Saving Time with SOPs and Processes – with Kelly McCracken

Saving Time with SOPs and Processes – with Kelly McCracken

Listen on Spotify | Apple Podcast

In creative entrepreneurship, efficiency is key to balancing the myriad of tasks required to run a successful business. This guide offers actionable strategies for implementing Standard Operating Procedures (SOPs) and leveraging automated processes to save time and focus on your creative passion.

About the Podcast Guest: Kelly McCracken

Kelly McCracken specializes in operational efficiency for creative businesses, with a focus on the wedding industry. Transitioning from a career in teaching to becoming a virtual assistant during COVID-19, Kelly discovered her niche in helping wedding professionals and photographers optimize their business processes. Her expertise includes blogging, Pinterest management, and Dubsado CRM software. Kelly is passionate about assisting her clients in streamlining their workflows and automating tasks to save time and improve client experiences. She provides practical solutions and knowledge to implement effective standard operating procedures (SOPs) and workflows, helping creative entrepreneurs grow their businesses efficiently.

Free Guide: How to create an inquiry Workflow with example emails!

Try TANGO to set up your SOP

Understanding the Power of SOPs

What Are SOPs?

Standard Operating Procedures (SOPs) provide a consistent method for completing tasks. These documented processes ensure that regardless of who is performing the work, the outcome remains consistent, safeguarding the quality of service your business is known for.

The Benefits of SOPs

  • Consistency and Quality: Guarantees every client receives the high standard of service expected from your brand.
  • Efficiency: Streamlines repetitive tasks, reducing the time spent on administrative duties.
  • Scalability: Facilitates onboarding new team members, ensuring they understand your business processes from the start.

Crafting Your First SOP

Identifying Your Needs

Begin by analyzing where you allocate most of your time or which tasks you procrastinate on. This could be anything from client communication, managing bookings, or editing projects.

Simplifying the Process

For each task, outline every step involved. Use tools like Trello or Asana for visual mapping, breaking down tasks into manageable actions that can be easily followed and replicated.

Implementing and Iterating

Put your SOPs into practice. It’s crucial to review and refine these procedures regularly to ensure they remain effective and efficient as your business evolves.

Leveraging Automation and CRM Software

The Role of CRM in Creative Businesses

CRM software acts as a central hub for managing client interactions, streamlining tasks such as tracking leads, managing contracts, and automating communication. Dubsado, for example, offers robust automation features tailored for creative businesses.

Automating Your Workflow

Identify repetitive tasks that can be automated, like sending booking confirmations, invoice reminders, or scheduling follow-ups. Automation tools can personalize these interactions, ensuring they reflect your brand’s voice and style.

Integrating Blogging and Social Media

Boosting Your Online Presence

Utilize your blog to share insights, answer frequently asked questions, and showcase your latest projects. This not only aids in SEO but also builds a connection with potential clients.

Utilizing Pinterest for Business Growth

Pinterest serves as a visual search engine, making it ideal for creative professionals to showcase their work. Regular pinning, especially of blog content, can drive significant traffic to your site. Use Tailwind to schedule pins, ensuring a steady presence without daily management.


Implementing SOPs and embracing automation frees up time, allowing you to concentrate on creative endeavors and grow your business. Through careful planning, regular evaluation, and the strategic use of digital marketing, your business operations can become more efficient, providing a better experience for both you and your clients.

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