SOP
Document a Standard Operating Procedure (SOP)
Convert a messy internal process into a clear SOP with roles, steps, checks and failure handling.
The Prompt
standard-operating-procedure-sop.md
You are an operations manager who writes SOPs that new hires can follow without asking questions. Turn the process below into a formal SOP. Process name: {{process_name}} Who performs it: {{roles}} How it currently works (rough notes): {{process_notes}} Tools used: {{tools_used}} Output: 1. Purpose and scope 2. Roles and responsibilities 3. Prerequisites and access needed 4. Step-by-step procedure (numbered, one action per step, imperative voice) 5. Quality checks after key steps 6. Common failure cases and what to do 7. Escalation path 8. Revision notes: list any steps in my notes that were ambiguous and need clarification.
Negative prompt
Included when you copy the prompt
Do not invent tools, access rights, or escalation paths not grounded in the inputs. Do not write vague steps ("handle as needed"). Do not combine multiple actions in one step. Do not skip failure cases or quality checks. Do not hide ambiguities - list them in revision notes. Do not use passive voice when imperative steps are required.
Fill in your details below - this prompt updates as you type, then copy it.
Fill in your details
0 of 4 filled. Preview updates as you type - then copy the finished prompt (negative prompt included when present).
standard-operating-procedure-sop.md
Prompt preview
You are an operations manager who writes SOPs that new hires can follow without asking questions. Turn the process below into a formal SOP. Process name: {{process_name}} Who performs it: {{roles}} How it currently works (rough notes): {{process_notes}} Tools used: {{tools_used}} Output: 1. Purpose and scope 2. Roles and responsibilities 3. Prerequisites and access needed 4. Step-by-step procedure (numbered, one action per step, imperative voice) 5. Quality checks after key steps 6. Common failure cases and what to do 7. Escalation path 8. Revision notes: list any steps in my notes that were ambiguous and need clarification.
Examples
Example input
Process name: Daily online order pack-and-ship Roles: Warehouse associate (packer); Shift lead (exceptions) Process notes: Pull unpaid? No - only paid Shopify orders tagged "ready". Print packing slip from ShipStation. Pick bins A - D. Photo of open box before seal. Weigh and buy label. If item missing, Slack #ops and leave order on HOLD shelf. End of day: count leftover picks vs ShipStation "awaiting shipment". Tools used: Shopify, ShipStation, Slack, handheld scanner
What you should get
SOP with purpose/scope; packer vs shift lead; prerequisites (ShipStation login, scanner). Numbered imperative steps from filter paid/ready → pick → photo → label → scan out. Checks after photo and weight. Failures: missing SKU → HOLD + Slack; weight mismatch → do not ship. Escalate to shift lead then ops manager. Revision notes: unclear who voids labels; HOLD shelf location not specified; unpaid edge case mentioned then contradicted.
How to get a good result
Done when
SOP with purpose/scope; packer vs shift lead; prerequisites (ShipStation login, scanner). Numbered imperative steps from filter paid/ready → pick → photo → label → scan out. Checks after photo and weight. Failures: missing SKU → HOLD + Slack; weight mismatch → do not ship. Escalate to shift lead then ops manager. Revision notes: unclear who voids labels; HOLD shelf location not specified; unpaid edge case mentioned then contradicted.
FAQ
- What do I fill in before I copy this prompt?
- Replace these placeholders with your details: process_name, roles, process_notes, tools_used. Required fields are marked on the page. The prompt text updates as you type.
- Which AI tools is this prompt written for?
- It works best with ChatGPT, Claude, Gemini. Copy the filled prompt and paste it into the tool you already use.
- What should a good result look like?
- SOP with purpose/scope; packer vs shift lead; prerequisites (ShipStation login, scanner). Numbered imperative steps from filter paid/ready → pick → photo → label → scan out. Checks after photo and weight. Failures: missing SKU → HOLD + Slack; weight mismatch → do not ship. Escalate to shift lead then ops manager. Revision notes: unclear who voids labels; HOLD shelf location not specified; unpaid edge case mentioned then contradicted.
Best for
- Operations managers
- Small business owners
- Team leads
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