Table of Contents

How to Create Standard Operating Procedures (SOPs) That Work 3

Use Our Standard Operating Procedures (SOP) Template to Improve

SOP Use Cases: Create a Standard Process for Publishing Blog Content 8

Implementing SOPs for WordPress: Choose a Stack and Stick With It! 10

How to Manage Your Time Better and Earn More Leads 14

2 of 16
How to Create Standard Operating
Procedures (SOPs) That Work

{Clear Title}

Who is it for:
Names of people in the company this SOP is for to follow. (ex: WordPress
team, WordPress management team, HR, Everyone in Team, PHP team,
Hisably team, Liquor 21 team etc)

Prepared by:
Your name

Outcomes:
● What do you hope to achieve from this SOP?
● How will it help you?
● How will it help others?
● How will you measure the success of this SOP?
● Why must this SOP be followed by everyone?

Critical Steps:
1. Step by step instruction
2. Easy to follow steps
3. This steps must happen to ensure SOP is followed
4. What to do if they have a question on any step?
5. List other acceptable alternative
6. Leave a message in the Slack channel if confused.
7. Notify X person once this is completed.
8. Update the google drive file in the X folder once this is complete.
9. Make suggestions to improve SOP.
10. If there are sub-SOPs for any step, link it to another SOP doc.

3 of 16
Example:
1. Give examples of tasks where critical steps are followed.
2. Give the second example of a task where critical steps are followed.

Action:
1. Provide suggestion to improve this SOP
2. Next action needed on this SOP
3. Is this SOP read and understood by everyone who needs to follow
it?

4 of 16
Use Our Standard Operating
Procedures (SOP) Template to Improve
WordPress Care Plan Performance

WordPress Website Monthly Maintenance

Who is it for:
WordPress development team, WordPress leadership team

Prepared by:
Ronik, Darshan

Outcomes:
● Ensure WordPress sites of our clients are managed effectively.
● Speed, performance, and functionality of the website are great.
● The same process to follow in every WP website update.
● Reduce the time it takes to update the WP version, plugins, check
speed, and check on backups.
● Keep clients in the loop about website updates and actions needed
from their end.

5 of 16
Critical Steps:
1. If any time of doing this task, it seems like this entire task will take
more than 2 hours, stop and report it to the project manager with a
clear reason first so PM can then can report to the client.
2. Always work on updating the staging website first.
3. Check to see if we have a recent backup of the website. If not, take a
new backup.
4. Check if there is any custom work done on the site with the project
manager and client that can get affected by the update.
5. Review all website pages once and possibly keep them open in a
separate browser.
6. Update WordPress to the latest version.
7. Update theme. Check if a child theme was created for the site. In
that case, update the parent theme.
8. Check the theme if nothing is broken – if anything is broken, check
if you can fix it. If not fixable, stop the maintenance process and
inform us about the next steps.
9. If everything works fine, update plugins.
10. Check if plugins are really being used. Contact us if you have
plugins that are not
necessary, so we can decide together to remove them.
11. Check everything again, including if plugins are still working
(priority check on plugins that do not have a notification about that
is tested with the new WordPress version).
12. If everything still is good, proceed to the next step.
13. Clean up the database, using, for example, wp-sweep or other
database cleaner
plugins.
14. Check the website in Google Speed Insights.
15. If the score is <80 – check if caching is disabled and configured the
right way.
a. Contact us if any other work needs to be done to speed up
the website, so we can plan this accordingly.

6 of 16
16. Notify the project manager of this project that the WP website is
updated. Along with your notification send the below information:
a. Did you need to create a staging website?
b. Is the backup working on a server - YES/NO
i. If No - provide a reason.
c. Are updates made live? - YES/NO
i. If No - provide a reason.
d. Has the work been self tested? - YES/NO
i. If No - provide a reason.
e. WordPress version updated - YES/NO
i. If No - provide a reason.
f. All plugins updated to the latest version: - YES/NO
i. If No - provide a list of plugins which are not updated
and the reason for each.
g. Before and after page speed score using Google Page
Insights, Pingdom, and GTmatrix. Must take page speed score
before updating the site and save a screenshot.
h. SSL certificate valid - YES/NO
i. Total time is taken to make updates.
17. Update google drive file in X folder once this is complete.
18. Leave a message in the taskme with the team only to comment if
there are any questions.

