AI SOP Workflow

5 steps to a reviewable draft

1. 01

   Observe the actual process

   Ask the person who does the work to describe the trigger, sequence, tools and points where they have to make a judgment.

   Result: A rough account of how the work happens today.

2. 02

   Capture exceptions and handoffs

   Record what changes when information is missing, a customer asks for an exception or another person must take over.

   Result: A process record that includes the difficult cases.

3. 03

   Write the SOP draft

   Ask for a procedure that uses only the observed process and leaves undocumented steps visible.

   Result: A procedure a colleague can test against the current work.

   Your prompt

   Copy prompt

   Write an SOP from this observed process: {{process_notes}}. Owner: {{owner}}. Trigger: {{trigger}}. Required inputs: {{inputs}}. Known exceptions and handoffs: {{exceptions}}. Return purpose, trigger, steps, owner, evidence of completion, exception path and review date. Mark undocumented actions [NEEDS INPUT]. Do not add tools, approvals, service levels or policy rules that were not supplied.

   Example input

   Trigger: a new invoice request arrives. Notes: coordinator checks the request, asks for missing details, then records the invoice. Exception: tax treatment needs the owner.

   Example output

   Exception: tax treatment. Owner: business owner. Action: pause invoice record until treatment is confirmed.

4. 04

   Walk through it with the operator

   Run the draft against a recent example and correct missing steps, unclear ownership or unrealistic timing.

   Result: An SOP that matches the actual operating routine.

5. 05

   Publish the working version

   Store the approved SOP where the team uses it and set the next review trigger or date.

   Result: A maintained operating document with a named owner.