Struggling to keep track of your business tasks? Discover the power of Standard Operating Procedures (SOPs) and how they can simplify your workflow, save you time, and set your freelance business up for success. Plus, get insider tips on three fantastic tools – Notion, Loom, and Scribe – to help you create and store SOPs effortlessly. Tune in to learn how to streamline your processes, ensure consistency, and make onboarding easier.
Listen to the podcast episode below, watch it on [Youtube], or scroll down for the summary!
Prefer to read it? Here are the main points!
Working solo doesn’t mean you have to juggle everything in your head. Whether you’re onboarding a new client, handling your accounts, or planning your content calendar, having Standard Operating Procedures (SOPs) can save your freelance business serious time, stress and mistakes. In this episode of The Freelancers Tea Break, I (Emma Cossey!) explore what SOPs are, why they matter and three easy-to-use tools that help you create them without overthinking it.
What Are Standard Operating Procedures and Why Should Freelancers Use Them?
If you’re new to the idea, SOPs are simply documented step-by-step instructions for tasks you do regularly – like onboarding, offboarding, posting to social media, sending invoices or filing expenses. Writing them down means you’re no longer relying on memory every time (which, let’s be honest, is half the stress). It also makes your processes replicable, so if you hire a VA, collaborate with someone, or just want your future self to feel more organised, it’s all written out already.
Still winging your workflow every week? You’re not alone – but creating even a handful of SOPs can be a total game-changer.
3 Tools to Easily Create and Store Freelance SOPs
1. Notion – Your All-in-One Freelance HQ
Notion is my go-to for housing everything in my business – especially SOPs. It’s like having a mini Wikipedia just for your freelance life. You can format your SOPs as documents, checklists, galleries, or tables. My favourite trick? Create a button that, when clicked, generates a fresh copy of your SOP to tick off as you go. Perfect for repeatable tasks like publishing podcast episodes or preparing invoices.
Great for: storing and organising SOPs in one place
Starts free, with paid upgrades for teams
2. Loom – Record What You’re Doing, Share Instantly
Loom is perfect for visual learners or freelancers working with others. You can record your screen as you walk through a task, talk over it and even auto-generate a summary. You can censor sensitive areas in the paid version, which is great if you’re demonstrating client-facing systems. It’s ideal for onboarding support or showing how to do something that’s more visual than written.
Great for: quick video walkthroughs or training tutorials
Free with optional upgrades
3. Scribe – Auto-Create Step-by-Step Guides
Scribe is pure magic. It records your screen while you complete a task in your browser and then turns it into a beautifully formatted, step-by-step guide – screenshots and all. You can edit or delete steps afterwards, then download as a PDF or embed it somewhere. It’s brilliant for techy processes like submitting invoices to Access to Work, onboarding forms, or publishing blog posts.
Great for: detailed how-to guides with visuals
Free plan available with paid options
Where Should You Start?
If you’re new to SOPs, begin with the things you always forget how to do – those tasks where you think, “Wait, what comes next?” Finances are a great starting point, followed by client onboarding or offboarding.
Start simple: one SOP at a time. You don’t need a perfect system – just a consistent one.
Ready to SOP Like a Pro?
Want to geek out about tools and systems? Join the chat in the Freelance Lifestylers Facebook group or Discord server (linked in the show notes below). We’d love to hear what tools you’re using, or what your first SOP will be.
And if you’ve already tried Notion, Loom or Scribe, let me know how you’re using them – I’m always nosey about workflows!
Final Thoughts
Freelancing can be flexible, but it doesn’t have to be chaotic. SOPs are like tiny love letters to your future self (and any future team members). Put in a little effort now, and thank yourself every time you hit “publish,” “send,” or “invoice” without breaking a sweat.
Want help writing your SOPs or setting up systems? Get in touch or tune into the next episode of The Freelancers Tea Break for more easy wins in your freelance life.
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Email: hello@emmacossey.com
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Want more support? Check out the Freelance Lifestyle School courses and membership.
Join the Freelance Lifestyle Discord Community: https://discord.gg/RKYkReS5Cz
