Most fitness coaches think they're documenting SOPs when they're really just complaining on camera. They open Loom, hit record, and ramble through a workflow with three browser tabs and a coffee cup blocking the action. The VA tries to follow it, gives up, asks for clarification, and the coach loses faith in delegation.
Recording a Loom SOP a Fitness VA can actually follow is a learnable skill. This is the working structure: scope card, screen layout, narration rules, and the folder structure that keeps SOPs findable.
For where SOPs fit in the broader role, see our Fitness VA tasks list.
The scope card (60 seconds before you record)
The single most important habit. Before opening Loom, the coach writes a 5-line scope card in Notion or a sticky note:
- Title. "Failed Payment Recovery Sequence" - clear and specific.
- When this runs. "When Stripe sends a payment-failed webhook."
- Inputs. "Member name, last successful payment date, plan tier."
- Outputs. "Recovery email sent, CRM note logged, Slack alert if 2nd failure."
- Length. "Target 4 minutes."
The card stays visible during recording. It keeps the coach on rails. Without it, recordings sprawl to 12 minutes and lose the VA at minute 4.
Screen setup before hitting record
Three rules:
- Single browser window. No second tab visible. Use full screen mode.
- Clean desktop. No notification badges, no Slack popups, no email previews.
- Standard zoom. 100% browser zoom, default font size. Don't make the VA squint.
Test the screen layout before recording. A 30-second test save shows whether anything is unreadable.
Loom recording settings
Standard settings for SOPs:
- Camera bubble: bottom-right corner, small. Coach face visible but not blocking content.
- Mic: external if possible. Built-in mic is fine; lapel mic is better.
- Background blur on. Keeps focus on the screen.
- Click highlights on. Visual confirmation of each click for the VA following along.
- Resolution: 1080p. Higher than this slows playback for VAs on slow connections.
Configure once in Loom settings. Stays set for every future recording.
Narration rules
Three rules separate followable SOPs from rambles:
- Say what you're about to click before you click it. "I'll go to the Customers tab." Then click.
- Pause for visual change. When a page loads, wait 2 seconds before continuing narration. The VA's video is also loading.
- Repeat every key value out loud. "I'm typing the customer's email - that's [email protected]." Helps the VA confirm they're in the right place.
Rambling tells the VA what you're thinking. Narrating tells them what to do. Different.
SOP structure within the recording
A 5-minute SOP follows this arc:
- 0:00 to 0:30. Scope card review. "This SOP covers X. It runs when Y. The output is Z."
- 0:30 to 4:00. Walkthrough. Screen recording with clear narration.
- 4:00 to 4:30. Edge cases. "If you see X situation, do Y instead."
- 4:30 to 5:00. Summary. "To recap: A, then B, then C. Common mistakes: D, E."
Edge cases are the most-skipped part and the most-needed. Force yourself to record at least 2.
The SOP folder structure
SOPs live somewhere findable. The VA owns the folder structure:
- Top level: by function. Operations, Marketing, Sales, Member Lifecycle.
- Second level: by workflow. Inside Operations: Failed Payment Recovery, No-Show Outreach, Sub Finder.
- Per workflow folder contents:
- The Loom video (linked, not embedded).
- A 5-bullet written summary.
- Templates and assets used.
- Last-updated timestamp.
Notion or Google Drive both work. The structure matters more than the tool.
Written summary (always)
Every Loom SOP has a written summary above the video link. Format:
- What this is.
- When it runs.
- Steps (numbered).
- Edge cases.
- Last updated.
The VA references the summary first; the video is for visual confirmation. This dual-format means the SOP is searchable AND demonstrable.
SOP review cadence
SOPs decay. Fitness platform UIs change, workflows evolve, edge cases get discovered. The VA maintains:
- Quarterly review. Every active SOP gets a 5-minute "still accurate?" check.
- Updates. Re-record any SOP where 20%+ of the workflow has changed.
- Versioning. Old version archived; new version replaces. Don't keep multiple versions live.
- New SOP triggers. Any task done 3+ times gets an SOP within 30 days.
Without quarterly review, SOPs go stale and the VA stops trusting them.
Length discipline
Most coach SOPs are too long. Targets:
- Under 5 minutes. Most SOPs.
- 5 to 10 minutes. Multi-step workflows with conditionals.
- Over 10 minutes. Break into multiple SOPs. Indicates scope is too broad.
A 12-minute SOP gets watched once and never referenced again. A 4-minute SOP gets re-watched.
Common failures
- No scope card. Recording sprawls; VA gets lost.
- Messy desktop. Notifications, multiple tabs, distracting cursor movement.
- No narration. Coach clicks silently; VA can't follow.
- No edge cases. First time the VA hits an unusual case, they have no guidance.
- No quarterly review. SOPs drift; trust erodes.
For pricing on a VA who can build an SOP library, see our Fitness VA cost guide. For broader hire, see how to hire a fitness virtual assistant.
Frequently asked questions
How long should I spend on each SOP?
30 to 45 minutes total: 5 minutes prep (scope card, screen setup), 5 to 10 minutes recording (with one re-take if needed), 15 to 20 minutes writing the summary and saving.
Free Loom or paid?
Free is fine for solo coach + 1 VA up to 25 videos. Past that, paid (Loom Pro) for unlimited videos and longer recording.
Should I script SOPs?
No. Use the scope card as guardrails but speak naturally. Scripted SOPs sound robotic and feel inauthentic.
How does the VA suggest SOP improvements?
Comment directly on the Loom video at the timestamp. Coach reviews comments quarterly when refreshing SOPs.
What if I make a mistake during recording?
Keep going if it's small (mis-click, slight detour). Re-record if it's large (showed wrong workflow, recorded sensitive data). Most "small mistakes" are fine to leave in.