOPs for order fulfillment and customer returns, ensuring every team member follows the same workflow. An SOP for content creation in a digital marketing agency can standardize blog and social media production, so branding stays on-point no matter who writes or designs. In short, SOPs provide a clear roadmap for operations, making growth sustainable.

Figure: Sample SOP structure flowchart. An SOP typically includes sections like Purpose, Scope, Responsibilities, Procedure Steps, References, and Revision History.

SOPs are especially important for startups and remote teams. As Lesley Pyle notes, “Standard operating procedures … unite employees and give them direction within a company, and when working remotely, it is extra important” to keep everyone aligned. By documenting each process, you eliminate confusion and make delegation smoother. When tasks are codified in an SOP, any team member (or virtual assistant) can follow the exact steps, greatly boosting productivity. For example, a tech startup can have an SOP for its product launch process: what steps to take for QA testing, user feedback, and release communication. A digital marketing agency might create SOPs for campaign setup: how to research keywords, design creatives, and schedule ads. With clear procedures, projects run more predictably, and leaders can focus on strategy, not micromanaging details.

How Virtual Assistants Support SOP Creation and Management

Virtual assistants (VAs) play a key role in creating, maintaining, and improving SOPs. MySigrid’s experience shows that a skilled VA can take on the grunt work of process documentation so you don’t have to. For instance, VAs excel at process documentation and SOP creation as part of their core tasks. They can interview subject-matter experts, observe workflows, and draft the initial SOP documents. As one guide explains, executive assistants (EAs) or VAs handle everything from “project coordination and timeline tracking” to “process documentation and improvement” and “standard operating procedure (SOP) creation”. In practice, this might look like a VA working with your team to outline a new sales process or compiling the steps for a monthly financial report.

Once SOPs exist, VAs keep them up to date. As a MySigrid blog post notes, “Keeping project documentation up to date is tedious but crucial. Your VA will maintain an organized repository of project documents … [and] update Standard Operating Procedures as processes evolve”. For example, if your fulfillment process changes (maybe you add a new packaging step), the VA will edit the SOP and notify the team of the new steps. This ensures that knowledge is documented and easily accessible, so no one wastes time asking, “How did we do that again?”

MySigrid even uses a proprietary Client Fact Book (CFB) that records a client’s preferences and SOPs. This living document means the VA learns your workflows and updates them over time. If your primary VA is ever unavailable, a backup assistant can step in using the same playbook. As MySigrid client Yuanzheng Lee (founder of A Space Between) explains: “They have all the training and documentation in place so that even if another VA has to handle my concern, this VA already knows my working style and expectations…”. In short, VAs make sure the process doesn’t stall, providing uninterrupted support and consistency.

“Proactiveness is a great advantage. My VA sometimes anticipates my needs before I do — that’s a luxury I now enjoy,” says Hans Schambye, CEO of Galecto Biotech.

VAs’ attention to detail and proactive habits also strengthen SOPs. They take thorough meeting notes, set reminders, and flag issues—activities that naturally feed into process improvement. Over time, a VA can refine SOPs by identifying bottlenecks or redundancies. For example, if a VA notices that a particular step in a process always causes delay, they can suggest a better approach and update the SOP accordingly. This continuous improvement loop means your procedures evolve with the business.

SOP Creation vs. In-House: The VA Advantage

Many entrepreneurs wonder if they should build SOPs internally or outsource the work. The truth is, both approaches have pros and cons. In-house creation gives control but ties up limited resources. According to MySigrid co-founder Paul Østergaard, setting up your own offshore team and training them “can be a heavy lift”. He asks: “Are you prepared to find the right talent, set up local operations, manage compliance, and create the right infrastructure? ...This takes time, resources, and oversight – essentially another full-time job. I’ve already built that system with MySigrid”. In other words, with a VA service you skip those hurdles: the staffing, legal compliance, and tech setup are handled for you.

