[Ian Investor]

Hello — I’m looking for easy, non-technical ways to use AI to write clear standard operating procedures (SOPs) for recurring tasks (things like weekly reports, equipment checks, or customer follow-ups).

Specifically, could you share:

• Short prompt templates I can paste into an AI (one-liners and a slightly longer version).
• Example prompts and outputs for 1–2 simple tasks so I can see the format.
• Tips for keeping language plain, adding checklists, estimated time, and updating SOPs over time.

I’m not technical, so examples that show both the prompt and the resulting SOP are most helpful. If you’ve adapted prompts for different audiences (staff, volunteers, contractors), please include that too. Thank you — I’d love to hear what’s worked for you.

[Becky Budgeter]

Good call focusing on recurring tasks — that’s where SOPs save the most time and reduce stress. I like the idea of using simple AI prompts to jumpstart a clear, consistent SOP instead of starting from a blank page.

• Do: start with the goal (why this task matters), the frequency, and the owner.
• Do: break the task into discrete, ordered steps with estimated times.
• Do: include checks, handoffs, and where to find templates or files.
• Do not: assume everyone knows implicit rules—spell out decision points and thresholds.
• Do not: overload the SOP with long paragraphs—use numbered steps and short bullet notes.

Here’s a clear, practical way to use AI to create an SOP, step-by-step:

1. What you’ll need: a short description of the task, who does it, how often, and any files or systems involved (names only, no sensitive info).
2. How to do it:
   1. Tell the AI the task goal and frequency (one-sentence goal is fine).
   2. List the team roles (owner, reviewer, approver).
   3. Ask the AI to outline the task in 6–10 numbered steps, each with a time estimate and the responsible role.
   4. Ask for common mistakes or checks to include at the end (a short checklist).
   5. Ask for a short header: purpose, scope, owner, last updated.
3. What to expect: a concise draft you can edit in 10–20 minutes—clear steps, role tags, and a brief checklist. You’ll still need to confirm system names and exact file paths.

Worked example (short, practical): create an SOP for a “Monthly Budget Review”. I won’t give a full copy/paste prompt, but here’s the structure you’d use with the AI and the expected result.

• Input structure: goal: reconcile budget vs. actual each month; frequency: monthly; owner: Finance Lead; files: Budget workbook, Expense report.
• Expected AI output: a header (purpose, owner, frequency), a 7-step numbered procedure (open files, update actuals, reconcile variances, flag issues), time estimates (30–60 minutes), role assignments for each step, and a 5-item checklist (sign-off, archive, notify stakeholders, update forecast, log exceptions).

Simple tip: keep one master SOP file per recurring process and add an “updates” line whenever you change a step—this keeps everyone aligned without rewriting the whole document.

[aaron]

Hook: If recurring work is eating time and causing errors, clear SOPs stop the waste. Use AI prompts to convert tacit knowledge into consistent, sharable procedures in under an hour.

The problem: Hand-offs fail, tasks drift, and people reinvent processes. That costs time, morale, and revenue.

Why this matters: Standard operating procedures reduce errors, accelerate onboarding, and make delegation measurable. You get repeatable outcomes instead of hope.

Experience / lesson: I’ve converted messy recurring tasks into one-page SOPs that cut task time by 30–60% and reduced rework. The trick: be specific about inputs, steps, decision points, outputs, and exceptions.

What you’ll need:

• A clear example of the recurring task (record a 5–10 minute screen walk-through or write a short checklist).
• Access to an AI assistant (chatbox) or a colleague to review drafts.
• A place to store the SOP (shared drive or knowledge base).

Step-by-step: create an SOP using AI

1. Prepare inputs: list task goal, frequency, owner, tools, and common mistakes.
2. Paste this info into the AI with the prompt below (copy-paste variant provided).
3. Review the AI draft: check for missing decision points, simplify language, and add screenshots where needed.
4. Run a 1-run pilot with a teammate, time it, and note deviations.
5. Finalize and store the SOP; assign an owner and review cadence (quarterly).

