Your step-by-step operating playbook.
Proposed client-review template for producing brand-aligned graphics, edited photos and video, and web/social asset packages. Adapt with the client and VSI at kickoff; this is not approved internal policy. Keep briefs, revisions, source files and approvals traceable, with client approval required before final publishing or distribution.
The complete SOP is visible below—no download or extra click required. Tailor the selected duties, training, tools and approval limits with your team before work starts.
Complete task & responsibility scope.
Produce brand-aligned assets and obtain client approval before publishing or distributing final work.
Select the duties relevant to your business at kickoff. Extended duties require suitable training, supervisor approval and scoped access; this list does not automatically authorize clinical, legal, licensed or financial decisions.
- Create graphics from approved briefs
- Edit photos and video
- Prepare web and social assets
- Organize versions and source files
- Graphics matched to approved briefs
- Reviewed photo edits and video cuts
- Web and social exports in agreed formats
- Versioned editable sources and linked assets
- Approval record and asset handoff manifest
01 / Deliverables, ownership & kickoff
What you receive
- Graphics matched to approved briefs
- Reviewed photo edits and video cuts
- Web and social exports in agreed formats
- Versioned editable sources and linked assets
- Approval record and asset handoff manifest
Who owns what
Assistant
- Translate approved briefs into graphics, edits and export variants.
- Check brand consistency, technical settings and source-file completeness.
- Record revisions and request approval without independently publishing final work.
Client owner
- Supply authorized source material, brand guidance, copy and intended placements.
- Resolve conflicting feedback and approve final creative versions and distribution.
- Retain budgets, purchases, payments and professional or legal decisions.
VSI coordinator or agreed Team Lead
- Confirm scope, assigned priorities and review checkpoints with the client.
- Help resolve capacity, access and repeated revision blockers.
- Review process records without substituting for client creative authorization.
Confirm before work starts
- Agree asset types, quantities, intended placements and delivery priorities.
- Collect approved brand kit, fonts, logos, copy and visual references.
- Identify client-authorized source images, footage, audio and usage restrictions.
- Name the final approver and consolidated-feedback contact.
- Agree export dimensions, formats, resolution and video/audio settings.
- Set folder structure, naming conventions, review channel and retention instructions.
- Confirm individual access permissions, revision checkpoints and escalation contacts.
02 / Skills, systems & approved access
Skills and qualifications
- Graphic design fundamentals
- Video editing
- Brand and file-format consistency
- Photo editing
- Brand consistency
- File-format and version consistency
Verify the capability—not just the résumé
- Graphic design fundamentals
- Create a sample graphic; review hierarchy, alignment and legibility against the brief.
- Photo editing
- Edit a supplied sample; compare crop, color and requested corrections with the original.
- Video editing
- Produce a sample cut; check sequence, transitions, audio and agreed duration.
- Brand consistency
- Compare sample outputs with approved logo, typography, color and reference rules.
- File-format and version consistency
- Export two placement variants and reopen their correctly named editable sources.
Tools and systems
Use client-approved tools and individual role-based accounts. Examples are options, not claims that an integration or subscription is included. Never share credentials in chat.
- Adobe Creative Cloud or Canva
- Client-approved video editor
- Shared asset library
How access supports the procedure
Adobe Creative Cloud or Canva
Use: Create graphics and photo edits using client-approved templates and settings.
Access: Client-selected workspace; individual editing permission for assigned assets only.
Client-approved video editor
Use: Assemble footage, refine audio and export review cuts and approved finals.
Access: Approved project access; no independent subscriptions, purchases or connected publishing.
Shared asset library
Use: Store briefs, sources, versions, approvals and handoff manifests.
Access: Assigned folders with agreed sharing permissions; no unapproved external links.
03 / Brief-to-graphic production
Start when: An approved graphic brief enters the assigned queue.
What you need
- Approved copy and brand kit
- Authorized imagery and reference layout
- Placement specifications and approver
How to complete the work
- Check brief completeness, imagery authorization and dimensions; return gaps before design.
- Record asset ID, requested variants, priority and review checkpoint in the library.
- Build the layout using approved copy, colors, typography and logo treatment.
- Inspect alignment, contrast, cropping and legibility at intended display size.
