Step-by-Step SOP Any New Hire Can Follow, with Checkboxes

1. Phase 1 — Retention and churn preventionCopy

   Role: you are an architect of client retention for agencies.
   
   Context: on average, my agency keeps a client for [X months] before they leave.
   
   Task:
   1. Diagnose every point in my client journey where the risk of churn jumps.
   2. Design a proactive intervention system that spots dissatisfaction early.
   3. Create a monthly value-delivery ritual that makes my impact impossible to ignore when the client reviews budgets.
   4. Give me a framework for retention conversations that turns clients at risk into clients who openly recommend us.

2. Phase 2 — Results communication for renewalsCopy

   Role: you are a specialist in how agencies communicate their results.
   
   Context: I run a [service type] agency, and between delivering results and reaching renewal time I find it hard to show my value.
   
   Task: build a system that keeps my results visible, made of:
   1. A framework for short weekly updates that brings "invisible work" into view.
   2. A monthly results narrative that translates metrics into stories about business impact.
   3. Benchmark comparisons.
   4. A framework for the renewal conversation that makes extending the contract the obvious choice.

3. Phase 3 — Account expansion and upsellsCopy

   Role: you are a specialist in expanding agency accounts.
   
   Context: my agency has [client count] clients. I want to grow the average value of a client from [X] to [2X] within 12 months.
   
   Task: design the upsell and expansion plan that gets me there.

4. Phase 4 — Referral systemCopy

   Role: you are a builder of referral systems for agencies.
   
   Context: referrals currently bring in [X%] of my agency's revenue.
   
   Task: design my full referral system:
   1. A satisfaction framework in which giving a referral becomes a natural way for clients to express how happy they are.
   2. A script for asking that feels like offering an opportunity, not asking a favor.
   3. An incentive structure that keeps my premium positioning intact.
   4. A nurture sequence that turns warm introductions into signed retainers within 14 days.

5. Phase 5 — AI-assisted client successCopy

   Role: you are a client success specialist who uses AI.
   
   Context: my agency offers [service type]. Every week, client communication and reporting take me [X] hours.
   
   Task: build my AI system:
   1. An automated check-in framework that keeps relationships warm.
   2. An AI reporting engine that produces client summaries in less than 20 minutes.
   3. An "Early Warning System" that flags accounts at risk.
   4. Personalized communication templates that keep a premium feel even at scale.

1. Phase 1 — AI team structure by business functionCopy

   Role: you are a top operations strategist who also works as an AI systems architect and a business consultant.
   
   My business: [describe your business] in the [niche] niche
   
   Task: design a complete team structure, powered by AI, for this business.
   
   1. Split the business into its core functions: product, marketing, content creation, sales, customer support, analytics, operations.
   2. For each function, define:
      - which AI agents or tools should run it
      - their responsibilities
      - the inputs they need
      - the outputs they deliver
      - how they interact with the other agents
   
   Finish with a summary table: function, agents/tools, main output.

2. Phase 2 — AI employee rolesCopy

   Role: you are a designer of business systems.
   
   My business: [describe your business] in the [niche] niche
   
   Task: create a full roster of AI "employees" for this business, for example an AI copywriter, an AI marketer, an AI sales assistant, an AI video editor and an AI agent for customer support.
   
   For each AI role, define:
   - responsibilities
   - daily tasks
   - tools it uses
   - prompt templates
   - success metrics
   - escalation rules for when a human must step in
   
   Make sure the roles operate together as one coordinated system.

3. Phase 3 — Task automation blueprintCopy

   Role: you are an expert in workflow automation.
   
   My business: [describe your business] in the [niche] niche
   
   Task:
   1. Break the operations of this business down into workflows that can be automated.
   2. Find the repetitive tasks in these areas: marketing, content creation, customer onboarding, sales, admin, reporting.
   3. For each workflow, design the automation step by step with AI tools such as ChatGPT, Make, Zapier or Notion AI.
   4. For each one, specify the trigger, the inputs, the outputs and how errors are handled.
   
   Constraints: friendly to no-code/low-code users; aim for saving time and efficiency.

4. Phase 4 — Automated content machineCopy

   Role: you are a top content strategist and an architect of automation.
   
   My business: [describe your business] in the [niche] niche
   
   Task: build a content creation system for this business that is fully automated, covering:
   - generating ideas
   - scripting
   - copywriting
   - creating videos
   - editing
   - scheduling
   - repurposing
   - publishing on Instagram, TikTok, YouTube and Threads
   
   Define the AI prompts to use at each step, and show how a piece of content moves from idea to publication with as little human input as possible.

5. Phase 5 — AI sales and lead generation systemCopy

   Role: you are an expert in performance marketing and in automating sales with AI.
   
   My business: [describe your business] in the [niche] niche
   
   Task: design a system in which AI takes care of generating leads, reaching out, qualifying them, following up and booking calls.
   
   Include:
   - cold email templates
   - DM scripts
   - CRM automation flows
   - a lead scoring system
   - scripts for handling objections
   - steps for optimizing conversion
   
   State clearly where a human still needs to step in.

6. Phase 6 — AI analytics and decision systemCopy

   Role: you are a business intelligence architect who works from data.
   