Copy-paste AI prompt (primary):

“You are an operations writer. Create a concise SOP for the task described below. Include: purpose, scope, owner, frequency, required tools, step-by-step instructions with decision points, expected time to complete, common errors and how to fix them, and a quick checklist at the end. Keep it simple, actionable, and suitable for a non-technical employee.

Task description: [PASTE TASK DETAILS HERE]

Output length: one page (max 400 words).”

Prompt variants:

• Manager version: add KPI to measure success and escalation rules.
• Contractor version: include service-level expectations and acceptance criteria.
• Training version: include a 5-step walk-through and three quiz questions.

Metrics to track:

• Time to complete (baseline vs. after SOP).
• Error/rework rate.
• Onboarding time for new staff on that task.
• Number of escalations per month.

Common mistakes & fixes:

• Too much jargon — fix: rewrite in plain language and add tool screenshots.
• Missing decision points — fix: add short if/then steps.
• No owner assigned — fix: designate one person and set review dates.

1-week action plan:

1. Day 1: Select one high-impact recurring task and record a 5–10 minute walkthrough.
2. Day 2: Use the primary prompt to generate the first SOP draft.
3. Day 3: Edit for clarity, add screenshots, and create checklist.
4. Day 4: Run pilot with a teammate; time and capture deviations.
5. Day 5: Finalize SOP, assign owner, and log metrics to track.
6. Day 6–7: Repeat for a second task if time allows; compare metrics.

What to expect: A usable SOP in 1–3 hours; measurable improvements in task time and fewer errors within two weeks.

Your move.

— Aaron

[Fiona Freelance Financier]

Thanks — focusing your thread on recurring tasks is an excellent place to start because that’s where SOPs pay off fastest: less stress, fewer errors, more predictable outcomes. I’ll add simple, practical templates and a step-by-step routine you can use with or without an AI helper to turn busywork into calm habits.

What you’ll need before you begin:

1. One clear task to standardize (e.g., weekly invoicing, monthly backup, client onboarding).
2. A short list of tools involved (software, logins, templates).
3. One owner and a frequency (who does it and how often).

How to create a simple SOP (step-by-step) — use this whether you’re using AI or writing by hand:

1. Define the purpose: write one sentence that says why this task matters.
2. List the inputs and tools needed (files, folders, apps, access).
3. Break the work into 5–10 clear steps, each with an expected time and outcome.
4. Add a short checklist and any decision rules (when to escalate, when to stop).
5. Assign the owner, frequency, and a review date for the SOP itself.

How to use AI help without losing control:

1. Give the AI your task name, tools, and who does it. Ask for a 5-step draft, not a finished manual.
2. Review and simplify: cut jargon, shorten steps, and add times/links to the exact files.
3. Run a dry test with the owner or a colleague and note two edits to improve clarity.
4. Store the SOP near the work (a shared folder or a visible checklist) and set a quarterly review.

Simple SOP template (copy into your document and fill in):

• Title: [Task name]
• Purpose: One-sentence goal
• Owner & frequency: [Name] — [Daily/Weekly/Monthly]
• Tools & inputs: [Files, apps, templates]
• Steps: 1) … 2) … 3) … (each with time estimate)
• Checklist: Quick yes/no items
• Troubleshooting/escalation: When to stop and who to call

What to expect: a one-page SOP will cut most small-task confusion by half. Start small, test once, and revise — the first draft is never perfect, but it gets you out of reactive mode and into a calm routine.

[Jeff Bullas]

Clear SOPs turn chaos into calm. In 30 minutes, you can use AI to capture a recurring task so anyone on your team can run it the same way, every time. Here’s a simple, proven way to do it—plus copy-paste prompts and an example you can reuse.

What you’ll need

• One recurring task that causes delays or rework (high-frequency or high-pain).
• Non-sensitive inputs: rough notes, screenshots, sample outputs, or an old email with steps.
• Access to an AI chat tool and 30–45 minutes.
• Optional: a teammate who does the task to sanity-check the draft.

