Here’s what happens in most growing advice businesses.
You hire someone because you’re busy.
Then you spend weeks training them.
Now you’re even busier than before.
Or someone goes on leave and suddenly nobody knows how to log into a system, find a document or complete a process.
So what do you do?
You jump in and do it yourself. Because it’s quicker.
Except now you’re working longer hours, doing more admin and answering questions all day.
Sound familiar?
The problem isn’t your team – the problem is that everything lives in your head.
And when everything lives in your head, you become the bottleneck.
“It’s Just Faster If I Do It Myself”
This is probably the biggest lie business owners tell themselves.
But every time you do that, you’re reinforcing the problem.
Instead of creating a process someone else can follow, you’re becoming the process.
The result?
Your team keeps coming back to you.
You keep answering the same questions.
You keep doing the same tasks.
And growth starts creating more stress instead of more freedom.
The Solution Isn’t More People
Most advisers think they need another team member – but what they actually need is better documentation.
Because if a new team member can’t learn a task without sitting next to you, you don’t have a team problem.
You have a systems problem.
That’s where Standard Operating Procedures (SOPs) come in.
And before you roll your eyes and think, “Great, another thing to add to my to-do list”, stay with me.
Creating SOPs is much easier than most people think.
Think of SOPs Like IKEA Instructions (But Less Frustrating)
Think about IKEA.
Every time someone buys a Billy bookcase, they get the same instructions and (hopefully) end up with the same result.
Your business should work the same way.
Now swap “Billy bookcase” for:
- How to lodge a fee disclosure
- How to follow up underwriting
- How to prepare for a review meeting
- How to process a policy alteration
When everyone follows the same process, you get the same outcome.
Less chaos, fewer mistakes, less rework.
And less of you jumping in to rescue things.
The goal isn’t to create a 500-page operations manual.
The goal is to make sure your team can consistently complete important tasks without needing to ask you every five minutes.
Start With One Thing
Don’t try to document your whole business – just pick one task.
Something that happens regularly.
The next time you do that task, hit record.
I love Loom because it’s simple.
Just record your screen and talk through what you’re doing.
That’s it.
You don’t need a perfectly written process manual.
You just need to get what’s in your head out of your head.
Tools like Loom, Scribe and Tango have free versions, and can even turn your recording into step-by-step instructions automatically.
Build Your SOP Library
Once you’ve got a few SOPs, don’t bury them in a random folder nobody can find.
Make them easy to access.
I like using a simple spreadsheet that links to all SOPs and groups them into categories such as:
- Client onboarding
- Reviews
- Underwriting
- Marketing
- Administration
Why?
Because if your team can’t find an SOP in 30 seconds, they’re coming straight back to you.
And that’s exactly what we’re trying to avoid.
You can start with:
A shared SOP Tracker Spreadsheet
👉 Example Template
Or level up to:
A shared SOP project on Claude, ChatGPT or Google Notebook that enables your team members to ask it questions.
Here’s the Rule
When someone asks you a question, ask them:
“Have you checked the SOP?”
If the answer is no, point them to the SOP.
If the answer is yes and the answer isn’t there, update the SOP.
Over time, your SOP library becomes more valuable, more useful and less dependent on you.
Keep It Simple
A good SOP doesn’t need to be fancy.
Every SOP should answer:
- What is the task?
- Why does it matter?
- Who owns it?
- When does it happen?
- How do I do it?
The template below will help you cover each of those areas.
Here’s Your SOP Template
Below is the exact SOP framework we use inside the Scale Squad. It’s designed to be fast, simple and practical.
Feel free to copy it, tweak it and make it your own. You can use it for everything from chasing medicals to lodging applications.
SOP Title
Start with a clear, specific task. Think micro-task, not an entire process.
Example:
How to Follow Up Pending Underwriting With AIA
Why This Is Important
Explain what this task affects and why it matters.
For example:
✅ Keeps insurance applications moving
✅ Ensures timely cover for clients
✅ Avoids compliance issues and delays
Who Does It?
Be clear about who owns this task.
Examples:
- Client Services Officer
- Trainee Administrator
- Paraplanner
- Adviser
When Does It Happen?
What triggers this task? Or how often should it be completed?
Examples:
👉 Within three business days of receiving an underwriting outcome
👉 Every Thursday morning before 10am
👉 Once authority paperwork has been returned
How To
This is where you document the process step by step.
Pro Tips
✅ Use plain English. Imagine your 16-year-old niece is reading it.
✅ Keep instructions short and clear.
✅ If a process has more than 10 steps, break it into two SOPs.
✅ Link to explanations for industry jargon and acronyms such as FDS, SOA and CRM.
✅ Use consistent formatting throughout your SOP library.
Last Updated
Always include: Updated by: [Name] on date: [Date]
This helps your team know they’re working from the latest version and can trust the information is current.
Your Challenge
This week, pick three tasks you do regularly that somebody else could eventually do.
Record yourself doing them.
Save the recordings.
Create a basic SOP.
That’s it.
SOPs are your ticket to freedom.
They stop your business relying on memory, they stop your team relying on you, and they make it a whole lot easier to grow without everything falling back on your shoulders.
So when your next VA, para or team member joins, instead of spending weeks explaining everything, you get to say:
“Here’s the SOP folder. Watch the videos. Shout if anything’s unclear.”
P.S. Want more tips for scaling your business? Book your free Scale Session, follow me on LinkedIn or join my Scale Squad.
