If you’re like most of the freelancers I know, you dream of expanding into a studio or an agency.
But when every aspect of your business revolves around you
…growing a team starts to feel like a pipedream.
When I started as a freelancer, everything I did was unique.
Every proposal, email response, revision—
big or small—it was all an act of customized invention.
While this FELT productive (“what could be more important?”) — I wasted a lot of time and made unnecessary slip-ups.
Worse, I flushed my limited creative juices down the toilet on admin-related tasks.
What is an SOP?
One big advantage of working independently is the opportunity to design Standard Operating Procedures (SOPs) for your future team.
An SOP is a document that outlines step-by-step instructions for completing a task.
Even if you decide to NEVER hire staff or subcontractors, SOPs transform you from a reactive creative who pulls all-nighters to keep up when things get busy…
into an unruffled BUSINESS OWNER. This business owner is reliable, solves problems efficiently, and is much better at setting boundaries to the benefit of everyone involved.
SOPs allow you to streamline repeat tasks, increase consistency, simplify delegation, and free up headspace. You can use this headspace to grow, push your creative limits, or LIVE the way you want to.
If that’s not enough incentive, you’ll also be more capable of executing high-stakes projects — and charge more for them.
Why You Should Create SOPs NOW (Even if You're an Independent Creative)
SOPs allow companies like McDonald’s to rake in billions, even though a third of their employees are hormonal teenagers.
BUT being a freelance creative isn’t the same as running a burger empire.
If you’re worried that systems might dull your creativity—or make you appear robotic to important clients—you should check out the biography of the painter Peter Paul Rubens.
Do SOPs work for creative businesses?
In the 17th century, it was common for master painters to have assistants who did basic prep work and underpainting.
But Rubens decided to take this to a whole new level.
He created blueprints, instructions, and systems in his workshop that allowed dozens of junior artists and other experts to paint major portions of his final works. When they were finished, he’d personally add key elements—like faces, hands, and focal details (areas that carried his signature touch).
Rubens’ systematic approach blended artistic skills with his entrepreneurial streak.
And his creation of proto-SOPs paid off big time.
While famous contemporaries like Rembrandt produced 300 finished pieces, Rubens pumped out more than 1,400 (making him one of the most prolific master painters in Western art history).
His team also completed large commissions faster than anyone else.
Perhaps most importantly, Rubens’ instructions ensured that the work’s quality remained high enough to impress clients with frilly 17th-century shirt collars (and deep pockets).
SOPs worked to make Peter Paul Rubens extremely wealthy by the standards of a Baroque artist, and they have helped countless creatives ever since.
Getting Started: The Key Components of an SOP
A well-structured SOP includes:
- Title and Purpose: Clearly state what the SOP is for and provide context. A clear title will make it easy to find later on, and a clear purpose allows for deeper understanding and improvement.
- Scope: Define who it applies to and under what conditions.
- Step-by-Step Instructions: Provide clear, detailed steps with visuals (like screenshots or video) as needed.
- Checklist (if applicable): Creating an accompanying checklist ensures that steps don’t get skipped.
- Regular Updates: Over time, you’ll find better ways to execute things. An SOP is a living document that must be refined regularly to ensure accuracy and relevance.
How to Write an SOP
Step 1: Identify High-Leverage Activities
There are two approaches for choosing SOP-worthy tasks:
- Tasks that eat up your time, but can be performed by someone else without sacrificing quality.
- Tasks that are repetitive, important, but only need to be done a few times per year.
One of my personal favourite examples is taxes. I used ot have a hatred for bookkeeping and taxes — mainly because I would forget HOW to do them every time. My SOP allows me to handle quarterly and annual activities with zero stress.
Step 2: Record Yourself Performing the Task
Use a phone camera or screen recording tool (like Zoom) to record yourself performing the task, narrating the steps as you go. Explaining why each action is important. If the task is complex, break it into smaller sections.
Step 3: Transcribe the Recording
Generate a transcript of the recording using tools like Otter or Rev. You can even upload the video privately on YouTube to generate a free transcript.
Step 4: Structure the Instructions with Timestamps
Copy-paste your transcript into ChatGPT. Make sure you include the timestamps.
Use this prompt to convert your recording into written instructions:
I’m creating an SOP. Turn this video transcript into clear, numbered steps with simple instructions. Include timestamps for each step. [PASTE TRANSCRIPT]
Transfer the instructions to a document.
Don’t forget to link to the video recording you produced in Step 3.
Step 5: Create a Checklist (When Appropriate)
Return to the same ChatGPT thread. Use this prompt to generate a checklist, which you can place at the bottom of the SOP document:
Provide a companion checklist that includes every element of the SOP above.
Step 6: Organize Your SOPs
As your library of SOPs grows, it becomes a challenge to find, use, and update these files.
You can use tools like Notion to stay organized — but I’ve always preferred filing SOPs in folders on my Google Drive. In the top-level folder, I keep a spreadsheet called “Master SOP Index.”
This includes ALL my company SOPs, with columns for SOP title, Link to the doc, Last updated date, Owner, and related role or process.
I have a separate document for each business area, with related SOPs organized in one large folder.
I use separate folders for different roles, which makes it easy to grant or restrict access to team members as needed.
It’s important to choose a consistent naming convention, so it’s easy to find SOPs when you or your team members need them. A simple approach is to use a [Function] – [Task] SOP naming convention (eg. Finance – Invoicing SOP)
If you are delegating this task to someone else:
Step 7: Have Your Subcontractor or Staff Review Before Your Live Training Session
Share the SOP document, video, and checklist with your team before a live training session. Allow them to ask clarifying questions before proceeding.
Step 8: Observe and Adjust
Watch them perform the task to:
- Identify points of confusion.
- Ensure correct execution.
Step 9: Update and Improve
After the first attempt, refine the SOP based on feedback to enhance clarity and effectiveness.
You can expect to update your written instructions and checklist after you watch someone perform the task. In rare cases, you may need to re-record the video training as well.
As time passes, the process and workflow will evolve. You, or the person you are delegating to, will need to continue to keep the SOP up to date as this happens.
SOP Examples
If you aren’t sure where to start, here are a few common SOPs that creatives find useful:
- Taxes & Bookkeeping SOP
- Project Management & Team Accountability SOP
- Interviewing & Onboarding Subcontractors SOP
- Social Media Posting SOP
- Proposal & Quoting SOP
- Invoice, Payment, and Agreements SOP
- Project Kickoff SOP
- Lead Qualification and Follow-Up SOP
- Content Creation or Production Workflow SOP
- Research & Ideation SOP
- Client Feedback & Revisions SOP
- Client Retention SOP
- Client Offboarding SOP
- Asking for Testimonials & Reviews SOP
Want Help Building SOPs That Actually Help You Grow Your Business?
Worried about creating the wrong SOPs? Or make them too complex to use?
Inside The Accelerator, I help creatives build systems — with a focus on marketing and sales processes for attracting and closing high-value clients.
You’ll get coaching, templates, and real-time feedback from a peer group of talented freelancers and studio owners.
👉 Click here to find out if The Accelerator is right for you
Ami Sanyal has helped over 430 business owners connect with millions of prospects online. As a marketing consultant for client-based business owners, Ami specializes in helping experts attract ideal clients — predictably.
Formerly a freelance photographer, Ami has photographed celebrities like Jay-Z, Coldplay, and Olympic athletes. He’s the proud co-founder of Creative Pulse and has led its volunteer team since 2014.
As the founder of The Accelerator, Ami helps creative freelancers and studio principals attract high-paying clients consistently.
Click here to see if The Accelerator coaching program for creatives is right for you