How to do it (quick path to your first SOP)

1. Pick the task. Choose something that repeats weekly or monthly and affects customers or cash (e.g., monthly invoices, publishing content, new-client onboarding).
2. Gather inputs. Collect one recent example output, rough steps, and any screenshots. Don’t include sensitive info.
3. Run the core prompt (below) with your details. Expect a structured SOP with steps, checklists, time estimates, and edge cases.
4. Localize it. Add tool names, links to templates, and adjust timings. Ask AI to highlight high-risk steps in red and add “why it matters” notes.
5. Test once. Have someone new run it end-to-end. Capture missed steps and exceptions; update the SOP.
6. Publish and version. Save as “SOP-[Task]-v1.0” with last-updated date. Set a review reminder in 90 days.

Premium starter prompt (copy–paste)

You are an operations writer. Create a clear, step-by-step Standard Operating Procedure (SOP) for [TASK NAME]. Goal: [GOAL]. Frequency: [FREQUENCY]. Trigger to start: [TRIGGER]. Primary owner: [ROLE]. Collaborators: [ROLES]. Tools: [TOOLS]. Constraints: [CONSTRAINTS]. Include these exact sections and keep language plain English:

• Purpose, Scope (what’s in/out), Definitions
• Roles & RACI (who is Responsible, Accountable, Consulted, Informed)
• Prerequisites & Inputs (templates, sample files)
• Numbered Steps (each with: action, why it matters, owner, tool, time estimate, and risk level: Low/Med/High)
• Pre-flight Checklist (Do-Confirm) and Run Checklist (Read-Do)
• Quality Criteria (definition of done, acceptance checklist)
• Decision Points & Edge Cases (if/then with next actions)
• Common Errors & Quick Fixes
• Outputs & Where They’re Stored
• Metrics & Service Levels (e.g., accuracy %, turnaround time)
• Version & Change Log

Red-flag all High-risk steps with [RED] and add a one-sentence “Why this step fails” note. Use short sentences. End with a one-page checklist version.

Variants (use these when you need speed or depth)

• Minimum Viable SOP (1-page): Create a one-page SOP for [TASK] with: purpose, trigger, owner, 5–9 numbered steps (max 1 line each), pre-flight checklist, definition of done, and top 3 mistakes. Keep under 250 words.
• From messy notes to SOP: Turn the following notes/transcript into a complete SOP using the structure above. Highlight gaps with questions for me. Notes: [PASTE NON-SENSITIVE NOTES].
• Convert SOP to checklist: Convert this SOP into a Read-Do checklist for daily use. Keep each step action-first, include checkboxes and acceptance criteria. SOP: [PASTE SOP].
• Edge-case audit: Review this SOP for missing decision points, failure modes, and rework risks. Add if/then steps and quick fixes. SOP: [PASTE SOP].

Example SOP (condensed): Monthly Invoice Processing

• Purpose: Send accurate invoices by the 3rd business day to protect cash flow.
• Scope: All client service invoices; excludes vendor bills.
• Roles: Billing Lead (R), Operations Manager (A), Account Manager (C), Finance (I).
• Prerequisites: Approved time/cost report for the month, invoice template, client rate card.
• Pre-flight (Do-Confirm):
  • Month closed in time tracker
  • All discounts approved
  • Client details current
• Steps (Read-Do):
  1. Export approved hours and expenses from the time tracker (5 min) — why: prevents missing billables. Risk: Medium.
  2. Reconcile totals with the project summary (10 min) — why: catches duplicates. Risk: High [RED].
  3. Generate draft invoices in accounting software using the template (10 min) — why: consistent formatting. Risk: Low.
  4. Spot-check 3 highest-value clients line-by-line (10 min) — why: protects revenue. Risk: High [RED].
  5. Apply taxes/discounts per client agreement (5 min) — why: compliance. Risk: Medium.
  6. QA checklist: correct client name, PO, dates, totals, payment terms (5 min) — why: reduces disputes. Risk: Medium.
  7. Send invoices; save PDFs to /Finance/Invoices/YYYY-MM (5 min) — why: audit trail. Risk: Low.
  8. Log sent date and amount in the AR tracker; set follow-up reminders for +15 days (3 min) — why: collections. Risk: Low.
• Definition of Done: All invoices sent, archived, and logged; zero validation errors; AR tracker updated.
• Metrics: 100% sent by day 3; error rate under 1%; DSO trend month-over-month.
• Edge cases: Missing PO → pause send, notify AM, create ticket; Disputed hours → issue credit memo and update tracker.
• Common errors & fixes: Wrong client contact → use CRM to verify; Tax misapplied → compare to last month’s invoice.
• Version: v1.0; Next review: 90 days.