7 of 16
SOP Use Cases: Create a Standard
Process for Publishing Blog Content

How To Publish A New Blog On Your Website

Who is it for:
In charge: Ketan. Sales, Marketing and Development team

Prepared by:
Ketan Sabhachandani

Outcomes:
● Ensures error-free publishing of Blogs every time.
● Ensures that you send out a newsletter to the correct audience.
● You do not ever forget to add page meta information for SEO
benefits.
● You get routine blogs published with consistent efforts
● Acts a Nurturing of Leads/database

Critical Steps:
1. Add information about the new blog in our blog tracking google
sheet (add a link here).
2. Check the latest blog submitted by the content writer from your
google Docs folder (add a link here) of blogs. Ensure the blog is
approved by {add name here} and ready to publish.
3. You need to copy/paste the blog content ( once approved by the
management/decision-making team ) submitted by the content
writer by using the WordPress backend. Follow these steps:
a. Step 1: Login to the WordPress backend system
b. Step 2: Select the Post menu in the side menu bar

8 of 16
 c. Step 3: Click on ADD NEW ( https://prnt.sc/s92vhv )
d. Step 4: Copy and paste the Title and the content submitted by
the content writer considering all the tags ( title, H1, etc… ),
please check the screenshot for more information:
https://prnt.sc/s92x9a
e. Step 5: You need to ensure all the SEO parameters are getting
covered which the content writer provides such as Meta
Description, Focus Keywords/Keyphrase, Target Keywords.
Please check these screenshots: https://prnt.sc/s92ypb,
https://prnt.sc/s94say, https://prnt.sc/s94td9
f. If a blog has an image, upload it as a featured image on the
blog. Ensure uploaded images have a proper alt tag.
4. Make sure that all the Links/hyperlinks open in a new tab. For
reference, you can check links in our existing blogs. For example,
check this screenshot: https://prnt.sc/s94vi8
5. Once the above steps are completed the post should be kept under
a draft only and NOT published. Once someone from the leadership
team approves, it is good to publish it.
6. Create a new campaign in our MailerLite account [access is shared
on LastPass] using an existing template labeled “Blog Published
Newsletter”. Copy for the newsletter can be found on the same
google doc our writer shared. Copy and paste the copy into our
template. Send email first to our Test List of 6 people from our
company. If anyone has any feedback, they will share it on slack to
you.
7. Once confirmed that the email is looking good with all links
working, select two master lists (all emails master list and client
master list) with a time schedule to release the newsletter on
Wednesday at 11 AM EST. Ensure the blog is approved and
published before sending a newsletter.
8. Share blog summary or Newsletter copy or one or two important
lines from blog to LinkedIn profile and company FB page.

9 of 16
Implementing SOPs for WordPress:
Choose a Stack and Stick With It!

Setting Up A Beaver Builder Website Using Astra theme

Who is it for:
WordPress team, WordPress management team, QA team

Prepared by:
Darshan

Outcomes:
● It will help in following coding standards for the Beaver Builder
website.
● Helps in managing and updating Beaver builder sites easily.
● Easy for the team to identify the work of other team members and
find the files easily to update.
● Helpful for new employees and trainees.

Critical Steps:
1. Always confirm with the manager whether to use a paid or free
version of the Beaver Builder Plugin, Ultimate addons for Beaver
builder plugin, and Astra theme.
2. When using the free version of Beaver Builder and Ultimate
Addons, make sure 80% of the design is achievable through the free
version. If not, consult with your team lead or manager and request
a paid version or other alternatives if possible.

10 of 16
3. Install and activate plugins (Beaver Builder, Ultimate Addons). Pro
versions of plugins will be provided by your team lead or manager.
Free versions of the plugins should be removed and deleted from
the site if you are using the Pro versions of the plugins. Also, use the
Beaver themer plugin if the site would have a post archive and
single pages. For the Beaver Themer plugin, Beaver builder PRO is
mandatory.
4. Install Astra theme and child theme for Astra and use the child
theme as an active theme for the website.
5. Create a SAMPLE page using Beaver Builder. This page should
include a text module with dummy content (H1 to H6 titles,
Paragraphs (include Italic, Bold, Underline), List item (Ordered and
Unordered), Blockquote, Image with the content on left, Image with
the content on right, Image center-aligned).
6. Go to Settings > Reading and select the “Sample page” as the Home
page.
7. Set theme Globals
a. Typography:
This should be done from Appearance > Astra Options >
Customize fonts (The same settings can also be found from
Theme customizer > Global > Typography). Here you should
always set the default font style and size for H1 to H6 as well as
body/content. Responsive font styling should also be
implemented from here. You can do this by clicking on the
desktop, tablet, or mobile device icon next to all headers and
content.
i. For the Free Astra theme, please use the plugin called
“Custom Fonts” to install custom fonts to the site. This
plugin will provide the option to install custom fonts
under Appearance > Astra options > Custom fonts
ii. For the Paid Astra theme, you will find the option to
include custom fonts on the “Astra options” page in the
backend under Typography.

