Kimberly Callahan Kimberly Callahan

The Calbria Minute - Bite Sized Tips for Busy Leaders

A weekly blog with quick tips to help busy leaders save time, reduce costs, and leverage Executive VAs to streamline their business.

A weekly blog delivering quick, practical insights for busy leaders. Each post shares strategies to maximize your time, cut operational costs, and show how an Executive Virtual Assistant can streamline your business so you can focus on growth.

The One-Page SOP: Turn Chaos into Repeatable Results (1-minute read)

Stop carrying everything yourself. Send this checklist to your VEA; they’ll confirm owners, deadlines, and tools—then run it.

Convert ad-hoc work into repeatable outcomes in 15 minutes. Your VEA drafts; you approve. Keep it to one page so people actually use it.

What goes on the page (9 fields)

  1. Purpose – the outcome in one sentence

  2. Owner – person accountable

  3. When it runs – trigger/frequency

  4. Inputs – files, data, approvals needed

  5. Steps – 5–7 bullet actions, first word = verb

  6. Quality bar (DoD) – how we know it’s done right

  7. SLA & timing – start/finish windows, handoffs

  8. Tools/Links – templates, folders, systems

  9. Exceptions & Escalation – what to do when it breaks
    (Footer: Version, author, last review date)

15-Minute Build (VEA-led)

  • 0–3: Capture Purpose, Owner, Trigger

  • 3–8: Draft Steps (5–7 max), add Inputs

  • 8–10: Define Quality bar + SLA

  • 10–12: Link tools/templates; add escalation path

  • 12–15: Test once, time it, finalize version/date

Copy/Paste One-Page SOP (template)

  • Title: [Process Name] • Owner: [Name] • Version/Date: [v1.0 | YYYY-MM-DD]

  • Purpose: [Outcome]

  • When it runs: [Trigger/Frequency]

  • Inputs: [List]

  • Steps:

    1. [Verb + action]

    2. [Verb + action]

    3. …

  • Quality bar (Definition of Done): [Checklist]

  • SLA & timing: [Start/Finish windows]

  • Tools/Links: [URLs, folders, templates]

  • Exceptions & Escalation: [If X, do Y; escalate to Z]

💡 Pro tip: Limit steps to what a trained new hire can execute on first try. If you need screenshots, link them—don’t bloat the page.

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