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 β 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 theyβre an excellent way for your processes to remain consistent. You donβt 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 thatβs why SOPs are so important. Regardless of whoβs in charge of what task, if they have an SOP to guide them, theyβll 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 arenβt 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 youβre 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, youβll 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, youβll want to focus on how to create these SOPs yourself!
How to Create Your SOPs
If youβre ready to create your first SOP, youβll 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 theyβre 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, theyβll provide insight into what they needed additional help with and which tasks will boost productivity.
Then, itβs time to get writing! Typically, your SOPs will follow this format:
Title page. This is where youβll 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 theyβre looking for.
Step-by-step instructions. Itβs here youβll 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 youβve created your SOPs, itβs 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 youβve edited them, youβll 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 βcreating SOPsβ to your next meeting agenda and use this guide when youβre ready to get started!