Creating A Process Using SOP Template (Old VA Training Video Example)

All right so this is the procedure template okay it will look a bit different once uh you get started with us it's pretty much the same thing though i'm gonna give go over it make sure to pay attention very carefully um you know watch this video over if you have to i'm going to be evaluating your tasks there's going to be a few you know multitude of different applicants that apply doing this job i'm looking for someone full time to pretty

Much document our whole business um you know i don't know i may hire one person to person three people we'll see how it goes um you know there's a lot of procedures being documented so you need to be good at this this is the primary task you're gonna be doing okay so i'm gonna go over every single thing so as you can see there's a title at the top okay procedure template um you're gonna keep everything in the exact same format

You see here okay i'm just gonna so this is the business playbook this is where all of our uh like tasks or their our like procedures are um let's see i'm gonna show you an example real quick so let me see on boarding so onboarding this is a procedure we did so the way it works is with each new procedure now this process could change i would let you know but this is how you're going to do it for this task

You type in p 0 and then a number okay you can see each procedure is labeled p and 0 and then the next number okay and then it's dash and then the name of the process now once you get a video it will be on vidyard so if i go to my vidyard login for example getting proposals ready for sales calls i would name it p00 all when i give you the video i would name it whatever i'm this it wouldn't

Say xx it would say the number so let's say it was p0012 and you would just copy this and you would paste it here okay now what you're going to do is once i send you access to this you're going to have view access so what you're going to want to do to start off is make a copy okay so now you will have once you make a copy okay you make a copy you will have access to the document i

Would name it this up here i want to name it this up here and i would name it this here so this and this should be the same and this these both titles will be the name of the video i give you okay next is the purpose so i will always start the video off by saying all right so this is the task getting proposals ready for sales calls the purpose of this is to do okay you're going to type in

The purpose here from what i say you're going to enter the video link here so insert loom link this is just any video link so if i send it on vidyard you would go to the video here share you would just grab the link copy link so i would have given you this link like this all you would do is just copy this go to here paste it here space you can even delete this question mark written by so you put

Your name here your full name last updated you put the date here as formatted formatted okay who what when where and why who is this task for what is this task about when do we do this and how often where is this task performed or located why it's important we do this i'm basically ants some of these i'll answer like super direct in the video some of these um you'll have to kind of you know use your your thinking and understanding

But most of these i'll answer direct in the video sometimes it'll be at the start sometimes it may be as the video is going so for example on uh onboarding okay who's this for account manager campaign manager copywriter client success what is this about onboarding new clients that get their campaigns launched when every time a client signs a proposal where where are we doing this google drive campaign database monday.com asana why do we do this blah blah blah blah okay next

Is the table of contents so this is something you don't really have to touch once you do all the steps and you change everything like i'll show you in a second all you have to do is come back up here and click on refresh okay so if i change this and i refresh it you can see it changes here so once you're done editing the procedure and creating your whole procedure you want to come back up the table of contents and

Click refresh make sure you do this i'm going to be checking for that okay next is the steps so you can see they're formatted this way what you would do is this is just explaining it so you can come delete this boom and it should look like this so title of first action so getting proposals ready for sales calls that would maybe say go to panda okay that's step one click on the dash or icon this isn't actually what it is

I'm just like i think the first thing would be login so log in using these credentials in the video i will give you the credentials to use i'll be like okay the credentials are the email is josh at executive stride and the password is this and you want to type that in i'll say it very clearly so you can type that in and you would for example onboarding process so you can see here's how the onboarding process looks so add clan

Proposal go to pandadoc and log in boom this email password okay so you can see the first the way the bullets go this is important it goes a so these ones are a so if you ever need to change it you can right click see i can make them like those roman numerals and then the way to get the second bullet to say if i did enter i'm down i would click tab and then it makes uh these bullets now you

Want to make sure these ones are the small roman numeral like that i'm gonna undo that all right the bold text right here is always for like action words so go to pandadoc and login or important word so click on dashboard then the completed green box click i should probably highlight these but it's not the end of the world just highlight some important stuff like if it's a password email pandadoc any email names of certain things okay that's not it i

Just highlight some stuff that's important or that i stress things like if i say make sure to do this highlight you know highlight that all right the steps each step is highlighted uh yellow now you don't really have to all like if i'm doing because there's only two steps here what i would do is i would like when i was to make three steps i would just call hold this copy would come down here paste this i would change this to

Three i would change the name here do this here okay pretty self-explanatory now the images the way you're gonna screenshot is using share x so download share x the way you screenshot is capture region if i was screenshotting this portion boom i have the screenshot here what you're gonna do is you would basically go to this link right here image bb you would drag this over to upload it it's gonna say auto delete make sure it's don't auto delete upload okay

You're gonna get a link here you're gonna copy that you're going to come back here and then you would basically paste a link okay let's just say my image right here so boom i put the image here what i'm gonna do is click on the image click on here i'm gonna change it to one point border okay now there needs to be a space at the top between the words see how there's a space here and there needs to be a