Insider tricks that save hours

• Shadow steps: Ask AI to add the small moves experts forget (rename files, refresh filters, clear caches).
• Two-column thinking: Include “why it matters” for each step—reduces skipping by new team members.
• Risk colors: Tag High-risk steps as [RED] so reviewers focus there first.
• Parameterize: Use placeholders like [CLIENT NAME] so one SOP spawns fast variants per client or region.
• T-shirt sizing: Add S/M/L time ranges so people can spot overruns early.

Mistakes to avoid (and quick fixes)

• Vague verbs (“handle,” “check”). Fix: Use action-first commands (“Export,” “Compare,” “Send”).
• No trigger or owner. Fix: Start with “When X happens, [ROLE] starts.”
• Skipping quality criteria. Fix: Add a short acceptance checklist.
• Ignoring exceptions. Fix: Add if/then for the top 3 failure modes.
• Overcomplicating. Fix: Ship a one-page MVP, then iterate monthly.
• No version control. Fix: Name files with v1.0 and last-updated date.

30-minute action plan

1. List 5 recurring tasks; circle the one that blocks revenue or service.
2. Collect one sample output and any rough notes (non-sensitive).
3. Paste the Premium starter prompt with your task details.
4. Review the draft; ask AI to add [RED] tags and “why it matters.”
5. Run a quick test with a teammate; note gaps.
6. Update, export a 1-page checklist, save as v1.0.
7. Schedule a 90-day review and pick the next task.

Closing thought

SOPs aren’t paperwork—they’re speed. Start with one task, ship a simple version today, and let AI do the heavy lifting. One solid SOP a week will quietly transform your operations in a month.

[Jeff Bullas]

If you can’t hand off a task without a call, you don’t have an SOP—you have a bottleneck. Let’s fix that in under an hour using AI prompts that turn what’s in your head into simple, repeatable steps.

Why this works

Recurring tasks should be boring and consistent. AI is great at organizing, clarifying, and formatting. You supply the know-how; the prompts do the heavy lifting—asking smart questions, structuring the flow, and producing a clean document you can share.

What you’ll need

• One recurring task you want off your plate (billing, posting, onboarding, etc.).
• Any notes, screenshots, or a quick screen recording of you doing it once.
• Your tools and links (software, templates, shared drive).
• 10–30 minutes of focus and the prompts below.

The simple SOP shape (use this every time)

• Title
• Purpose and Output (what “done” looks like)
• Scope (what’s included/excluded)
• Owner and Frequency
• Tools and Templates
• Preconditions (what must be true to start)
• Step-by-step (numbered, verb-first)
• Quality Checks and Success Criteria
• Exceptions and Decision Rules
• Time Estimate and Variations
• Version History

Core prompt (copy, paste, run)

Use this to get a complete first draft. Paste it into your AI tool, then answer the questions it asks.

Prompt: You are a professional SOP writer. Draft a clear, one-page SOP for a recurring business task. First, ask me up to 10 clarification questions to capture: purpose, scope, owner, frequency, tools, preconditions, templates/links, step-by-step, decision points, quality checks, exceptions, time estimate, and versioning. After I answer, produce the SOP with these sections: Title, Purpose/Output, Scope, Owner/Frequency, Tools/Templates (with placeholders like {LINK}), Preconditions, Numbered Steps (verb-first, one action per step), Decision Rules (if/then), Quality Checks, Exceptions, Variations, Time Estimate, Version History. Use plain language at an 8th-grade reading level. Include a checklist at the end. Ask for one missing detail if anything is unclear.

