Running an agency can feel like juggling a million things at once. There’s always something that needs attention, and the chaos can be overwhelming. For many agency owners, Standard Operating Procedures (SOPs) are the go-to solution.

Have a look at why SOPs alone won’t work for your Agency.

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Running an agency can feel like juggling a million things at once. There’s always something that needs attention, and the chaos can be overwhelming. For many agency owners, Standard Operating Procedures (SOPs) are the go-to solution. But here’s the truth – SOPs alone won’t fix your agency’s chaos. In fact, most agencies create SOPs that no one follows, and that only adds to the frustration.

 

SOPs are a great tool on paper. They document processes, create structure, and give teams a framework to follow. But here’s the problem if your team doesn’t actively engage with these SOPs, they might as well not exist. An SOP that’s never updated, not easily accessible, or not actively trained on, is just a document sitting in a folder collecting dust.

In theory, SOPs should provide clarity, structure, and consistency within your agency. 

• SOPs are often outdated or not aligned with current processes. The fast-paced nature of digital marketing requires adaptability. If your SOPs aren’t evolving with your business, they’ll quickly become irrelevant.
• SOPs are rarely adopted by the team. They may sit in a folder somewhere, gathering dust. Unless your team is actively engaging with and following the SOPs, they become a waste of time.
• Lack of training on how to use SOPs. Creating an SOP is just the beginning. If your team isn’t properly trained on how to use them, it’s like giving them a map without showing them how to read it.

 

 

To truly solve the chaos, SOPs must become living, breathing documents that your team actively engages with. To make this happen, you need to go beyond simply creating them. Here’s how you can turn SOPs into a tool that drives your agency’s success:

1. Active Documentation:
   Your SOPs should be constantly updated to reflect changes in your agency’s processes and workflows. If your team is adopting new tools, implementing new strategies, or shifting goals, your SOPs should reflect these changes.
2. SOP Training:
   It’s not enough to hand your team a document and hope they read it. You need to actively train your team on how to implement the SOPs in their daily work. This includes going through each SOP, explaining why it’s crucial, and showing how to use it effectively. Training should be a continuous process, not a one-time event.
3. Process Enforcement:
   Having SOPs in place is one thing, but ensuring your team follows them consistently is another. Create accountability structures. This could involve regular check-ins, performance reviews, and follow-up procedures to ensure everyone is staying on track. Without enforcement, your SOPs will remain just another thing on the to-do list.
4. Foster a Culture of Continuous Improvement:
   As your team works with SOPs, encourage them to provide feedback. SOPs should never be static—they need to evolve based on real-world experiences. Encourage your team to point out inefficiencies or improvements, which will ultimately make your processes better and more effective.

 

I recently worked with an agency that had a mountain of SOPs, but chaos was still rampant. Their problem wasn’t the lack of SOPs; it was the lack of engagement. The team had no clear understanding of the SOPs’ purpose, and no one was holding them accountable for following them.

We restructured their approach. First, we conducted interactive training sessions where each team member learned how to use the SOPs in the context of their role. Then, we implemented a simple accountability system that tracked progress and flagged any issues. We also introduced a feedback loop, where the team could suggest improvements to the SOPs based on their experiences.

Within weeks, their workflow became smoother, communication improved, and the overall chaos significantly reduced. The key was engaging the team and fostering a sense of ownership over the processes.

 

SOPs alone won’t solve your agency’s chaos. To eliminate chaos in your digital agency, you need active documentation, ongoing training, and consistent enforcement. When your team understands, adopts, and takes ownership of the processes, the chaos will start to diminish.

 

• SOPs should be living documents, regularly updated, and easily accessible.
• Training your team on SOPs is crucial to ensure they’re followed.
• Enforcing SOPs through accountability mechanisms helps maintain consistency.
• Fostering a feedback loop helps improve processes over time.

 

1. Audit your current SOPs: Are they up-to-date and in line with your current processes?
2. Conduct regular SOP training sessions: Make it a part of your onboarding process and ongoing team development.
3. Create an accountability system: Implement check-ins, follow-ups, or performance reviews to ensure SOPs are being followed.
4. Encourage feedback: Set up a process where your team can suggest improvements or raise concerns about existing SOPs.

 

Don’t let SOPs be a “set it and forget it” solution. Make them work for you, and for your team. Make them a living part of your workflow, and watch your agency transform.