ChatGPT Prompt to Document Standard Operating Procedures

This prompt transforms messy workflows into clear, step-by-step Standard Operating Procedures (SOPs) your team can follow. Perfect for operations managers, founders, and team leads who need to document processes without spending weeks writing manuals. ChatGPT will structure your SOP with clear steps, decision points, and troubleshooting tips that make handoffs and training seamless.

Works Best With: ChatGPT (GPT-4 recommended) | Also works in: Claude, Gemini

The Prompt

Create a Standard Operating Procedure (SOP) for [PROCESS NAME].

Process context:
– What this process does: [PURPOSE – e.g., “onboard new customers,” “process refund requests,” “publish blog posts”]
– Who performs it: [ROLE – e.g., “customer success team,” “support agents,” “content team”]
– How often: [FREQUENCY – e.g., “daily,” “weekly,” “as needed”]
– Current problem: [ISSUE – e.g., “inconsistent execution,” “new team members struggle,” “takes too long”]

Process steps (as you currently do it):
[LIST YOUR CURRENT WORKFLOW – be as detailed as possible, even if messy]

Tools and systems involved:
– [LIST ANY SOFTWARE, FORMS, TEMPLATES, OR RESOURCES USED]

Structure the SOP:
1. Purpose (why this process exists)
2. Scope (what’s included and what’s not)
3. Roles & responsibilities (who does what)
4. Step-by-step procedure (numbered, with sub-steps if needed)
5. Decision points (what to do if X happens)
6. Quality checks (how to verify it’s done right)
7. Troubleshooting (common issues and fixes)
8. Resources (links to tools, templates, or related docs)

Write it for someone doing this for the first time. Be specific, not vague.

When to Use This Prompt

• You need to document a workflow but don’t know where to start
• Your team executes processes inconsistently and you need standardization
• You’re hiring or training new people and need onboarding documentation
• A key process lives in one person’s head and you need to capture it

What You’ll Get

ChatGPT will deliver a structured SOP document with clear purpose and scope so everyone knows why it matters, numbered step-by-step instructions that anyone can follow, decision trees for common scenarios, quality checkpoints to prevent errors, troubleshooting guidance for when things go wrong, and resource links for tools and templates.

Why This Prompt Works

• Beginner-focused framing: The prompt instructs ChatGPT to write for first-timers, ensuring clarity and eliminating assumed knowledge

• Decision points matter: Most SOPs fail because they don’t cover “what if?” scenarios. This prompt explicitly asks for them

• Quality checks built in: Including verification steps prevents mistakes from slipping through and reduces rework

• Troubleshooting = less support: Addressing common issues upfront reduces the need for constant manager intervention

How to Customize This Prompt

1. [PROCESS NAME] — Specific and descriptive (e.g., “Customer Onboarding After Signup,” not just “Onboarding”)
2. [PURPOSE] — The outcome this process achieves (e.g., “ensure customers activate within 7 days”)
3. [ROLE] — Who’s responsible for execution
4. [LIST YOUR CURRENT WORKFLOW] — Be messy and detailed. ChatGPT will organize it
5. [TOOLS/SYSTEMS] — Include software names, form links, or template locations
6. Add compliance: If regulated, include “Add compliance requirements for [REGULATION]” to cover legal bases

Pro Tips

• Record yourself first: Walk through the process while recording your screen or taking notes, then paste that into the prompt for maximum detail

• Test with a newbie: Have someone unfamiliar with the process follow the SOP. If they get stuck, revise it

• Version control: Add a version number and “last updated” date at the top. Update SOPs every 6 months or when processes change

• Link to other SOPs: If one process feeds into another, include links so people can follow the chain without asking questions