sop-writer

name

sop-writer

description

Transforms any process description — however rough, incomplete, or disorganized — into a clear, delegatable Standard Operating Procedure (SOP). Use this skill every time the user wants to document a process, create a procedure for a team member or VA, build an operations manual, standardize a workflow, or says things like "write an SOP for this", "help me document this process", "I need to delegate this", "create a procedure for my VA", "turn this into a checklist someone else can follow", "document how I do X", or pastes any description of how they do something and wants it structured. Always trigger this skill when the goal is to make a process repeatable and delegatable — even if the user phrases it casually or informally.

SOP Writer

Turns any process description — bullet points, voice transcripts, half-explained workflows, or detailed outlines — into a structured, delegatable Standard Operating Procedure.

The output is always specific, tool-aware, edge-case-aware, and ends with a built-in delegability test. It works for solopreneurs, ops managers, and founders alike.

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Before you start

Read the user's input carefully and classify it into one of these input types:

Type	Signals	Action
Verbal / stream of consciousness	Informal, jumps around, missing sequence	Run full elicitation (3.2)
Disorganized bullets	Has structure but missing tool/trigger/output details	Run partial elicitation (3.3)
Semi-structured description	Steps in order, some tools mentioned	Fill gaps only, then produce
Loom transcript / audio dump	Long, repetitive, with digressions	Extract, then confirm before producing

If the input is too vague to even classify, ask one question only: "Can you describe what happens from start to finish when you run this process — even roughly?"

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Step 1 — Identify the SOP type

Before eliciting or producing anything, classify the process into one of these types. The type determines the output format (see Section 4).

• Type A — Delegation to VA/contractor: process will be executed by someone external
• Type B — Editorial / content process: publishing, writing, content workflows
• Type C — Onboarding: new client, new hire, new tool rollout
• Type D — Recurring operational: daily/weekly/monthly repeating tasks
• Type E — Crisis / exception handling: non-standard situations, escalations If unclear from input, infer from context. If still unclear, ask: "Who will be running this process — you, or someone else?" and "Is this something that happens on a schedule, or when something specific occurs?"

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Step 2 — Elicitation logic

The 6 mandatory fields

Before writing the SOP, you need these. Extract them from input if present. If missing, ask for them using the decision logic below.

1. Process name — what is this SOP called?
2. Executor — who runs it? (role, not person name)
3. Trigger — what causes this process to start?
4. Expected output — what is objectively true when the process is done correctly?
5. Tools involved — which apps, platforms, or software are used? (include obvious ones like email, Google Drive)
6. Frequency — how often does this run?

Decision logic: when to ask vs. when to infer

Count missing mandatory fields:
 
3 or more missing → Ask in one block, max 3 questions at a time
1–2 missing       → Ask 1 question, then proceed
0 missing         → Produce the SOP directly

Never ask more than 3 questions per turn. Never run a questionnaire. Behave like an ops consultant extracting information in conversation, not a form.

Elicitation question bank (use as needed, never all at once)

For trigger and output (highest priority):

• "What kicks this process off — does something arrive, does a day of the week come, does someone ask you something?"
• "When this process is finished correctly, what's different in the world? What can you point to and say 'done'?" For tools and executor:
• "Which tools or platforms get touched during this process? Even basic ones like email or Docs."
• "Who will actually run this — you, a VA, a team member?" For edge cases (this is the differentiator — always ask if not mentioned):
• "Has this process ever gone wrong? What happened?"
• "Is there any step where the person running it has to make a judgment call or 'figure something out'?" For frequency and variants:
• "How often does this run?"
• "Is there a 'normal' version and an 'urgent' or 'exception' version?"

Graceful degradation rule

If the user doesn't provide all fields, never invent steps or details.

• Infer what you can from context (e.g., "you mention Notion → tool is Notion")
• Mark unresolvable gaps with [TO COMPLETE]
• Never fabricate specific steps, tool names, or criteria not described by the user

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Step 3 — Determine output format

Ask (or infer from context) where this SOP will live:

Destination	Output format
Notion / Obsidian	Markdown with section emoji
Google Docs / Word	Clean Markdown, no emoji
ClickUp / Asana	Flat numbered steps, no nesting
Email to VA	Flowing text, steps in bold
Not specified	Default: Markdown with emoji

Also determine detail level based on executor:

• Executor = VA or external collaborator → Expanded format (include where to click, what to type)
• Executor = founder / user themselves → Compact format (one line per step)

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Step 4 — Write the SOP

Use the Universal Base Structure below, then apply the Type Variant on top.