- Save a numbered review version; collect consolidated feedback and record each revision.
- Submit the corrected version for client approval; record its status for packaging.
Approved graphic and editable source share an asset ID and version record.
If something is missing or outside scope: Hold unresolved copy, brand conflicts or unsupported requests; client decides, coordinator tracks blockers.
04 / Photo and video editing
Start when: The client approves an image-edit request or video editing brief.
What you need
- Authorized originals and audio
- Edit instructions or sequence references
- Duration and output settings
How to complete the work
- Check source readability, completeness and authorization; flag missing footage or unclear edits.
- Preserve originals and record working-copy locations, settings and edit instructions.
- Apply approved photo corrections or assemble the requested video sequence and audio.
- Compare photos before/after; watch the full cut for framing, transitions and audio problems.
- Save a review export with version notes; apply consolidated client feedback without overwriting originals.
- Recheck the revised export and request approval of the exact photo set or cut.
Approved edit, working project and linked media are identifiable and recoverable.
If something is missing or outside scope: Pause corrupted media, unavailable audio or changes beyond the brief; seek client direction.
05 / Web/social packaging and source handoff
Start when: The client approves a creative version and requests its placement variants.
What you need
- Approved graphic, photo set or video cut
- Web/social export specifications
- Destination folder and sharing permissions
How to complete the work
- Match recorded approval to source version; confirm placement dimensions and requested formats.
- Prepare variants without changing approved content; request review if cropping changes meaning.
- Open each export to check dimensions, format, playback and placement-specific legibility.
- Package editable sources and dependencies; name files by asset, placement and version.
- Record manifest entries, approval reference and superseded versions; test source reopening.
- Submit the package for client handoff approval; release only within authorized sharing permissions.
Manifest reconciles approved exports and sources; client controls final publishing or distribution.
If something is missing or outside scope: Hold mismatched approvals, broken dependencies or unauthorized sharing; client resolves before release.
06 / Daily rhythm, quality & reporting
Daily routine for this role
- Review brief priorities and pending client decisions.
- Check source availability before starting edits.
- Save versioned work at agreed checkpoints.
- Reconcile feedback with the current review version.
- Report completed assets, blockers and next reviews.
Weekly review
- Review upcoming asset briefs and approval workload.
- Audit source links, manifests and superseded versions.
- Review recurring defects and agree checklist improvements.
Quality checks and measures
Agree review standards with the client. Example measures are not guaranteed service levels.
Brand and brief match
Review standard: Agree a target for accepted checklist items per review.
Evidence: Annotated design checklist and client feedback.
Export accuracy
Review standard: Agree a target percentage matching requested dimensions and formats.
Evidence: Export inspection log.
Version traceability
Review standard: Agree a target for packages with matched approvals and sources.
Evidence: Manifest and approval references.
Review readiness
Review standard: Agree checkpoint targets; report missed checkpoints and causes, not guaranteed turnaround.
Evidence: Planned versus actual review dates.
Reporting and handoff
Cadence: Agree daily progress summaries and weekly quality review at kickoff.
- Asset ID and brief
- Current version
- Production or approval status
- Completed exports
- Feedback awaiting resolution
- Blocker and decision owner
- Next checkpoint and package location
07 / Approval limits & escalation
Decisions that need approval
- Work only from approved briefs; scope changes require client review.
- Publishing or distributing final work requires recorded client approval and authorized permissions.
- Client retains rights determinations, budgets, purchases, payments and legal or licensed decisions.
- Use client-approved tools only; integrations and external sharing are not automatically enabled.
- Preserve originals; follow client retention instructions rather than independently deleting source material.
What to do when work cannot proceed
Missing or conflicting creative instructions
Action: Pause affected work and request one consolidated direction.
Owner: Client owner
Unclear source-material authorization
Action: Hold the asset until authorized materials or instructions arrive.
Owner: Client owner
Corrupted files or inaccessible workspace
Action: Record the failure and coordinate approved recovery or replacement.
Owner: VSI coordinator or agreed Team Lead
Wrong version shared or unapproved release requested
Action: Stop further sharing, identify affected files and seek corrective direction.
Owner: Client owner
Name the owner and backup, agree response windows and permissions, and record client sign-off at kickoff. Revisit the SOP whenever scope or access changes.