How to create SOPs that actually get followed in your OFM agency

Keep SOPs simple & clear

The number one reason SOPs get ignored is complexity. If instructions are confusing or too long, your team won’t bother reading them.

• Use straightforward language and avoid jargon

• Break tasks into small, actionable steps

• Add screenshots or short videos where helpful

• Organize SOPs by role or task to keep them relevant

Clear SOPs improve compliance and reduce errors - making your agency more efficient.

Involve your team in SOP creation

Your team knows the daily workflow better than anyone. Involving them when creating or updating SOPs helps build ownership and ensures procedures are practical.

• Ask chatters, VAs, and managers for input on current workflows

• Run test sessions to identify confusing steps

• Update SOPs based on team feedback regularly

When your team feels heard, they’re more likely to follow the SOPs consistently.

Make SOPs easy to access and update

An SOP buried in a folder no one remembers won’t help anyone. Make SOPs easy to find and keep them up to date.

• Use a centralized platform or tool where SOPs live (e.g., SYA, Notion, Airtable)

• Organize SOPs with clear titles and categories

• Set a schedule to review and revise SOPs regularly

• Notify the team promptly when updates are made

Easy access reduces frustration and encourages regular use.

Train your team on SOPs effectively

Just handing over SOPs isn’t enough. You need to train your team to understand and apply them.

• Hold walkthrough sessions and role-plays for new SOPs

• Pair new hires with experienced team members for on-the-job learning

• Use quizzes or quick checks to confirm understanding

• Encourage questions and ongoing discussions about improvements

Effective training helps SOPs become part of your team’s daily habits.

Automate routine SOP reminders and checks

Automation keeps SOPs top of mind and enforces consistency without micromanagement.

• Use tools like SYA to send task reminders and follow-up alerts

• Automate performance reports to highlight SOP adherence

• Set recurring SOP review tasks for managers

• Use alerts to flag deviations early and address them

Automation reduces manual oversight and keeps operations running smoothly.

Why SOPs matter for scaling your OFM agency

Well-crafted, followed SOPs are critical for growth. They:

• Ensure quality and consistency across your team

• Reduce training time for new hires

• Minimize errors and operational bottlenecks

• Free up managers to focus on strategy, not fire-fighting

A scalable OFM agency depends on SOPs that actually work in practice.

Creating SOPs your OFM team follows isn’t complicated - it just takes clarity, involvement, easy access, training, and smart automation. Focus on these areas, and you’ll build a smooth-running agency ready to scale.