Standard Operating Procedures for monthly content production
The decision-making framework that governs every engagement, defining how we work with clients and when to escalate decisions.
The end-to-end production process for social media content, blog posts, and newsletter articles from brief to delivery.
The complete image production process from aesthetic selection through final delivery, including Cowork automation for cropping to all required dimensions.
The production workflow for every inSymmetry client newsletter from Word doc content through HTML build to Mailchimp delivery.
Weekly blog post and email distribution workflow for Dow Jones economic calendar and morning briefing content to clients.
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How inSymmetry Thinks, Scopes, and Delivers
Applies to: All inSymmetry work
The decision-making framework that governs every engagement, regardless of scope or budget.
Applies to: All inSymmetry work
Why this SOP exists
inSymmetry exists to give Canadian wealth advisors and dealer firms the best-in-class brand and marketing program in the industry. That is the standard. It is not aspirational, it is operational. Every deliverable we produce, every recommendation we make, and every conversation we have with a client is measured against that standard.
This SOP is the foundation. It captures how we think before we execute, how we scope before we design, and how we evaluate our own work before a client ever sees it. It governs both sides of the business: the writing and strategy work Patrick leads, and the production and creative work Kathryn leads. Every role-specific SOP, from writing workflows to production workflows, sits underneath this one.
Why we work this way
Most advisor marketing fails before it starts. Generic content, inconsistent messaging, and compliance reviews that take weeks instead of days. Advisors invest real money and get activity, not growth. We win by refusing to work that way. We start with a documented brand foundation, design marketing as a system instead of a collection of assets, and hold every output to a standard of client-readiness on first delivery. That is how we compress compliance cycles, how we produce work that actually converts, and how we earn the trust of the advisors and firms we serve.
What this means for you
Read this SOP before you touch any workflow document. The principles here are not optional. They are the reason our work is better than the alternatives, and they are what every freelancer, collaborator, and partner agrees to when they join an inSymmetry engagement. If the principles and a workflow ever appear to conflict, the principles win and you escalate.
| 1 CONTEXT | 2 DIAGNOSIS | 3 SYSTEM | 4 JUSTIFICATION |
|---|---|---|---|
| Understand the business, audience, and materials before anything else. | Identify the real problem. No execution begins without this. | Design the solution as a system, not an isolated asset. | Every output is defensible. Strategy before overdelivery. |
| # | STANDARD | WHAT IT MEANS | WHAT IT MEANS | |
|---|---|---|---|---|
| 1 | Engagement Intake | All relevant materials provided upfront. Engagement goal fully understood. Permission granted to interpret beyond the stated request when integrity requires it. | All relevant materials provided upfront. Engagement goal fully understood. Permission granted to interpret beyond the stated request when integrity requires it. | |
| 2 | Strategic Diagnosis | No execution begins without a diagnosis. The real problem is named before any solution is proposed. | No execution begins without a diagnosis. The real problem is named before any solution is proposed. | |
| 3 | System-Level Design | Solutions are designed as systems, not isolated assets. Every deliverable connects to the whole. | Solutions are designed as systems, not isolated assets. Every deliverable connects to the whole. | |
| 4 | Audience Segmentation | When multiple audiences are served, segmentation is intentional. One-size-fits-all outputs are rejected. | When multiple audiences are served, segmentation is intentional. One-size-fits-all outputs are rejected. | |
| 5 | Tone, Voice, Language | Canadian spelling, grammar, and conventions required. No em dashes, ampersands, emojis, or filler language. Clarity, professionalism, credibility. | Canadian spelling, grammar, and conventions required. No em dashes, ampersands, emojis, or filler language. Clarity, professionalism, credibility. | |
