# VA SOP template pack

Four procedures for work a virtual assistant repeats. Copy one template per task. Replace every line in brackets. One procedure describes one task, not the whole job.

Each template has the same five parts: the trigger, the steps, the tools, what done looks like, and when to stop and ask.

## 1. Inbox

**Trigger:** New mail in the shared inbox, checked at the times you agree.

**Tools:** [the inbox], [the label or folder names], [where a decision gets logged].

**Steps:**

1. Sort into the folders you named: needs a reply today, waiting on someone else, and filed.
2. Draft replies only for the types of mail you listed. Leave the draft. Do not send it.
3. For anything else, write one line on what it is and who should see it.
4. At the end of the check, send the count: how many need you, how many are waiting, how many were filed.

**Done:** The inbox is sorted, drafts are unsent, and you have the count.

**Stop and ask:** Money, a person being hired or let go, a legal question, or a sender you have not named.

## 2. Calendar and meeting prep

**Trigger:** A request for time on [the leader's] calendar, or a meeting already on it that needs a pack.

**Tools:** [the calendar], [the agenda doc], [the video link tool].

**Steps:**

1. Offer times inside the hours you were given. Do not move a block marked as held.
2. Put the purpose in the invite title. Add the video link and the doc.
3. The day before, send the agenda: the decision needed, the documents, and who is in the room.
4. After the meeting, list the to-dos with an owner and a date. Send that list the same day.

**Done:** The meeting is on the calendar, the agenda went out the day before, and the to-dos have owners.

**Stop and ask:** A request to cancel the leader's held block, or two people who both say they were promised the same hour.

## 3. Weekly scorecard

**Trigger:** [the day and time] before the weekly meeting.

**Tools:** [the scorecard], [who owns each number].

**Steps:**

1. Ask each owner for their number. Use the same message every week.
2. Enter what they send. Leave a blank as a blank. Do not guess.
3. Mark any number that is missing, and the name of the person who still owes it.
4. Send the sheet to the meeting owner before the time you agreed.

**Done:** The sheet is filled with reported numbers only, and every blank has a name next to it.

**Stop and ask:** An owner who misses two weeks, or a number that changed definition.

## 4. Handing over a new task

**Trigger:** A task that has happened twice and should happen the same way next time.

**Tools:** [where the procedure will live], [a screen recording tool, if you use one].

**Steps:**

1. Name the trigger, the tools, and what done looks like before you write the steps.
2. Do the task once while you record it, or write the steps from the last time you did it.
3. Give the assistant the procedure and one real example, not a speech.
4. They do it once while you can still see the result. They mark the step that was unclear.
5. Edit the procedure. They run it the next time without you in the room.

**Done:** The procedure is in the shared folder, the assistant has run it once, and the unclear step is rewritten.

**Stop and ask:** A task that needs a judgment you have not written down. That task is not ready to hand over.

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