11 of 16
 b. Default Colors for Paragraph, H1 to H6, Link (default and
hover): This can set from Appearance > Astra Options > Set
colors (The same settings can also be found from Theme
customizer > Global > Base colors). By default, all H tags will
have the same color. In case, if you would like to have a
different color for H tags, please add CSS for it in the style.css
child theme.
c. Logo, Favicon, and Site Title: This can be set from Theme
Customizer or Astra Options > Upload logo.
d. Menu: Create all the blank pages and use it to create a new
menu and set it as the Primary Menu from Appearance >
Menu.
e. Header:
i. With Beaver Themer, Go to Beaver Builder > Themer
Layouts > Add new themer layout.
ii. If the site will not use the Beaver themer plugin, please
create the header from Astra options > Header
f. Footer:
i. With Beaver Themer, Go to Beaver Builder > Themer
Layouts > Add new themer layout.
ii. If the site will not use the Beaver themer plugin, please
create the footer from Astra options > Footer Settings
g. Sidebar: Disable sidebar for all pages from Theme Customizer
> Sidebar (You can also keep it for the post templates from
here).
h. Container / Layout: Visit theme customizer > container >
Layout. Set it to “Fullwidth / Stretched”.
8. Archive pages for posts: Blog post archive and single post templates
should be set up using Beaver Builder > Themer Layouts.

Helpful resources and links:

12 of 16
 3. Ultimate Addons for Beaver Builder – Lite
4. Custom Fonts for Astra theme plugin.

Example:
1. Only use Ultimate addons for Beaver Builder (Lite or Premium). You
can find all the layouts that can be built using the Ultimate Addons
Module here.

Action:
1. Any suggestions or recommendations to improve the above
process are always welcomed. You can write an email to
[email protected]

13 of 16
How to Manage Your Time Better and
Earn More Leads

Managing UnlimitedWP SEO Service Provider

Who is it for:
In Charge: Ketan. Follower: Darshan

Prepared by:
Ronik

Outcomes:
● Achieve maximum results for SEO each month
● To stay consistent in our efforts to help the XYZ team deliver results.
● Measure progress
● Effective use of budget
● Improve SEO by implementing ideas/suggestions/tactics faster

Critical Steps:
1. What is the deliverable of what they are working on right now?
a. It can be found in the proposal or three-month plan. For
example, the current deliverable of the XYZ team for the three
months is on-page SEO, 5 guest posts, 6 blog idea
suggestions, 3 suggestions of long-form content articles.
2. Check all open tasks or email to see if they are waiting on us to
provide information or assist with the website.
3. Ask questions where you have it to keep them on their top
performance and active. They will do basic and generic things for us
at first. If we want more out of the money we are investing, we need
to engage very actively with them. They will have their to-do and

14 of 16
 monthly things listed in the proposal as deliverables but we will also
have certain things we like to accomplish each month.
a. Example: Does our website have any AMP errors?
b. Example: Check SEMRush and see errors and ask them if we
need to work on them or not.
c. Example: Where can we promote our past blogs? How to get
more traffic on our blogs, are there platforms we can use.
d. Example: Adding internal links is beneficial. We have tons of
blogs, can they help us find the opportunities on our current
website to build more internal links.
4. Budget: $500 per month.
5. Timeline - Ask yourself, is the timeline being followed to reach the
goals of the quarter?
a. You may need to reach out to the XYZ team and inform them
about the timeline.
b. Do not wait to get feedback, be persistent with your
communication. Reach out to them with a reminder if they do
not.
6. Results - Check on results.
a. Check to see if XYZ’s efforts are generating positive results.
b. Example - checking more optimized blogs created from their
suggestions and using the keywords they suggested,
checking traffic on those compared to our other past blogs,
checking mailerlite campaign open rate and link links.
c. Check goals in google analytics and FB pixel analytics data
d. Example: If they got us a guest blog and we got a backlink
from it, check if its do follow and no follow the link for the link
juice
7. Record results in Scorecard
a. We want to track how much revenue SEO efforts are
generating.

15 of 16
 b. KPI: organic traffic, number of leads, call scheduling,
customers, keyword rank, number of backlinks, Semrush
report site score, and errors.
8. Offer help - offer XYZ team any help they need to execute their
strategy frequently.

Example:
1. Examples added within critical steps.

Action:
1. Create KPI/Scorecard google sheet to monitor the 8 goals
mentioned above on a monthly basis.
2. Follow this SOP at least once a week and report KPI in Scorecard at
the end of the month.

16 of 16