[TEMPLATE] The Ultimate Communication Tool for Remote Teams: The One Page S.O.P.

The key factor for success in remote teams boils down to one main thing: communication. 

A great idea is useless if it isn’t fully understood and exists in the mind of those executing it. 


If you are 
  • Developing a new strategy
  • Building a new process
  • Scoping a project 
  • or simply want to ensure your team is executing at the highest level… 

The one tool I always fall back on is the One Page S.O.P.

I developed this communication tool out of frustration and need as managed a team across the globe.

Any error we came across would delay shipping work by 1-2 days due to time zone differences. Instead of the constant back and forth, I had to design a way to communicate my ideas in a way that would be clearly understood and correctly executed. 

The tool is both simple and effective since it follows a straightforward formula. It can also be adapted to fit multiple use cases for your team, such as: 
  • Project briefs
  • Standardized protocols 
  • Company initiatives 

It applies to nearly any situation where the same idea has to exist in the minds of your team members AND that idea has to be executed with a level of persuasion and excellence. 
 

Why This Works

The main reason why the One Page S.O.P. formula works is that it uses all modalities of communication to transmit information from one mind to another for all types of learners: audiovisual, visual, written, kinesthetic (do-ers).

The written portion of the formulas is also kept extremely simple so that anyone can 
1) review the information 
2) understand 
3) execute
…without overwhelm. 

Remember: your job as a leader is to shorten the gap between information and action. 

It also has an asymmetric investment yield meaning it will take you nearly 20-30 minutes to create but can save you hours, if not days, of delays in back-and-forth communication and unnecessary meetings and save you enormous amounts of $$$ to fix issues that could have been prevented or gain opportunities that could have otherwise been missed. 

Below you will get the exact 
  1. Formula to get a holistic overview 
  2. Detailed outline to fully grasp each section of the One Page S.O.P. 
  3. Copy/Paste Template to allow you to create one immediately. 
 

If you want extensive video training, templates, and an entire chapter dedicated to creating One Page S.O.P.s, consider grabbing a copy of Productive Profits. If you want a physical copy, you can order a fresh print on Amazon here.

 

The Formula 

Here’s the formula for your Strategy Team to follow when capturing strategy and all components that need to be built for the rest of the team to understand and execute. 
  1. Clearly defined purpose for the strategy 
  2. Clearly written roles and ownership for each component build 
  3. Diagram of the Inputs, Outputs, Phases, and Key Action Items that need to happen
  4. Written Step-by-Step actions condensed into 3 Phases (that way it’s easy to read instead of 20 steps. No one wants to do 20 steps. But everyone can do 3 Phases with 20 total steps but broken down into 20 steps – it’s all about perception) 
  5. Expectations 
  6. Resources for the project 
  7. Video overview of the entire project (this goes at the top of the page but you will have to execute Steps 1-6 first in order to give a clear and concise video overview) 
 

Detailed Outline

Title: Department That Holds The Key Company Habit (OPS, MKTG, PROD) – Name Of The Key Habit
i.e. PROD – New Client Onboarding

Purpose:
Define the Outcome/what will this key habit looks like when done

Ownership: 
List out anyone on the team who is involved with the flow and distinguish who will own and be responsible for overseeing the successful completion of this company habit and maintain the document up to date. 
  • Owner: {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 

Last Updated On:
When has this document last been updated and have we come up with a better way of doing this? Is this the most efficient way to perform this flow? Should we update this?

Evergreen Flow
Link out to an editable digital document or tool where the owner of the flow can edit and make improvements as needed. Also include an image of the up to date flow here so the team can visually see all phases and action items at once. 

 

 

Video Overview
For those on your team that is more visual and auditory learners, create a screen recording video to detail the flow from start to finish. In the video, outline the action items and phases in the flow and show the available resources the team has access to in order to complete the company habit successfully. 

Step By Step Written Instruction 
Write a Step-by-Step action plan condensed into 3 Phases (that way, it’s easy to read instead of 20 steps. No one wants to do 20 steps. But everyone can do 3 Phases with 20 total steps but broken down into 20 steps – it’s all about perception) 

Phase 1
  • Step
  • Step
  • Step

Phase 2
  • Step
  • Step
  • Step

Phase 3
  • Step
  • Step
  • Step

Resources
List out and give access (links and logins) to the resources your team will need to complete this habit. Having it here in one place allows for ease of access and ensures your team is equipped to succeed. You also want to detail any “if-then” scenarios so your team who handles this company habit can have a clear framework of what action items to take when the unexpected happens. 
  • Checklists
  • Templates
  • Logins / Access / Links / Tools
  • If-Then Scenarios 

Expectations  

In this final section of the One Page S.O.P. you want to add details of how long this key company habit takes to perform or how long each phase takes to execute. This will allow the owner or manager of the department to easily monitor and manage the team. It will also allow you to see if future improvements to the document or addition of new resources will allow the team to work more efficiently or cut down costs. 

Lastly, you also want to note how often this habit and flow will be executed. Is your team expected to perform this daily, weekly, bi-weekly, monthly? Remember: leave no stone unturned. 
  • Frequency: i.e. 1x/ week, daily, 
  • ETA for completion of {the Key Company Habit Name}: 
  • ETA for Phase 1 completion: 

Copy/Paste Template

Purpose:


Define the Outcome/what will this key habit looks like when done
 

Ownership: 

  • Owner: {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
  • {ROLE TITLE} – {TEAM MEMBER’S NAME} 
 

Last Updated On:

DATE
 

Evergreen Flow

(Diagram)
 

Video Overview

URL
 

STEP BY  STEP

PHASE 1: 
Text 
PHASE 2: 
Text
PHASE 3:
Text
 

What To Expect 

  • Frequency: i.e. 1x/ week, daily, 
  • ETA for completion of {the Key Company Habit Name}: 
    • ETA for Phase 1 completion: 
    • ETA for Phase 2 completion: 
    • ETA for Phase 3 completion:
 

Resources 

 

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