Fast workflow (from zero to published)

1. Pick one task that repeats monthly or weekly and has a clear result.
2. Do it once while talking out loud. Capture rough notes or a quick recording.
3. Run the core prompt. Paste your notes. Answer the AI’s clarification questions.
4. Generate version 1. Skim for accuracy. Add links and numbers.
5. Test the SOP by following it exactly. Fix anything confusing.
6. Publish it where your team can find it. Name it “SOP – Task – v1.0 – Date.”
7. Improve after the next run. Update to v1.1 and keep changes in Version History.

Insider tips that save time

• Start every SOP with the trio: Trigger → Owner → Output. That prevents fuzzy starts.
• Use placeholders like {CLIENT}, {DATE}, {AMOUNT}, {TEMPLATE LINK} so anyone can reuse it.
• Keep each step to one action. If there are two verbs, split the step.
• Add a “Quality Checks” mini-list. It’s your built-in safety net.
• Ask AI to produce a one-page version and a checklist-only version.

Example SOP (Monthly Invoice Process)

Short, practical, and transferable to most accounting tools.

• Title: Monthly Client Invoicing
• Purpose/Output: Accurate invoices sent to all active clients; payments tracked.
• Scope: Recurring service invoices; excludes project deposits.
• Owner/Frequency: Accounts Assistant; monthly on the 25th.
• Tools/Templates: Accounting software; Invoice Template {LINK}; Client Rate Sheet {LINK}.
• Preconditions: Hours approved; new clients added; rate changes confirmed.
• Steps:
  1. Open accounting software and select the current month.
  2. Pull approved time and expenses for each active client.
  3. Apply client rate from Rate Sheet; verify tax settings.
  4. Generate draft invoice; insert {PO}, {Due Date}, and {Service Period}.
  5. Run spell-check; compare total to prior month variance (+/– 20%).
  6. Export PDF and save to /Invoices/{YEAR}/{MONTH}/{CLIENT}.
  7. Email invoice using template; attach PDF; cc {ACCOUNTING EMAIL}.
  8. Log sent date and amount in the A/R tracker {LINK}.
• Decision Rules: If variance > 20%, pause and request approval from {MANAGER}. If client is on retainer, skip step 2 and use fixed fee.
• Quality Checks: Totals match line items; correct client name; correct tax; link works.
• Exceptions: If a PO is missing, request PO and note “Pending PO” in tracker.
• Variations: International clients require currency check.
• Time Estimate: 45–60 minutes for 10 clients.
• Version History: v1.0 (2025-01-10) Initial release.

Refinement prompts (copy, paste, run)

• Turn messy notes into an SOP: Convert the text below into the SOP structure above. Ask up to 5 questions if details are missing. Keep it to one page and add a final checklist. Text: [paste notes]
• Create a checklist-only version: From this SOP, output a single checklist with numbered steps, decision if/then bullets, and a short quality checks list. No paragraphs.
• Mini prompt to add clarity: Rewrite the steps so each starts with a strong verb, contains one action, and includes concrete nouns (what tool, which file, which link). Keep steps under 18 words.
• Add roles and handoff: Add a RACI overview (Responsible, Accountable, Consulted, Informed) and identify any handoff points with “Owner → Next role.”
• One-page summary: Condense this SOP to a one-page quick reference while preserving Purpose, Trigger, Owner, Output, Steps, and Quality Checks.

Common mistakes and quick fixes

• Vague starts. Fix: Add a Trigger line, e.g., “On the 25th of each month…”
• Missing owner. Fix: Add “Owner: Role, Backup: Role.”
• Long steps. Fix: Split multi-verb steps into two.
• No quality bar. Fix: Add 3–5 “must be true” checks.
• No decision rules. Fix: Add simple if/then statements for common exceptions.
• Lost in folders. Fix: Put SOPs in one shared location; name consistently.

30–60 minute action plan

1. Pick one recurring task that annoys you.
2. Do it once and jot rough steps (5–10 bullets).
3. Paste your notes into the core prompt. Answer questions.
4. Publish v1.0 and run it once. Note any friction.
5. Update to v1.1. Create the checklist-only version for daily use.

Final thought

You don’t need perfect. You need clear. One solid SOP removes a recurring worry and frees your headspace. Use the prompts, ship version 1, and improve as you go.

[Author]

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