SOPs & You: Why You Need Them & How to Make Them

Wedding professionals are all too familiar with 10+ hour workdays and a never-ending to-do list. When working with so many different clients, staying organized and avoiding stress can be challenging.

Luckily, there are plenty of things you can do to increase productivity and ensure your team is getting the job done right – the first time. One of the best ways to guarantee you complete each task correctly is by using Standard Operating Procedures (SOPs). 

SOPs are documented processes that detail the steps one must take to perform a task. For example, written instructions on properly onboarding a client, responding to messages, or accepting new payments. Take a look at why we recommend you create SOPs and how to get started!

Why You Need SOPs

There are a handful of reasons you should make SOP creation a top priority, the first being that they’re an excellent way for your processes to remain consistent. You don’t want one client to have a smooth onboarding experience while another is left hanging, waiting on responses and wondering what comes next.

Chances are, your team will fluctuate, with employees leaving or being hired in as time goes on. This is normal. But that’s why SOPs are so important. Regardless of who’s in charge of what task, if they have an SOP to guide them, they’ll be able to provide the same high-quality experience for each client.

SOPs are also a great way for your business to reduce errors. Often, you can include copy and paste sections inside your SOPs so your team members aren’t likely to make grammatical errors or share inaccurate information. They have a resource there that shows them the exact steps to take, minimizing the mistakes they would make should they go at it alone.

If you’re looking to improve communication and productivity, SOPs will be an essential aspect of your business. For example, instead of spending time answering questions and helping a new team member, you can provide them with a detailed SOP that takes care of these questions for them. As a result, you’ll spend less time training and more time focusing on the tasks you love. 

SOPs will help your company leave a positive first impression, collaborate internally, and save time on tasks you repeatedly need to check off your list. Now that you understand their importance, you’ll want to focus on how to create these SOPs yourself! 

How to Create Your SOPs

If you’re ready to create your first SOP, you’ll need to prioritize which tasks will help your business grow. Creating simple SOPs on how to publish a blog or share a social media post might be nice, but they’re not going to help you bring in additional clients. Instead, start by mapping out which tasks are vital to your business operations and will allow you to increase revenue.
Consider meeting with your team to discuss which SOPs they believe will have the most significant impact on your organization. Having completed these tasks before, they’ll provide insight into what they needed additional help with and which tasks will boost productivity. 

Then, it’s time to get writing! Typically, your SOPs will follow this format:

• Title page. This is where you’ll detail the name of the procedure and who will be completing it. You should also include a publication date to know when you created the SOP and when it might need updating. 

• Table of contents. Some SOPs are more extensive than others, requiring a table of contents so team members can easily find what they’re looking for. 

• Step-by-step instructions. It’s here you’ll map out your SOP and the steps one needs to take to complete the task. Be sure to clarify any jargon used and include timelines for each step. Share important resources and points of contact as well.

Once you’ve created your SOPs, it’s time to review them. Look them over and pass them along to your team members so they can provide you with feedback for each task. After you’ve edited them, you’ll want to keep your SOPs organized and easy to find. Consider placing them in a shared Google Drive so your team knows where to access them at all times.

The wedding industry will continue to change, but by having SOPs in place, you can ensure your company stays organized and ready to meet the needs of its clients. So add “creating SOPs” to your next meeting agenda and use this guide when you’re ready to get started!