| 6 | Output Readiness | Work is client-ready on first delivery. Draft-quality output is not submitted for review. | Work is client-ready on first delivery. Draft-quality output is not submitted for review. | |
| 7 | Review and Iteration | Feedback is strategic, not cosmetic. Revisions address the thinking, not just the surface. | Feedback is strategic, not cosmetic. Revisions address the thinking, not just the surface. | |
| 8 | Continuity and Evolution | This SOP is the canonical reference. It evolves with the business but remains the single source of truth. | This SOP is the canonical reference. It evolves with the business but remains the single source of truth. | |
| 9 | Out-of-Scope Behaviours | No simplification for its own sake. Clarity is achieved through thinking, not by reducing rigour. | No simplification for its own sake. Clarity is achieved through thinking, not by reducing rigour. | |
| 10 | Escalation | When the brief, the audience, or the strategy is unclear, escalate before executing. Ambiguity is surfaced, not absorbed. | When the brief, the audience, or the strategy is unclear, escalate before executing. Ambiguity is surfaced, not absorbed. | |
| RELATED DOCUMENTS • inSymmetry Brand Standards (inSymmetry drive > Brand) • Writing Workflow SOPs (maintained by Patrick MacLean) • Production Workflow SOPs (maintained by Kathryn Ashby) • Client Intake Form Template • Engagement Diagnosis Template | RELATED DOCUMENTS • inSymmetry Brand Standards (inSymmetry drive > Brand) • Writing Workflow SOPs (maintained by Patrick MacLean) • Production Workflow SOPs (maintained by Kathryn Ashby) • Client Intake Form Template • Engagement Diagnosis Template | RELATED DOCUMENTS • inSymmetry Brand Standards (inSymmetry drive > Brand) • Writing Workflow SOPs (maintained by Patrick MacLean) • Production Workflow SOPs (maintained by Kathryn Ashby) • Client Intake Form Template • Engagement Diagnosis Template | WHEN IN DOUBT If the brief is unclear, the audience is ambiguous, or the strategic rationale is not obvious, escalate before executing. Contact Kathryn Ashby (production and creative) or Patrick MacLean (writing and strategy). Clarity is achieved through thinking, not simplification. | WHEN IN DOUBT If the brief is unclear, the audience is ambiguous, or the strategic rationale is not obvious, escalate before executing. Contact Kathryn Ashby (production and creative) or Patrick MacLean (writing and strategy). Clarity is achieved through thinking, not simplification. |
At inSymmetry, we do not begin with execution. We begin with context, diagnosis, and system-level thinking. This reduces risk, improves performance, and ensures every output is aligned to real organizational needs, not just the stated ask.
Each standard below applies to every engagement. Use this as the decision-making reference when scoping, producing, or reviewing work.
Monthly Image and Post Workflow for Client Accounts
Applies to: Kathryn and production collaborators
Monthly Image Sourcing, Naming, and Processing Workflow
Applies to: Kathryn and production collaborators using Cowork
Use this SOP for every monthly content cycle that requires image production. This applies to social media posts (1080×1080), blog headers (1920×1280), and newsletter images (600×500 header, 600×300 articles). Reference this SOP from Step 5 of the Social Content Production workflow.
This SOP covers aesthetic selection guidelines, image sourcing strategy, source file naming conventions, dimension specifications for all three output types (social, blog, newsletter), Cowork cropping automation, and quality verification before delivery.
Skipping aesthetic guidelines produces off-brand images. Skipping source naming conventions breaks the Cowork automation. Skipping dimension verification delivers incorrectly sized files that get rejected by Mailchimp or social platforms. Each step exists because it prevents real production failure.
Source images must match the client's established visual aesthetic before any processing begins. Aesthetic judgment happens at download, not during cropping. Cowork automates dimension processing only after you have sourced correct images with correct source names. Never upload generic stock imagery without verifying against the client's aesthetic guidelines.
Complete each step in order. Do not move to the next step until the current one is done.
