How to Build a Simple SOP in 5 Easy Steps

Libby Roesner
Apr 18
3 min read

Write it like you're teaching it to a friend. Every clear step you jot down becomes a gift to your future self (or your VA!). SOPs start here—with a quiet moment, a pen, and your brilliance on paper.

Creating Standard Operating Procedures (SOPs) might sound a bit corporate… but trust us, they’re pure gold for small business owners—especially for rural and regional women juggling all the things.

SOPs help you hand over tasks without the stress, stop reinventing the wheel, and bring structure to your beautiful, purpose-led chaos. Whether you’re doing it yourself or working with a VA, this guide will walk you through building your first (or next!) SOP with ease.

Step 1: Choose a Repetitive Task

Start with something you do regularly and in the same way each time. This might be:

Posting to Instagram
Sending client invoices
Onboarding new customers
Preparing a newsletter

Cooee Tip: Don’t overthink it—start with a task that already has some structure.

Step 2: Write Down Each Step Clearly

Now break that task into easy, bite-sized instructions. Imagine you’re explaining the task to someone who’s never done it before. Include the little details like where to find templates or what to double-check.

Example:

Open Canva and locate the “Weekly Insta Template”
Update the graphics with this week’s content
Export images and upload to Meta Business Suite
Add captions and hashtags from the planning doc
Schedule and confirm post dates

Cooee Tip: If you're short on time, record yourself doing the task using Loom or Zoom screen recording, and ask your VA to write up the steps for you!

Step 3: Add Tools, Templates, and Links

Don’t forget to include:

Logins or platform names
Links to templates (e.g. a Canva design, content calendar, or Google Doc)
Where to save files or find completed work

This makes it truly plug-and-play for anyone following the SOP.

Step 4: Test It (or Delegate It!)

Run through your SOP as if you’re the person doing the task for the first time. If you’re working with a VA, hand it over and ask for feedback. Is anything unclear? Missing a step? Great! Update as needed.

Cooee Tip: Good SOPs evolve—don’t expect perfection from the first draft.

Step 5: Store It Somewhere Accessible

Keep your SOPs in a shared folder (like Google Drive, Notion, or Dropbox). Name them clearly so they’re easy to find—e.g. “SOP – Weekly Instagram Posts.”

You might want to create subfolders like:

Admin
Marketing
Client Processes
VA Training

Bonus Tip: Date your SOP and add your name so you know who last updated it.

Grab Your Free SOP Template

To make it even easier, we’ve created a beautifully simple SOP Template you can copy, fill in, and share.

👉 Click here to download the SOP Template

Or visit our Resources Hub at www.thevirtualcooee.com.au/resources for even more templates to help you simplify, delegate and thrive.

Final Thought 💛

Your future self (and your VA) will thank you. SOPs aren’t just about structure—they’re about freedom, clarity, and creating space for you to do the work that truly lights you up.

You’ve got this. And we’re right here cheering you on.

— Libby and The Virtual Cooee Team

by Libby Roesner*

Dr Libby Roesner is the co-founder of The Virtual Cooee, an innovative platform designed to empower rural and regional women by connecting them with diverse business opportunities. Originally from Sydney, Libby's career path led her to Condobolin, a small town in the heart of rural NSW, where she embraced roles as diverse as an Agronomist, Soil Scientist, Landcare Coordinator, TAFE Teacher, and Farmer.

During a transformative sea change to Hervey Bay during the COVID pandemic, Libby discovered a way to use her diverse skills while travelling in a caravan as a Virtual Assistant, a role through which she supports rural businesses navigating modern challenges. Her journey, marked by courage, dedication, and a deep commitment to rural communities, fuels her vision for The Virtual Cooee. Libby is passionate about leveraging her rich background to foster opportunities that allow women to excel professionally, irrespective of their geographic constraints. Outside her professional life, Libby finds joy in her family and nature, as well as dancing, martial arts, gardening and drawing, reflecting her multifaceted life and commitment to her community.