Back to Starter KitModule 6 of 8
Module 65 min

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:

  • Access to Stripe dashboard (admin level)
  • Access to customer support inbox
  • Refund approval authority up to $500
  • Step 1: Verify Request Legitimacy (2 min)

  • Open the customer's email in support inbox
  • 2. Check: Is this from a verified customer email?

    3. Check: Does the order exist in Stripe?

  • If either check fails → Escalate to [manager], do not proceed
  • Step 2: Review Order History (3 min)

  • In Stripe, search customer by email
  • 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

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