Space at the bottom between the next words okay boom and see how this this button right this task right here is continued from see how actually there's two a's here so what i would do is i would right click it and click continue from previous number if that ever happens if you never need to restart it or like so i would do you can do continuous from previous let's start but like you want to make sure each new step starts from

A starts from a okay that's pretty much it for that make sure to maintain all this i'll say see look so once you do a new step lots of times it will continue from the previous so you want to click on it you want to click on the first one so you would click on it it highlights both you click on one you right click and click on restart numbering start at a okay and then you go from there boom boom

Boom you document step one step two step three once i'm done i did all the steps i come up here to table of contents refresh boom then i uh the completion checklist so this i just delete the explanation delete up here boom to look like this let me show you completion checklist okay so it actually should be numbers so i'm going to change that one there we go okay so you can delete this like this part all right actually make sure

There's a still space here so there we go so this is stuff like things i say like make sure did you update all the fields with necessary components is the document easy to copy and paste and understand so did you go through all the steps and sub steps assigned to you so these are just questions that someone can ask to make sure that they've done the task and so if i say okay make sure that you see the green button after

You uh you know create the proposal then you're gonna say did you see the green button after you create the proposal so these are the things that you can add to make sure that the person did the task correctly from the video next is a document detail so created by your first name your last name your first name your last name last updated by the date created the date last updated and then the versions and updates you're going to want to

Change this so right now it's the 11th and 9th so i would go 11 0 9 to 20 19 it's 20 20 20. say if i finish this document on the 10th okay so it took me one day i would change this to november 9th i'm not going to do it though but i would okay um that's pretty much it now i'm just quickly going to show you i may i may give you this video i may give you a different

Video but what you're going to do to like document stuff is you're going to watch the video all right so in this task you're going to watch the video and when you're watching the video um do give you one second here go task far on full when plus t all right all right so okay so what you're going to do is if you're on windows you're going to full screen this and then you can click the window button and then t

And it's going to show the taskbar i have two screens here so it's not it's showing on my other screen when i do it so you do the taskbar and then it will allow you to pull up share x okay um so anytime you screenshot you're going to want to pull up the taskbar to get so you get share x so say so i'm watching the video so you're going to be taking a decent amount of screenshots so say just for

Example click on home so i'd go to my share x i just screenshot you know if you ever need to cancel it you can press escape i would because i would probably get a sign here and i'll go like this okay and then what you're going to want to do oh yeah so let me show you the screenshot so let you do that for the whole entire video when you screenshot after you screenshot you're going to click right click and click

Edit okay now in the editing feature there's a rectangle so there's different ways so say boom i want to draw a rectangle around home make sure it's red so border fill you want to go all the way to red boom next i could do arrows so arrow boom you want to do an arrow now let's say if i go to home and then i click on schedule events right so home and schedule events and do another arrow now i can do

I can show what the steps are by clicking this step button clicking one clicking to and then if there was more like say i got after that i want i go to filter i'm not saying this is the actual thing but you know i could add boom so one two three three okay if i ever wanted to add text you can click text uh the fill color would be this hex number so it's black or and then you would type in

Text click here i only add text ever if it's like i wouldn't do it for just a click here like i would do it for like a make sure there's something very important then i would add text usually i don't add the text but you don't have to really add text unless it's something really important or if you think it should be um the main thing is the is the uh the arrows the the boxes and the numbers okay then i

Would click on the green check mark boom i got my new picture then i would upload it to to the uh image thing so once i'm i would click reset to upload a new one upload upload grab the link go over there paste it etc um also to another way you can screenshot say if i'm full screen you can click the print screen button actually no you can click control print screen and then it will allow you it will bring up

Share x and you can screenshot like that so control print screen you don't have to do the taskbar thing and then you can screenshot certain things okay boom so i'm just going to delete these boom delete okay make sure to so i'm going to send you a video you're gonna make a copy of the the template which is this one right here so you make a copy you would have your own make sure to change the title change the title add

The purpose add this information boom boom boom once you're done update the table of contents go through the steps make sure that a the bullets are right under the steps and then the sub steps so see if i had a step right here the reason why you do sub steps is if i had a step like login to panadoc and the sub step for that would be okay email oops email is email is josh at this password is this click on

The green login button and then i will go to the next step so sub steps are steps inside a step add a picture you know add a one point border make sure that it says image link and then the link to that image using the image bb thing and then the completion checklist the document details and the versions once you're done this i want you to make sure you share it and change you can either change the link so anyone can

View it or you can basically yeah change the link so anyone can view it anyone so you go anyone with link can view then you would copy that link i want you to email it to me okay um then i'm gonna look at that so my email um yeah just send an email to me at josh executivestride.com okay i'll go over it and then i'll um if you hear back from me that means i'll let you know the next steps uh

If you don't hear back from me then i'll try to let you know but if you don't hear back from me that means that you um maybe did something wrong or i picked show someone else but either way i thank you for you know going through this video and up and doing the task best of luck let me know if you have any questions watch this video over again if you have any because this pretty much goes over everything there's going

To be you know there's going to be a lot of tasks coming your way if you if you do get this position because we have a lot of all these need to be documented okay so i'm looking for someone long-term and yep good luck