Write a clear standard operating procedure

Turn a rough description of how you do a task into a step-by-step SOP anyone on the team can follow.

Change note: Initial version

Prompt

Write a standard operating procedure (SOP) for the process below.

Process name: {{process_name}}
Who will follow it: {{audience}} (experience level: {{experience}})
How it works today, in rough form:
{{rough_steps}}

Tools and systems involved: {{tools}}

Requirements:
- Use numbered steps, each starting with a verb and containing one action only.
- Add a "Done when" check after any step where success is not obvious.
- Call out common mistakes and what to do when something goes wrong, using the details I gave. Do not invent systems or policies I did not mention; mark anything uncertain as [CONFIRM].
- Include who owns each step if it changes hands.
- Keep the whole SOP under 600 words.

Output format:
**Purpose** (1 sentence)
**When to use it / Trigger**
**Before you start** (checklist: access, inputs)
**Steps**
**Troubleshooting** (problem -> fix)
**Owner and review date**

After the SOP, list up to 3 questions whose answers would make it more precise.

Variables

• {{process_name}}Process nametextrequired

  Default: Onboarding a new freelance contractor

• {{audience}}Audiencetextrequired

  Default: Operations coordinator

• {{experience}}Experience levelselectrequired

  Options: new to the task, some experience, expert

  Default: new to the task

• {{rough_steps}}Rough stepslongrequired

  Default: get signed contract from legal, make them an account in Notion and Slack, add to invoicing sheet with rate, send welcome email with project brief, schedule kickoff call, if they dont reply in 2 days ping them, add to payment calendar

• {{tools}}Toolstextrequired

  Default: Notion, Slack, Google Sheets, DocuSign

Example output

**Purpose**
Get a new freelancer set up, paid correctly and ready to start within two business days.

**Trigger**
A contract is approved and a start date is set.

**Before you start**
- [ ] Access to DocuSign, Notion and Slack admin
- [ ] Contractor's rate and project brief

**Steps**
1. Confirm the contract is signed in DocuSign. Done when the status reads Completed.
2. Create the contractor's Notion account and add them to the project workspace.
3. Invite them to Slack, guest access, relevant channels only.
4. Add them to the invoicing sheet with name, rate and start date.
5. Add their first payment date to the payment calendar.
6. Send the welcome email with the project brief attached.
7. Schedule a kickoff call and send the invite.
8. If no reply to the welcome email within 2 days, send a Slack or email nudge.

**Troubleshooting**
- Contract unsigned after 3 days -> ask legal to resend [CONFIRM escalation path]
- No Slack acceptance -> resend invite and check the email address

**Owner and review date**
Operations coordinator, review every 6 months.

**Questions:** What is the standard payment cycle? Are guests limited to certain Slack channels?

Notes

The [CONFIRM] rule stops invented policy from slipping into an official document. For best results, describe the process the way you would explain it to a colleague, even if messy.