| # | Step | Owner | Tool / Output | Est. Time |
|---|---|---|---|---|
| 1 | Review client aesthetic guidelines and March reference images in the Image Workflow Reference document | Freelancer | Client workflow reference MD | 5 min |
| 2 | Identify the 4 post topics from the approved social posts Word document | Freelancer | Approved social posts doc | 5 min |
| 3 | Search iStock (primary) or Pexels (secondary) using aesthetic keywords: zen, minimal, natural light, muted palette | Freelancer | iStock / Pexels | 15 min |
| 4 | Download 4-8 high-resolution source images that match the established aesthetic (NO people except newsletter header) | Freelancer | Source image files | 10 min |
| 5 | Rename each source file descriptively before upload (e.g., stacked_stones.jpg, mature_woman_window.jpg) | Freelancer | Renamed source files | 5 min |
| 6 | Open Cowork, navigate to client monthly folder, and upload all renamed source files to the Images folder | Freelancer | Cowork Images folder | 5 min |
| 7 | In Cowork, request image cropping for all three output types: social (1080×1080), blog (1920×1280 @ 96dpi), newsletter (600×500 header, 600×300 articles) | Freelancer | Cowork prompt | 2 min |
| 8 | Cowork matches source images to post topics and crops to all required dimensions with correct file naming | Cowork | Social Posts folder with 10 files | 5 min |
| 9 | Verify all output files are present: 4 social (1080×1080), 1 blog (1920×1280), 1 email header (600×500), 4 email articles (600×300) | Freelancer | Social Posts folder | 5 min |
| 10 | Use identify command or image properties to confirm dimensions are exact (no rounding errors) | Freelancer | Command line / file properties | 5 min |
| 11 | Visual quality check: no pixelation, proper center crop, focal point maintained, colours accurate | Freelancer | Image preview | 5 min |
| 12 | Move verified files to final delivery location and archive source files to client folder | Freelancer | Client archive | 5 min |
Rename downloaded files descriptively based on content:
Cowork automatically renames to client convention:
Producing Monthly HTML Newsletters with Claude
Applies to: Kathryn and production collaborators
Standard Operating Procedure
Applies to: Kathryn and production collaborators
Standard Operating Procedure
Version 1.0 | April 2026
inSymmetry Marketing
Convert Ventum Financial's weekly Economic Calendar email into a blog post with charts, create a downloadable Morning Briefing PDF, and distribute via email and social media.
Frequency:
Weekly (typically published Monday or Tuesday)
Time Estimate:
60-75 minutes total
Tools Required:
1. Receive and Prepare the Files
2. Create the Blog Post
3. Generate Promotional Content with Claude
4. Finalize and Publish the Blog Post
5. Upload the Morning Briefing PDF
6. Create and Send Mailchimp Email
7. Post to Social Media
8. Quality Checklist
9. Common Issues and Solutions
10. File Organization
What You Receive
You will receive two emails from Ventum Financial, typically on Monday morning:
Example: See the Dow Jones Morning Briefing PDF (Dow_Jones_Morning_Briefing_for_Apr_6_2026.pdf) included with this SOP for reference.
1. Open the Economic Calendar email in Outlook
2. Create a new folder on your desktop named with the date
Example folder name: April_10_2026
3. Right-click each chart image in the email and select 'Save Picture As'
4. Save to the desktop folder using this naming format:
Naming Format: Month_Day_Chart_Number
→ April_10_Chart1.png
→ April_10_Chart2.png
→ April_10_Chart3.png
Note: The Economic Calendar typically includes 4-6 charts showing various economic indicators, employment data, and market trends.
1. Open the PDF in Adobe Acrobat
2. Delete the last page (usually blank)
3. On the first page, delete or crop the header section to create a clean appearance
The header typically says 'Web Version' at the top. Remove this to make the PDF look more professional.
4. Save the cleaned PDF with this naming format:
Naming Format: Dow_Jones_Morning_Briefing_Month_Day_Year.pdf
→ Example: Dow_Jones_Morning_Briefing_April_10_2026.pdf
On the McBride Wealth Management Website
1. Log into the website backend
2. Navigate to Blog > Add New Post
3. Create the blog title using this format:
Title Format: Weekly Economics Report - [Month] [Day], [Year]
→ Example: Weekly Economics Report - April 10, 2026
4. Copy and paste the Economic Calendar content:
Tip: Charts should be placed directly after the text that references them.
5. Set category to 'Weekly Economics Report'
6. Add appropriate featured image
7. DO NOT publish yet (you'll need the content for Claude first)
Upload to Claude Pro
1. Open Claude Pro at claude.ai
2. Start a new conversation
3. Upload the cleaned Dow Jones Morning Briefing PDF from Step 1B
Request the Content Package
Copy and paste this exact prompt into Claude:
I just posted this as a blog on Steve's website. I need the following content: 1. Summary post meta description of 155-165 characters 2. Mailchimp short paragraph for prospects and clients summary encouraging them to click to read 3. Mailchimp subject line and preview text 4. Post for Facebook and LinkedIn I only need copy in here for copy and paste, no word file.
What Claude Will Provide
1. Add the meta description from Claude's output to the SEO settings
2. Review the entire post for proper formatting and image placement
3. Publish the post
4. Copy the published blog post URL
Critical: Save this URL. You will need it for Mailchimp and social media.