Using a service like MySigrid also tends to be faster and more cost-effective. You tap into a global pool of talent without doing the recruiting yourself. MySigrid VAs typically have 10–15 years of experience, meaning you get a well-trained professional right away. If you hired someone in-house, you’d spend weeks on interviewing and training. Instead, outsourcing your administrative support lets you “free up your time for strategy”. For example, one virtual assistant can start documenting processes immediately, while you focus on growing the business. This model avoids the risk of a bad hire; MySigrid’s managed service even provides supervision and a replacement VA if needed.

Importantly, outsourcing lets you maintain flexibility. You can scale VA support up or down with your needs – even pausing or reducing hours – far more smoothly than hiring or firing employees. This elasticity helps navigate the ups and downs of growth. Lower overhead means more budget for core activities. In fact, companies often save up to 78% of costs by using VAs instead of local staff. Those savings fuel innovation and let you tackle projects that internal bandwidth might not allow.

With a virtual assistant, you get a high-caliber team member embedded in your operation, without the HR headaches. As Paul Østergaard summarizes: “MySigrid often uses the phrase ‘we do the heavy lifting.’ They have built the remote staffing engine so you don’t have to.”

SOPs and Remote Team Productivity

Standardized processes are especially critical for remote teams and delegating effectively. When everyone is not in the same office, clear documentation becomes the glue that holds coordination together. SOPs tell team members (and VAs) exactly who should do what, when, and how. This clarity accelerates workflows and reduces miscommunication.

Virtual assistants thrive in remote setups and benefit hugely from good SOPs. Because VAs often work on multiple clients’ tasks, having written procedures means they need less ramp-up time to deliver quality work. If a founder is offloaded with a new SOP to review, the VA can run through the task immediately without hunting down details. Teams that use SOPs see fewer bottlenecks: if someone is unavailable, another team member can pick up tasks smoothly by following the written guide. Regular review of SOPs also becomes part of team culture. For instance, one expert recommends surveying remote employees periodically about SOPs so they stay relevant.

Effective delegation is another productivity multiplier. When tasks are clearly documented, business owners feel comfortable handing them off. MySigrid clients often report that their assistant becomes “more of an asset than a band-aid”. In practice, VAs can take over everything from calendar management to research, all governed by SOPs you’ve helped create. For example, a marketing agency owner might delegate the entire content calendar process – from keyword research to blog publishing – to a VA, using an SOP to ensure brand voice and timing are consistent. This frees leaders to focus on strategy and vision.

General Framework for Building SOPs

Creating an SOP system usually follows a repeatable framework. Here’s a high-level outline of the typical steps involved:

1. Identify and Prioritize Processes. Pinpoint the most critical, frequent, or error-prone tasks (e.g. order fulfillment, customer onboarding, monthly reporting). Focus on routines that directly impact quality or scalability.
   
   
2. Define Purpose and Scope. For each SOP, clarify its goal (what outcome) and its coverage (who/which roles it involves, and in what context). This avoids confusion about when and why to use the SOP.
   
   
3. Gather Information. Interview subject-matter experts (or observe the task) to get all the steps and details. Collect any existing notes, checklists, or templates.
   
   
4. Draft the SOP. Write the step-by-step instructions in plain language. Assign responsibilities (who does each step) and required resources (tools, software, templates). Include any decision points or checkpoints.
   
   
5. Review and Refine. Have stakeholders and team members walk through the draft. Test it in practice and gather feedback. Clarify any unclear steps and add missing details.
   
   
6. Finalize and Approve. Publish the SOP in an accessible repository (shared drive, SOP software, wiki) and get final sign-off from management or quality teams.
   
   
7. Train and Implement. Ensure everyone who needs the SOP knows where it is and how to use it. Conduct training sessions or walkthroughs as needed.
   
   
8. Maintain and Update. Schedule regular reviews (e.g. quarterly) to keep the SOP current. Update it whenever processes or roles change.

These steps can be captured visually in a flowchart or outline (see above). By following a structured process, SOPs become living documents that grow with your business. Many companies even use templates or software to streamline this (e.g. clickup.com, asana, or Tango.ai), but the core steps remain the same.