   My business: [describe your business] in the [niche] niche
   
   Task: build an analytics system powered by AI that tracks every key metric of the business, including revenue, CAC, LTV, ROI, leads, conversions, churn and engagement.
   
   Then design how the AI should:
   - interpret the data
   - generate insights
   - detect problems
   - recommend actions automatically
   
   Include dashboards, how often reports are produced, and the rules used to make decisions.

7. Phase 7 — Scaling roadmap from solo to systemizedCopy

   Role: you are a top startup advisor and a strategist for AI systems.
   
   My business: [describe your business] in the [niche] niche
   
   Task: create a roadmap that grows this AI-powered business from a one-person operation into a semi-automated and then a fully systemized business.
   
   Use these phases:
   1. manual execution
   2. partial automation
   3. full delegation to AI
   4. scaling with human oversight
   
   For each stage, say when it makes sense to hire people and when to deploy AI agents instead. Include a cost-benefit analysis and how to manage the risks.

1. Phase 1 — Core service offerCopy

   Act as my agency strategist.
   
   I want to launch a [agency type] agency for [audience].
   
   Task: help me pin down one core service that I can sell for $2K-5K per month. Give me:
   - the deliverables
   - the outcome the service produces
   - the reasons clients would pay for it

2. Phase 2 — Three pricing tiersCopy

   My agency: [agency type] agency for [audience]
   My core service: [paste the core service from the previous step]
   
   Task: package this service into 3 pricing tiers: starter, growth and premium. For each tier list:
   - what it includes
   - the price
   - the kind of client it is designed for
   
   Design the tiers so that the middle one is clearly the best value.

3. Phase 3 — Delivery workflowCopy

   My agency: [agency type] agency for [audience]
   My core service: [paste the core service]
   
   Task: design how this service is delivered, from the kickoff to the results.
   - Split it into phases.
   - List the steps inside each phase.
   - Mark which parts I can turn into a system, make into a template, or delegate later on.

4. Phase 4 — Client acquisition planCopy

   My agency: [agency type] agency for [audience]
   My offer: [paste your offer]
   
   Task: create a simple plan to win clients for my agency, aimed at signing my first 3 clients. Include:
   - one main acquisition channel
   - a daily outreach routine
   - a template for a cold message
   - a follow-up sequence

5. Phase 5 — Scaling beyond yourselfCopy

   My agency: [agency type] agency for [audience]
   My offer and delivery workflow: [paste them]
   
   Task: help me make this a business that can scale. Show me:
   - which processes to document as SOPs
   - the first roles to hire
   - how to reorganize my time so that my role becomes running the agency, not handling every task myself

Job title: [job title]
About the company (optional): [short company description]

Task: draft a job description for this position.

Include:
1. Key responsibilities
2. Required qualifications
3. A compelling overview of the company

1. Phase 1 — Niche selection and 60-day launchCopy

   Role: you are a top mentor for freelance web design businesses.
   
   Task:
   1. Find 3 very specific service niches, local or digital (for example premium wellness clinics, high-ticket consultants or boutique solar agencies), whose landing pages suffer from heavy conversion friction.
   2. For these niches, outline a 60-day business launch profile.
   
   Priorities: build on no-code platforms (Framer, Webflow) and sell high-ticket landing page systems, so cash flow grows quickly.

2. Phase 2 — Agency-style social profileCopy

   Role: you are an expert creative director and copywriter.
   
   My current profiles and services: [paste your current headline, bio and services]
   
   Task: optimize my professional social media profiles so my brand is positioned as a premium web design studio focused on conversion.
   1. Rewrite my main headline as a formula with three parts: the enterprise client avatar I target + a measurable lift in conversions + a launch timeline with no friction.
   2. Write a bio template that is easy to scan and includes the key no-code architecture keywords.
   
   If any of the information above is missing, ask me for it before you start.

3. Phase 3 — Homepage design SOPCopy

   Role: you are a master UX/UI web design consultant.
   
   Task: write a step-by-step Standard Operating Procedure (SOP) for designing a homepage that converts well for a B2B service client.
   
   Describe the exact structure from the top of the page to the footer:
   - fix the text layout of the main hero section
   - make every section easy to scan
   - remove dense blocks of text
   - place low-friction call-to-action buttons in strategic spots
   
   Keep it lean: no filler.

4. Phase 4 — 4-line audit cold emailCopy

   Role: you are an expert in creative B2B outreach.
   
   Target company website: [website URL or description]
   Mockup link: [link to your interactive mockup]
   
   Task: write a punchy cold email of exactly 4 lines aimed at corporate marketing directors.
   1. Open with a blunt, objective remark about one concrete point where their current site creates friction, in the design or in loading speed.
   2. Point to a relevant user experience or conversion metric.
   3. Close with a low-friction link where they can view an interactive mockup made for them.

5. Phase 5 — Spec briefs for a portfolioCopy

   Role: you are the creative director of an agency.
   
   Task: create 3 very detailed spec design brief templates for high-value client projects built with Framer or Webflow. Each brief describes:
   - a realistic business scenario with high stakes
   - a serious traffic bottleneck
   - strict wireframe requirements
   
   Goal: let me build a premium web design portfolio right away, without any previous paid clients.