1. Edit the published blog post
2. Upload the cleaned Dow Jones Morning Briefing PDF
3. Add a download link or button
4. Update the post
5. Test the PDF download link
Reference Email Format
Use this reference email as your template guide:
https://mailchi.mp/c0763a39a689/echelon-financial-insights-bigger-is-not-always-better-18165572
In Mailchimp
1. Create new campaign > Regular email
2. Subject line: Use the subject line from Claude's output
3. Preview text: Use the preview text from Claude's output
4. Email content:
5. Audiences: Send to three separate tags:
→ Prospects tag
→ Clients tag
→ Staff tag
6. Send test email to yourself
7. Verify all links work
8. Send to all three audience tags
1. Log into McBride Wealth Management Facebook business page
2. Create new post
3. Paste the Facebook post copy from Claude's output
4. Replace [LINK] with the blog post URL
5. Add an image (Economic Calendar graphic or relevant chart)
6. Post immediately or schedule
1. Log into McBride Wealth Management LinkedIn business page
2. Create new post
3. Paste the LinkedIn post copy from Claude's output
4. Replace [LINK] with the blog post URL
5. Add an image
6. Post immediately or schedule
☐ All charts saved with correct naming format
☐ Dow Jones PDF cleaned (blank page removed, header removed)
☐ Desktop folder organized by date
☐ Blog post published with all charts
☐ All charts displaying correctly
☐ Blog post URL works
☐ PDF download link works
☐ Meta description is 155-165 characters
☐ All [LINK] placeholders replaced
☐ Merge tag *|FNAME|* properly formatted
☐ Test email sent and reviewed
☐ Email sent to all three tags
☐ Compliance disclaimers present
☐ 'McBride Wealth Management' used correctly
☐ No em dashes in any copy
☐ Social posts include images
Issue: Charts won't save from Outlook
Solution:
Right-click and select 'Save Picture As'. If that doesn't work, take a screenshot and crop it.
Issue: PDF is too large to upload
Solution:
In Acrobat, go to File > Save As Other > Reduced Size PDF
Issue: Images not displaying in blog post
Solution:
Resize images to max width of 1200px. Check if they need to be JPG instead of PNG.
Issue: Mailchimp email going to spam
Solution:
Desktop Folder Structure
Economic_Reports/ └── April_10_2026/ ├── April_10_Chart1.png ├── April_10_Chart2.png ├── April_10_Chart3.png └── Dow_Jones_Morning_Briefing_April_10_2026.pdf
Naming Conventions Summary
Desktop Folder:
→ Format: Month_Day_Year
Chart Images:
→ Format: Month_Day_Chart_Number.png
Dow Jones PDF:
→ Format: Dow_Jones_Morning_Briefing_Month_Day_Year.pdf
Total process: 60-75 minutes
Included with This SOP
1. Dow Jones Morning Briefing PDF (Example)
File: Dow_Jones_Morning_Briefing_for_Apr_6_2026.pdf
This example shows the typical content and format of the morning briefing.
2. Mailchimp Email Template (Reference Link)
URL: https://mailchi.mp/c0763a39a689/echelon-financial-insights-bigger-is-not-always-better-18165572
Study this email to understand the layout, tone, and formatting.
What to Look for in the Examples
In the Dow Jones PDF:
In the Mailchimp Email:
1. Always use 'McBride Wealth Management' as the brand name
Never use 'Ventum Financial' except in source attribution.
2. Never use em dashes in any copy
Use hyphens or commas instead.
3. Use Canadian spelling throughout
→ Colour (not color)
→ Centre (not center)
4. Include compliance disclaimers on all platforms
☐ Blog post is live and accessible
☐ All charts displaying correctly
☐ PDF download works
☐ Mailchimp sent to all three tags
☐ Facebook post published
☐ LinkedIn post published
☐ All links tested
☐ No em dashes
☐ 'McBride Wealth Management' used correctly
☐ Files organized
Download the complete Ventum Financial brand package including logos, fonts, colour palettes, and brand guidelines. Keep these assets on hand when producing any client deliverable.
Social, Blog & Newsletter Content Production Sop
Monthly Image And Post Workflow For Client Accounts
The end-to-end production process for social media content, from brief to compliance-ready delivery.
Applies to: Freelancers and production collaborators using Cowork
When to use this SOP