Standard Operating Procedures for Maximizing Potential: The Impact to Empower EAs
If you think about influential companies like Apple or Amazon, it’s hard to imagine them being anything other than the giants they are. But every business doesn’t start in a glorious fashion like you might imagine. Apple began in the bedroom of a college dropout. Amazon was formed in his parent’s garage and was originally an online bookseller. These companies didn’t get to where they are by haphazardly allowing things to happen around them. They used procedures and other processes to grow the business we know and love today.
What are Standard Operating Procedures (SOPs)?
Standard operating procedures (SOPs) are the steps someone takes to achieve consistent results each time a task is performed. Standardizing these procedures is very important to the success of any business. SOPs provide a standardized approach to performing every task, which reduces variations in the work each team member will produce.
SOPs provide:
Quality control,
Clear communication,
Risk Management, and
Act as an aid to training new team members.
Your company can maintain and improve the quality of its products or services by using SOPs. The SOP provides quality assurance that a task will look the same whether it is completed by a team member in Marketing or by the Executive Assistant overseeing the task. Using your SOPs to create quality assurances minimizes risks that a team member will “go rogue” and attempt to do something that is frowned upon by the company. When new team members join your team, they will appreciate this standard of communication that sets them up for success in their new role.
Benefits of Implementing Standard Operating Procedures (SOPs)
There are several benefits of implementing standard operating procedures. In the early years of your business, SOPs might not seem necessary because it is only you and you are doing all the work. However, as your team starts to grow and expand beyond you, it becomes difficult to replicate what you did to start the business. You are so used to doing the steps in the process that you miss two or three small things when training others. Documenting every step early in the process teaches you how much time you spend on a task and allows you to train someone else with less difficulty.
SOPs are beneficial at every level of the business. As an assistant to the CEO or another leader, SOPs are crucial for Executive Assistants. If an Executive Assistant has a clear expectation of what is expected of them, the EA can adapt more quickly and perform their job with more confidence. This means better time management, reduced errors in the early stages, and better adaptability to the company culture.
It’s amazing to see how your SOPs impact company culture. SOPs speak to the priorities of the company by clearly outlining what matters to your business. Executive Assistants use the SOPs to understand and align with the company ethos so they can integrate into the team more effectively.
How to Successfully Use Standard Operating Procedures
Start your SOP journey with a template that you can customize into a training tool that gives your growing team a chance to understand their specific role. Build the SOPs around your company’s systems and processes that help the business serve its clients. Include references to Asana, Flodesk, Kartra, and any other tool you use that will make the learning curve easier..
It is important to your success to have your SOPs in place before you hire someone. Use them as a training opportunity to provide video instructions via Loom and written materials that explain how a task should be completed. Using a template allows you to save time and quickly customize the templates so you can hire and make decisions quickly.
When there is a task that has similar steps but varying security levels, you need to alter your SOP to fit the position of the team member executing at that step. An Executive Assistant will have more access to files and information than a new team member. However, keeping the SOP process consistent between all levels of the business is important to future success. Outline your master template and adjust the information based on the required security levels.
Prepare your Executive Assistant with a comprehensive framework that empowers their decision-making and ability to support your growth. Your SOPs provide that framework so you can clearly specify who is responsible for each step in the process. Goals become clear and resources are outlined so questions can be answered.
Standard Operating Procedures & Executive Assistants
By equipping your Executive Assistant with the essential knowledge in an SOP, you open the door to many great outcomes. You not only give your EA greater autonomy, reducing the need for constant guidance and minimizing interruptions but also free up valuable time that can be redirected towards more productive endeavors like strategic planning or forecasting.
This strategic shift not only optimizes your workflow but also eliminates any lingering confusion about how to achieve shared goals. The end result? Lower turnover rates, a more cohesive and productive work culture, and a path toward sustained success within your company.
Investing in your EA's growth and effectiveness doesn't have to be complex or resource-intensive. It's about empowering them with the right tools and setting the stage for mutual success. So, take that step today, and watch your organization flourish with a stronger, more efficient team at its core. Learn more about Elevate’s EA Handbook and how it can help you create effective SOPs.
