Author Nation Live 25 B3-22 IP Expansion for Authors.
Katie Cross, a multi-million-copy-selling author who published a book per month for two years while narrating her own audiobooks, delivered a comprehensive session on implementing Standard Operating Procedures (SOPs) to scale an author business. Cross, who maintains an eight-year team relationship with her assistant Samantha and a waitlist of readers wanting to join her team, presented SOPs as the foundational infrastructure for delegation, hiring, and sustainable growth. The session introduced a practical SOP template structure including task description, "why this is important" buy-in language, "where to start" instructions with linked training videos, and "what to expect" time estimates. Cross emphasized that authors must identify their three core roles—for her: writing books, interacting with readers, and running the team—then delegate everything else through documented procedures. Key benefits covered include decreased mental workload, team autonomy, consistent launches, and creating a culture where contractors feel valued and trusted. The framework enables authors to step away from operational tasks and focus on creative work while maintaining quality control through systematic documentation.
Tools/Software/Platforms
- Google Drive: Primary storage system for SOPs; chosen because documents and spreadsheets originate within the storage container, eliminating need to save external files
- Google Docs: Document creation for SOP templates and detailed procedures
- Google Sheets: Spreadsheet format for SOP master lists with hyperlinked documents
- Google Calendar: Central scheduling system for Katie's entire business operations
- Zoom: Used for recording SOP training videos via screen share function; replaced Loom to avoid subscription costs
- Loom: Previous video recording tool; abandoned due to subscription fees
- Telegram: Team communication platform; used for real-time messaging and searchable password sharing
- Trello: Project management tool for launch cards; chosen for simplicity and free tier
- Asana: Alternative project management platform mentioned
- Monday: Alternative project management platform mentioned
- OnePassword: Password management application for secure credential sharing across team
- Reaper: Digital Audio Workstation (DAW) for audiobook mastering
- AU Insight Pro: Audio plugin used in mastering process
- Printify: Print-on-demand merchandise platform; subject of VA SOP #48
- Shopify: E-commerce platform for direct sales
- Inkarnate: Map-making software for fantasy books
- Findaway Voices (now Voices by Ingram Audio): Audiobook distribution aggregator
- ACX: Amazon's audiobook distribution platform
- Dropbox: Alternative storage mentioned but not preferred
Key Concepts
- SOP (Standard Operating Procedure): Document communicating exactly how tasks should be executed; described as "this is how we do things around here"
- Delegation Superpower: SOPs as the mechanism for transferring tasks while maintaining quality control
- Three Main Roles: Framework for identifying core responsibilities that cannot be delegated (Katie's: write books, interact with readers, run the team)
- Onboarding Autonomy: Philosophy that new team members should onboard themselves using SOPs rather than requiring hands-on training
- Why This Is Important: Critical SOP section providing team buy-in and purpose for tasks
- Where to Start: SOP section containing training videos and step-by-step instructions
- What to Expect: SOP section providing time estimates for task completion
- Establishment of Process: Creating repeatable systems that eliminate decision fatigue
- Mental Space Freedom: Benefit of SOPs in eliminating worry and constant thinking about operations
- Aggregate Distributor: Distribution model where one upload reaches multiple platforms (Findaway example)
- Launch Card: Trello template duplicated for each book release containing all team responsibilities
- DAW (Digital Audio Workstation): Software for audio editing and mastering
Specific Strategies
- SOP Template System: Duplicate template in each folder for instant SOP creation
- Video-First Documentation: Recording Zoom screen shares while executing tasks to create training content
- Hyperlinked Master List: Spreadsheet with clickable links to all SOPs organized by category (AB, ALL, B, CB, C prefixes)
- YouTube Tutorial Linking: Embedding external tutorials rather than recreating existing content
- Rubric for Ideas (SOP #5): Scale of 1-5 for team to evaluate and push back on Katie's ideas safely
- Book-a-Month System: First week = recording, second week = drafting, third week = second/third drafting, fourth week = beta reading and editing previous book
- Reader-to-Team Pipeline: Converting passionate readers into team members through demonstrated value (crossword puzzle example, Mike Thompson example)
- Problem Anticipation: Building troubleshooting solutions into SOPs before issues arise
- Feedback Integration: Updating SOPs only when problems occur rather than proactive revision
🔒 Unlock the Full Replay
The Complete SOP Template Walkthrough In the full video, Katie Cross shares her exact Google Sheets master list structure—including the naming conventions, folder organization, and hyperlink system that allows any team member to find and execute any procedure in seconds. She reveals the template she duplicates for every new SOP and explains each required section.
Q: What is the recommended team structure for indie authors scaling their business?
A: One employee (yourself) with 8-15 contractors. Katie Cross runs payroll monthly for only herself while maintaining a team of 8-15 contractors depending on current projects. She notes that some team members actually ask not to be paid—preferring access to her, free audiobooks, ebooks, and paperbacks of books they work on as compensation for their contributions.
Q: How long does it take to create a standard operating procedure for a new task?
: Approximately 35 minutes from learning to finalized SOP. Katie Cross described creating her Printify merchandise SOP: she spent 35 minutes total from first exploring the platform to completing the documented procedure. The key is recording yourself via Zoom screen share while executing the task for the first or second time, then adding the video link to your template.
Q: What publishing pace is achievable with fully systematized operations?
A: One 75,000-105,000 word novel per month, self-narrated, for two consecutive years. Katie Cross maintained this pace by establishing rigid weekly processes: week one for audiobook recording, week two for drafting, week three for second and third drafts, and week four for beta reading while editing the previous month's book. This was possible because SOPs eliminated all operational decision-making.
Q: Do SOPs need to be updated regularly, and how long are they typically?
A: Update SOPs only when you must—when problems arise or processes change—not proactively. Most SOPs run two to three pages, though some reach nine pages for complex procedures. Image-heavy SOPs appear longer but aren't more complicated. The key is building troubleshooting answers into SOPs as issues occur, so team members check the document before asking questions. Katie's Findaway Voices SOP update took 45 seconds: changing the company name and noting the update date on the master spreadsheet.