SOPs & checklists system

Build repeatable procedures for your agency that Claude can help maintain

Why agencies need documented SOPs

Most agency operations live in the owner’s head. That’s a fragility risk — it limits delegation, causes inconsistency, and makes every job feel like the first time. Documented SOPs change this. Claude can help you build them fast and keep them updated.

The SOP extraction interview

I need to document our process for [task]. I know how to do it but have never written it down.

Interview me about it. Ask one question at a time. Start with: "What triggers this process — what's the starting point that kicks it off?"

After I've answered all your questions, write a formal SOP document with: purpose, who it applies to, step-by-step procedure, and common pitfalls.

Standard SOP structure

# SOP: [Name of Process]
Version: 1.0  Owner: BConverse  Last updated: [date]

## Purpose
[One sentence: why does this process exist?]

## When to use this
[What triggers this process?]

## Steps
1. [Action verb] [specific action] — [any notes]
2. [Action verb] [specific action]

## Checklist (for verification)
- [ ] [Item 1]
- [ ] [Item 2]

## Common mistakes
- [Pitfall 1 and how to avoid it]

Agency SOPs worth building first

• New client onboarding (from signed contract to kickoff)
• WordPress site launch checklist
• Shopify go-live checklist
• Monthly client reporting process
• Security incident response
• Project close and handoff

Keeping SOPs current

Here is our current SOP for [process]. I recently changed how we do [specific step] — we now [describe change] instead of [old approach].

Update the SOP to reflect this change. Keep everything else exactly the same. Flag if the change creates any logical inconsistencies elsewhere in the document.

[paste current SOP]