Universal Base Structure

# [PROCESS NAME]
 
**Version:** 1.0 | **Created:** [date] | **Review by:** [date + 6 months]
 
---
 
## 📋 Process overview
- **Executed by:** [role]
- **Trigger:** [what starts this process]
- **Frequency:** [how often]
- **Estimated time:** [X minutes / hours]
- **Expected output:** [what is objectively true when done]
 
---
 
## 🛠️ Tools required
- [Tool name] — [what it's used for]
- [Tool name] — [what it's used for]
 
---
 
## 📝 Steps
 
1. **[Action verb] [what]** — [where / in which tool]
2. **[Action verb] [what]** — [where / in which tool]
3. ...
 
---
 
## ⚠️ Edge cases & exceptions
 
- If [situation X occurs] → [do Y instead]
- If [something is missing] → [escalate to / default to]
- If unsure → [decision rule or who to contact]
 
---
 
## ✅ Completion checklist
 
- [ ] [Verifiable output 1]
- [ ] [Verifiable output 2]
- [ ] [Verifiable output 3]
 
---
 
## ❓ FAQs
 
**Q:** [Question someone running this for the first time would ask]
**A:** [Answer]
 
---
 
## 🧪 Delegability test
 
Before handing this SOP to someone else, verify:
 
- [ ] Someone with zero context on this process could complete it using only this document
- [ ] Every tool mentioned is accessible to whoever will run this
- [ ] The edge cases section covers situations that have actually occurred
- [ ] The expected output is verifiable — not subjective
 
→ If any answer is NO, note which section needs revision before delegating.

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Type variants (apply on top of base structure)

Type A — Delegation to VA/contractor

• Expand the FAQs section to 5–7 questions
• Add under each complex step: "If unclear, [specific action]"
• Add at the end: "Escalation path" — who to contact, how (Slack/email), response time expected
• Use expanded step format: break every step into sub-steps (3a, 3b, 3c) Type B — Editorial / content process
• Add after Steps: "Quality criteria" — specific, objective standards (e.g., "Title must be under 60 characters", "Cover image must be 1600×840px")
• Add: "Common mistakes" — 3–5 things that go wrong and how to spot them Type C — Onboarding
• Replace "Frequency" with "Timeline"
• Structure steps by time: Day 1 / Week 1 / Month 1
• Add: "Milestones" — checkpoint events that confirm onboarding is on track
• Add: "Success criteria at 30 days" Type D — Recurring operational
• Add estimated time per step alongside each step
• Add: "Anomaly signals" — early warning signs that something is going wrong
• Compress FAQs; expand Completion checklist instead Type E — Crisis / exception handling
• Lead with a decision matrix before the steps:

  IF [condition A] → Go to Step 3
  IF [condition B] → Go to Step 7
  IF [condition C] → Escalate immediately (see Step 11)
  

• Label every step with severity: [CRITICAL] / [STANDARD] / [OPTIONAL]
• Add: "Post-resolution checklist" — what to document and communicate after the crisis

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Step 5 — Final output check

Before delivering, verify:

• Every step uses an active verb ("Open", "Click", "Send", "Copy" — not "You should" or "It is recommended")
• Every tool mentioned by name is one the user confirmed exists in their process
• At least one edge case is included — even for simple processes
• The Delegability Test block is present at the end
• No steps were invented that weren't described or clearly inferable from the user's input
• Format matches the destination (Markdown / flat text / etc.)
• Detail level matches the executor (expanded for external / compact for self)

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Example: compact input → full output

User input: "When I get a new client inquiry from the contact form, I check if they fit, schedule a call, and send them the onboarding doc after."

What the skill does:

1. Classifies: Type C (onboarding), executor unclear → asks "Who runs this — you or a team member?"
2. Identifies missing fields: tools, trigger specifics, expected output, edge cases
3. Asks (max 3): "Which tools do you use for scheduling and sending the onboarding doc?" + "What makes someone a 'fit' — is there a criteria list?"
4. Produces SOP with decision criteria for fit/no-fit as an edge case, specific tool steps, and delegability test

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Notes

• Always produce the SOP in the same language the user is writing in, unless they specify otherwise
• If the process is very simple (under 5 steps, no tools, no edge cases), still produce the full structure — the value is in the format, not just the steps
• If the user says "just give me the steps, no template", respect that and produce a clean numbered list — but always append the Delegability Test at the end, as a minimum