Simplified Prompt for SOP Documentation

This prompt helps you document standard operating procedures that are actually clear and usable instead of gathering dust. Perfect for operations managers, team leads, and anyone who needs to scale knowledge across their organization. Simplified will structure SOPs that people actually follow.

Works Best With: Simplified | Also works with: ChatGPT, Claude, Notion AI

The Prompt

Create a standard operating procedure (SOP) for [PROCESS NAME].

Process overview:
– Process name: [OFFICIAL NAME]
– What it accomplishes: [END GOAL]
– Who performs it: [ROLE/TEAM]
– How often: [FREQUENCY – DAILY, WEEKLY, AS-NEEDED]
– Estimated time: [HOW LONG IT TAKES]
– Complexity: [SIMPLE, MODERATE, COMPLEX]

Current situation:
– Why documenting now: [NEW PROCESS, INCONSISTENT EXECUTION, TRAINING NEED, etc.]
– Common mistakes: [WHAT GOES WRONG]
– Dependencies: [WHAT ELSE NEEDS TO HAPPEN FIRST]
– Tools required: [SOFTWARE, EQUIPMENT, ACCESS NEEDED]

Structure the SOP with:

**1. Purpose & Scope**
– Why this process exists
– When to use this SOP
– When NOT to use it

**2. Prerequisites**
– Required access/permissions
– Tools and resources needed
– Knowledge or training required

**3. Step-by-Step Instructions**
For each step include:
– Action in clear language (start with verb)
– Who does it
– Expected outcome/what success looks like
– Screenshots or visual aids (note where they’re needed)
– Time estimate for that step

**4. Decision Points**
– If/then scenarios
– How to handle exceptions
– When to escalate

**5. Quality Checks**
– How to verify it was done correctly
– Common errors to watch for

**6. Troubleshooting**
– Common issues and solutions
– Who to contact for help

**7. Related Processes**
– Links to connected SOPs
– Upstream/downstream processes

Writing style:
– Clear, simple language (not jargon)
– Active voice (“Click the button” not “The button should be clicked”)
– Numbered steps
– One action per step
– Scannable formatting

Make it so clear that someone new could follow it successfully.

When to Use This Prompt

• You’re onboarding new team members and need clear process documentation
• The same process is being done differently by different people
• You’re scaling and need to systematize workflows
• Critical processes live only in people’s heads and need documentation

What You’ll Get

Simplified will generate clear purpose statement explaining why the process matters, comprehensive prerequisites preventing “I don’t have access” blockers, step-by-step instructions with single actions per step making it impossible to get lost, decision trees handling if/then scenarios and exceptions, quality check criteria so people know when they’ve succeeded, troubleshooting guidance for common issues reducing support tickets, related process links showing how this fits into the bigger workflow, and scannable formatting with active voice, numbered steps, and visual aid callouts. The SOP is actually usable, not theoretical documentation that sits unused.

Why This Prompt Works

• New person test: Requiring clarity for someone new ensures nothing is assumed or skipped

• One action per step: Breaking down compound actions prevents confusion and mistakes

• Exception handling: Decision points and if/then scenarios cover real-world complexity

• Quality verification: Built-in checks ensure process is followed correctly

How to Customize This Prompt

1. [PROCESS NAME] — What you’re documenting: “customer refund process,” “social media posting workflow”
2. [END GOAL] — Purpose: “issue refund within 24 hours,” “publish 5 posts per week”
3. [WHO PERFORMS] — Role: determines language and assumed knowledge level
4. [FREQUENCY] — How often: daily tasks need quicker steps than quarterly processes
5. [TIME] — Duration: sets expectations
6. [COMPLEXITY] — Difficulty: simple processes need less detail than complex ones
7. [WHY NOW] — Reason: “new hire joining,” “too many errors,” “process just changed”
8. [COMMON MISTAKES] — Issues: what typically goes wrong informs troubleshooting section
9. [TOOLS NEEDED] — Resources: software, access, equipment required

Pro Tips

• Video supplement: Request “identify steps that would benefit from screen recording” for visual learners

• Version control: Add “include version number and last updated date” for change management

• Feedback loop: Include “add section for users to suggest improvements” for continuous refinement

• Quick reference: Ask “create one-page quick reference version” for experienced users who need reminders