Industry Examples of SOP Use

• E-commerce: SOPs can standardize everything from order fulfillment to inventory management. For example, an e-commerce store might have an SOP that lists each step for processing an online order: verifying payment, picking items, packing, and shipping. Another SOP might cover customer support — scripts for common inquiries and escalation paths. With an SOP, a new VA or remote support agent can handle orders just as the owner would, ensuring customers always get the same high-quality service.
  
  
• Tech Startups: Fast-moving startups often use SOPs for product development cycles and launch plans. For instance, there might be an SOP for sprint planning or bug triage meetings (how to log issues, who assigns fixes, how to update release notes). A tech founder might have an SOP for seeking investor feedback on demos: detailing how to schedule calls, prepare pitch slides, and follow up with thank-you emails. In many cases, a VA can maintain and improve these SOPs as the product evolves.
  
  
• Digital Marketing Agencies: SOPs are gold in marketing. Think of SOPs for content creation: steps for writing blog posts (keyword research, draft, peer edit, SEO checklist, publish). Or SOPs for social media campaigns: how to set up a new ad campaign, approval steps, and reporting metrics to track. Agencies can use SOPs to train VAs to be consistent with brand guidelines and campaign calendars. With SOPs in place, a VA can schedule posts or compile analytics reports that look and feel uniform every time, freeing the team to focus on creative strategy.

Across industries, SOPs ensure that both in-house staff and VAs work with the same playbook. This consistency is what enables rapid scaling: you can double your order volume or expand to new services without rewriting the manual each time. In fact, research shows that startups that outsource some functions (using remote assistants) achieve higher growth and survival rates than those that do everything internally.

Integrating AI and Automation

Modern businesses can leverage AI tools alongside VAs to streamline SOP workflows. Automation can handle repetitive chores, while human VAs add the “judgment and creativity” that machines lack. As MySigrid founder Paul Østergaard explains, “AI can automate repetitive tasks, but virtual assistants still need human skills like empathy, intuition, and creativity… This is the human premium – the ability to combine empathy, intuition, and strategic thinking with AI-powered efficiency.”. In practice, this might mean using an AI transcription service to quickly produce a meeting transcript, then having the VA edit it for accuracy and context. Or letting an AI draft a meeting agenda, while the VA ensures it aligns with the team’s priorities.

The key is hybrid workflows: for example, an AI tool might generate a first draft of an SOP from existing process notes, and the VA refines and validates it. Similarly, an automated project management system can track tasks and deadlines, and the VA updates the SOP based on those real-time insights. In any case, the assistant’s human oversight ensures the SOPs remain practical and employee-friendly. As Paul highlights, the most effective setup is having your VA use AI tools to work faster, while still providing the personal touch only a person can.

Using AI this way speeds up SOP creation without replacing the VA’s expertise. It also makes it easier to maintain up-to-date documentation: tools like workflow apps or GPT-based summarizers can flag when an SOP may be outdated (by detecting changes in usage or performance). For entrepreneurs and executives, combining AI-powered virtual assistants with your human team means getting the best of both worlds – lightning speed in drafting content (like SOPs or checklists) and thoughtful oversight to keep quality high.

Best Practices and Common Pitfalls

When building SOPs with VA support, keep these best practices in mind:

• Start Small and Iterate: Don’t try to document every process at once. Begin with the most critical or high-frequency tasks. MySigrid often advises clients to document processes as they change or break – this ensures the SOPs stay relevant. You can refine and expand the SOP library over time.
  
  
• Use Clear Language: SOPs should be easy to follow. Write in simple steps and avoid jargon. Remember, your remote assistant might not have the same context as an on-site employee, so clarity is key. Use bullet lists, checklists, or visuals to break down complex tasks.
  
  
• Include Version Control: Always date your SOPs and note who approved them. When a process changes, mark the new version and archive the old one. This prevents confusion over which SOP is current. Some companies even use a quick revision table at the bottom of the SOP document.
  
  
• Train Your VA on the SOPs: Don’t assume the SOP speaks for itself. Have your VA (and other team members) walk through the SOP with you, so they understand the intent behind each step. Encourage feedback: VAs often spot unclear steps or better ways to phrase instructions.
  
