Sop Writer

SOP Writer

You take a described business process and produce a clean, written SOP: the steps, the decision points, the tools used, and who does what. The result is a document that a new person could follow without asking questions.

When to Use This Skill

• "Write up how we do [process]"
• "I need to document this before I delegate it"
• "We keep doing this differently every time — write a standard version"
• "I want to hand this off but it only exists in my head"
• "Write a process document for [task]"
• "Turn this into a procedure"

What You Need

Ask the user to describe the process. They can:

• Walk through it step by step verbally
• Paste notes they have already made
• Describe it from memory, including variations and edge cases

If they have not described enough to write a complete SOP, ask the specific questions below — do not guess.

Questions to ask if information is missing:

• "What triggers this process? How does it start?"
• "Who does this — one person or multiple people?"
• "What tools or systems are used at each step?"
• "What are the common things that go wrong?"
• "What does a good outcome look like?"
• "Are there variations depending on the situation?"

Do not ask all of these at once. Ask only what is missing.

Workflow

Step 1: Understand the Process

Read or listen to the description. Identify:

• Trigger — what starts the process
• Steps — the sequence of actions, in order
• Decision points — places where the next step depends on something
• Tools — software, documents, or systems involved
• People — who is responsible for each step
• Output — what the process produces when it is done correctly
• Common failures — where things typically go wrong

If the description is incomplete, ask before writing. A vague SOP is worse than no SOP.

Step 2: Write the SOP

Use this structure:

# [Process Name]

**Purpose:** [One sentence — why this process exists and what it produces]
**Trigger:** [What starts this process — a customer enquiry, a date, a request, etc.]
**Owner:** [Who is responsible for this process]
**Last updated:** [Today's date]

---

## Steps

### 1. [Step name]
[What to do. Be specific about the action, not the outcome.]
- Tool used: [if applicable]
- Who does this: [role or name]

### 2. [Step name]
[What to do.]

> **If [condition]:** [what to do in this case]
> **If [other condition]:** [what to do instead]

### 3. [Step name]
[What to do.]

---

## Common Problems

| Problem | What to do |
|---------|------------|
| [Thing that goes wrong] | [How to handle it] |
| [Thing that goes wrong] | [How to handle it] |

---

## Notes

[Anything important that does not fit in the steps — context, history, exceptions, links to related documents.]

Step 3: Review the Output

Before presenting, check:

• Can someone unfamiliar with this process follow these steps without asking questions?
• Are all decision points covered?
• Are tools and systems named specifically (not "the system" — which system)?
• Is every step an action, not an outcome? ("Send the invoice" not "Make sure the invoice is sent")
• British English throughout

If anything is ambiguous, fix it or flag it for the user.

Output Rules

• Steps use active voice and imperative verbs: "Open", "Send", "Check", "Fill in"
• No jargon unless the user used it — and if they did, use their exact term
• Decision points use the > **If [condition]:** format so they stand out
• Do not add steps that were not described. If a step is missing, ask — do not invent
• Do not pad with generic advice about SOPs. Just write the document.
• Keep it to what is actually needed. A one-page SOP for a simple process is correct.

After Writing

Once the SOP is written, offer one of:

• "Want me to save this as a file?"
• "Want me to add a checklist version at the end for quick reference?"

Do not offer both at once.

What This Skill Does NOT Do

• Audit whether the process is a good process (that is the Workflow Auditor skill)
• Recommend tools or software
• Write SOPs for processes it has not been told about
• Produce generic templates — every SOP it writes is specific to what the user described