How to Easily Set Up Your Standard Operating Procedures System

QUICK NOTES – HOW TO EASILY SET UP YOUR STANDARD OPERATING PROCEDURES SYSTEM

TRANSCRIPTION

(Transcription not yet cleaned up, but thanks for checking it out!)

Happy Wednesday, it’s time for another session of work smarter, not harder Wednesdays on your hosts KIM SUTTON. So, oh, maybe I should stop getting all excited because my camera’s going like Anyway, today I’m going to give you a glimpse into behind the scenes of my business so that you can learn how to easily set up standard operating procedures in your business. And hopefully, over time, grow your team to support you in multiple different areas. So I’m going to share my screen and give you a glimpse of what it looks like on the inside. This is showing you part of my Google Drive and you can see that it’s part of my son companies folder, and then it’s a specific folder for slps or standard operating procedures. Now I do need to give credit where credit is due. And I do this anytime I borrow systems or, you know, ideas from other people’s. So Jeremy, and oh my gosh, I’m having a temporary brain fart. The guys over at Rice 25 showed me this because I was doing some work for them in Infusionsoft. And every time I set up a new system, or procedure, I was asked to take a video, send it to one of their team members who would basically transcribe it take screenshots, and then add it into their their standard or standard operating procedure. And this is how they had their setup. Now mine I have adjusted it’s not exactly the same and all my documents are my own. So I just want to let you know that I got the idea of the framework for them. So the first thing that I want you to see is that there is a reference document and that is right here. And this is is a Google spreadsheet Google Sheet where I outline it’s like the table of contents for all the different documents in my slps. So right at the top you can see I have a bird’s eye view. This is 000 series, I’ll move down I have the 100 series, which is for my VA or my OBM. Had 200 series is how to onboard new team members client onboarding, podcast production, and it goes on and on and on. I have at least 14 different series which cover various aspects of my business. And I’ve been working on this for a couple years, but I’ve been doing it a little piece at a time and actually right now, I’m hoping to get back in or I’m planning on not hoping I will planning on getting back in and doing an another SAP or two a day. Right here. You can see I have $247 Documents outline that I need to have in the future. And right now I have a whole 54 completed. Now I do want to say though, it hasn’t just been me doing the work, my team members are asked to create a SOP is for any piece of the business that they work on. So, for instance, my Podcast Producer was asked to, for each different tasks to create an SLP for that. And the reason behind that is because I love to promote from within any of my team members, I’ve always been interested in what they love to do what they want to do. But before they move on to a new role in my company, I want them to outline what they’re doing so that the next person who comes in can pick up that task, relatively pain free. I would also like them to help me find that new person. Of course they need, the new person needs to be in alignment with me, but I don’t have time for that. I want the person who’s doing the role right now to help me. Find the And who’s going to replace them and get that gives them a little bit more investment into the company. So each one of these different numbers right here, links to a Google Doc. So this whole system was created in Google Drive, using the Google spreadsheet, and then Google Docs. And again, I’m linking to it.

And if I link to the brand colors, I myself have forgotten my brand colors, because who can always remember hex codes right? I finally got them down now, but I was having trouble. So knowing that team members were going to need them as well. I created a brand color spot, or a brand colors and font doc. I already have it open but if I were to click on it, it would open up a new document and you can see right here, I have outlined each of the different colors, and also said what fonts we’re using. So it’s all about Right here, how much time would it save for you and your team members, if you had a simple document like that, right, then my bio, I can’t even tell you how many times I’ve referenced this document or have had team members reference it when they’re helping me get speaking gigs or become a guest on podcasts. Just send them over to my team member comes here and copy paste, or we even have a specific document to share with event managers or podcast hosts if they would prefer that it be an external document, but it’s all documented right here. There’s no more searching and running around looking for what we need. It’s all right here. Same with my headshots. I have documents explaining how to send out a broadcast email how to set up my Instagram quote images exactly the way that I like it, including the margin size, because I like consistency from one piece to the next and this system has helped me get that my travel document. For example, I’ve had team members who have helped me arrange travel. This tells them what airline I like to fly. What airport I fly out of what seat I prefer, of course, I’d always love first class but I don’t want the middle seat. I also don’t want to be near the bathroom, what times I like to fly and so on and so forth. That way it’s no question no back and forth. Hey, can you book me a flight on this day going here? refer to the travel Doc, if you have any questions. I have documents that are sharing my preferred office supplies. I am picky. There’s a cheap type of not cheap, bad, inexpensive type of pen that I look I’m not seeing any right now where I would tell you what kind it is. which is sad because I might be All out. But I know exactly what kind of is. And if we need to do a read reorder that simple. I know which kind of highlighter I like, if you’re curious, it’s, it’s a liquid highlighter, you know, but here I need more highlighters Can you go get them for me, it’s on the list, go order. I want you to start thinking today about what systems you could be setting up in your business that would help you and your team members now and in the future, I realize you might be a solopreneur with a whole team of you, yourself and you. But moving forward into the future, you don’t want it to be just you. So take some time. Open up a Google spreadsheet, start outlining the different areas of your business and the different tasks in each area that are performed over and over again. And then slowly over time. build those documents out here. I’m going to give you one more glimpse of what it looks like. On the back end, that’s just my logo. It was approved by me how long it’s been used and then just simple writing it down. And then back in the SLP master folder. All of those different Doc’s are broken down into the series that they’re in. So if at any point I want to go in and not go through the references document, they are all outlined right here. Now I do cover things like this in the work smarter, not harder challenge and seeing as it’s work smarter, not harder Wednesday, I want to invite you to sign up now for free for the work smarter, not harder challenge at work smarter, not harder. challenge.com I would love to hear what you thought of this, how it’s gonna help you in your business and what of what the five procedures are that you’re going to start out by outlining. So leave a comment down below let me know if you liked this video. Make sure to like it, leave a thumbs up and turn on notifications so that you find out the next time I post a video. Now with all this said go forth and make it a positive and a productive day.