  
• Review Regularly: As the Entrepreneur article notes, keep SOPs “in sight, not out of mind”. Schedule periodic reviews (e.g. quarterly) to ask if the procedures still make sense. When you onboard new hires or VAs, have them review and question existing SOPs – fresh eyes might catch outdated parts.

Common pitfalls to avoid:

• Over-Documenting: Some companies write SOPs for extremely minor tasks, which wastes effort. Focus on repeating or critical tasks first. Avoid “SOP fatigue” by keeping documents concise.
  
  
• Outdated Procedures: If you never update SOPs, they become worse than useless. As Lesley Pyle advises, involve your team (and assistants) in suggesting improvements. Whenever your process changes, make it a rule to update the SOP immediately.
  
  
• Siloed Knowledge: Make sure SOPs are stored in a shared location that all relevant people (including your VA) can access. Don’t keep them in someone’s head or on an isolated computer.
  
  
• Lack of Accountability: Assign ownership of each SOP. Typically the process owner (or VA) should be responsible for keeping it current.

By following these practices and using your virtual assistant as the SOP champion, you’ll build a robust operating manual that drives efficiency. Your remote team will know exactly what to do, and you’ll spend less time explaining basic tasks.

Benefits of Outsourcing SOP Implementation

Outsourcing SOP work and using remote staffing can significantly accelerate SOP rollout and adoption. Here are some advantages:

• Global Expertise: A VA service gives you access to talent worldwide. You might find a VA who has worked in a similar industry or has specialized skills (e.g. previous experience with e-commerce platforms, software engineering, or marketing tools). They can apply that know-how when creating SOPs.
  
  
• Economies of Scale: Companies like MySigrid already have SOP frameworks and best practices baked into their process. When your VA helps build SOPs, they often draw from previous templates or lessons learned. This means faster, higher-quality documentation than reinventing the wheel in-house.
  
  
• Continuous Support: Your VA is your dedicated documenter. Instead of asking a busy employee to squeeze in SOP writing, the assistant can make it part of their routine workflow. MySigrid clients describe their VA as a seamless extension of the team – “a fully integrated member of your team” who handles tasks proactively. That constant involvement is hard to match with an in-house staffer who has many competing duties.
  
  
• Focus on Core Work: Outsourcing SOPs to a VA lets you keep your focus where it counts. Paul Østergaard sums it up: using a service means you focus on your business, not HR. “By outsourcing your staffing needs to a specialist provider, you free your mind from HR concerns,” he notes. You spend energy growing your company and let the VA handle the manuals.
  
  
• Flexible Scaling: If your SOP program needs change (for example, your startup raises a new round and needs rapid process refinement), you can easily scale VA hours or add another assistant. With an in-house employee, scaling up means recruiting and training.
  
  

Conclusion and Next Steps

Well-crafted SOPs are the backbone of a scalable business. They ensure consistency, speed up onboarding, and keep remote teams aligned. By combining virtual assistant services with a strong SOP framework, entrepreneurs and executives can multiply their impact. A VA not only creates and updates SOPs, but also enforces them through daily operations, acting as your process gatekeeper. The result is more time to innovate and lead, and less firefighting of routine issues.

If you’re ready to streamline operations and free up your time, consider working with a VA service like MySigrid. Their experienced virtual assistants can help you draft and maintain all your SOPs, as well as take over the tasks behind them, from scheduling and research to content creation and more. You’ll get an entire managed team dedicated to your success, without the headaches of building it yourself.

Ready to optimize your workflows? Book a consultation with MySigrid to discuss how a skilled virtual assistant can help you create SOPs that scale your business. Visit https://www.mysigrid.com/book-a-consultation-now to get started.

For ongoing tips on delegation, remote staffing, and SOP best practices, you can also connect with MySigrid co-founder Paul Østergaard on LinkedIn, where he regularly shares insights on work-life harmony and building high-performing teams.

Sources: Industry research and expert blogs; insights from MySigrid’s founders and clients.