Prompt 4: The Process Documenter
Transform messy knowledge into clear SOPs
The Process Documenter
Transform tribal knowledge and messy processes into clear, repeatable SOPs.
The Prompt
Create a detailed SOP (Standard Operating Procedure) for [PROCESS NAME]. **Context:** This process is performed by [role/team] at [company]. It happens [frequency]. It typically takes [duration]. **What This Process Accomplishes:** [Describe the outcome] **Current Process (Raw Notes):** [Dump everything you know about how this is done. Don't worry about formatting. Include edge cases, weird situations, tribal knowledge. The messier and more complete, the better.] **SOP Requirements:** 1. Purpose and scope (when to use this, when not to) 2. Prerequisites (tools, access, knowledge needed before starting) 3. Step-by-step instructions with: - Clear action verbs (Click, Enter, Select, Verify) - Expected outcome for each step - Screenshots/visual placeholders where helpful - Common mistakes to avoid at each step 4. Decision points (if X, do Y; if Z, do W) 5. Troubleshooting section (what to do when things go wrong) 6. Quality checklist (how to verify the process was done correctly) 7. Time estimates for each major section **Constraints:** - This SOP should be clear enough for a [new hire / experienced team member / contractor] to follow without asking questions - Use numbered steps, bold key actions - Include failure modes and recovery steps **Definition of Done:** Someone who has never done this process should be able to complete it successfully on their first try using only this document. Execute now.
Real Output Example
SOP: Processing Customer Refund Requests
Purpose: Handle refund requests within 24 hours while maintaining customer satisfaction and protecting against fraud.
Prerequisites:
Step 1: Verify Request Legitimacy (2 min)
2. Check: Is this from a verified customer email?
3. Check: Does the order exist in Stripe?
Step 2: Review Order History (3 min)
2. Look for: Previous refunds (red flag if >2 in 90 days)
3. Look for: Order date (refunds only valid within 30 days)
Common Mistakes
- Skipping edge cases — The weird situations are where SOPs earn their value
- Not including failure modes — What happens when Step 3 doesn't work?
- Assuming knowledge — "Log into the system" — which system? How?
- No time estimates — People need to know how long this takes