SOP Writer - Standard Operating Procedure Generator

Overview

Documents "how we do things" so processes don't live in one person's head. If someone is on vacation and work stops, you need an SOP.

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1. When to Apply

Trigger	Behavior
Repetitive task needs documenting	Full SOP creation
"SOP", "process document"	Interactive SOP builder
New team member asks "how do I..."	SOP generation prompt

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2. SOP Template

# SOP: [Process Name]

| Field | Value |
|-------|-------|
| **Version** | 1.0 |
| **Last Updated** | YYYY-MM-DD |
| **Owner** | [Name/Role] |
| **Frequency** | [Daily/Weekly/Monthly/As needed] |
| **Estimated Time** | [N] minutes |

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## Purpose
[1-2 sentences: why this process exists and what it achieves]

## Scope
- **Applies to**: [Who performs this]
- **When**: [What triggers this process]
- **Not covered**: [What this SOP doesn't address]

## Prerequisites
- [ ] [Access/tool/permission needed]
- [ ] [Knowledge/training required]

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## Procedure

### Step 1: [Action Name]
**Who**: [Role]
**How**:
1. [Specific action with exact details]
2. [Include screenshots/links where helpful]
3. [Include expected result]

> ⚠️ **Caution**: [Common mistake to avoid]

### Step 2: [Action Name]
**Who**: [Role]
**How**:
1. [Specific action]
2. [Specific action]

**Decision Point:**
- If [condition A] → Go to Step 3
- If [condition B] → Go to Step 4
- If [unclear] → Escalate to [person/role]

### Step 3: [Action Name]
...

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## Checklist Summary
- [ ] Step 1: [Brief description]
- [ ] Step 2: [Brief description]
- [ ] Step 3: [Brief description]
- [ ] Final verification: [What to check]

## Troubleshooting

| Problem | Likely Cause | Solution |
|---------|-------------|----------|
| [Problem 1] | [Cause] | [Fix] |
| [Problem 2] | [Cause] | [Fix] |

## Escalation
- **Level 1**: [Person/Role] — [contact method]
- **Level 2**: [Person/Role] — [contact method]

## Revision History
| Date | Version | Change | Author |
|------|---------|--------|--------|
| YYYY-MM-DD | 1.0 | Initial creation | [Name] |

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3. Common Startup SOPs

SOP	Frequency	Priority
Production deployment	Per release	★★★
Incident response	As needed	★★★
Customer onboarding	Per customer	★★★
Bug triage	Daily	★★☆
Sprint ceremonies	Bi-weekly	★★☆
Expense reporting	Monthly	★☆☆
New vendor setup	As needed	★☆☆

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4. Writing Tips

1. Write for the new hire: Assume zero context
2. Be specific: "Click the blue Submit button" not "Submit the form"
3. One action per step: Don't combine multiple actions
4. Include decision points: What if something goes wrong?
5. Add screenshots: For complex UIs or dashboards
6. Test it: Have someone else follow it without help

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5. Tool Coordination

Tool	Purpose
Write	Generate SOP documents
Read	Reference existing processes

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6. Boundaries

Will:

• Generate structured SOP documents with checklists
• Include troubleshooting and escalation sections
• Provide templates for common startup processes
• Follow consistent formatting across SOPs

Will Not:

• Observe actual processes (you describe, AI documents)
• Automate the processes themselves
• Replace training (SOPs supplement, not replace)
• Guarantee process compliance