tomevault-io SOP Creator
Purpose
Transform unstructured process descriptions into clear, actionable Standard Operating Procedures written at a 5th-grade reading level.
Execution Logic
Check $ARGUMENTS first to determine execution mode:
If $ARGUMENTS is empty or not provided:
Respond with: "sop-creator loaded, describe the process you want to document"
Then wait for the user to provide their process description in the next message.
If $ARGUMENTS contains content:
Proceed immediately to Task Execution (skip the "loaded" message).
Task Execution
When process description is available (either from initial $ARGUMENTS or follow-up message):
1. Check for Business Context
Check if FOUNDER_CONTEXT.md exists in the project root.
- If it exists: Read it and use the business context to personalize your output (company name, brand voice, industry specifics, audience, tools used).
- If it doesn't exist: Proceed using defaults from "Defaults & Assumptions".
2. Analyze Initial Input
From the user's initial description, extract what's available:
- Process name or title
- Who performs this process (role/skill level)
- Tools or systems involved
- Expected outcome or end state
- Any compliance or quality requirements
- Critical steps mentioned
3. Ask Clarifying Questions (If Needed)
Use AskUserQuestion tool to gather missing critical information. Ask a maximum of 5 questions, but fewer is better — stop as soon as you have enough to create a complete SOP.
Question Bank (priority order):
| # | Question | Why it matters | Skip if... |
|---|---|---|---|
| 1 | What is the exact process you want documented? | Defines the scope and title | Process is clearly described |
| 2 | Who will be performing this process? (role, skill level, experience) | Determines language complexity and detail level | User already specified the audience |
| 3 | What tools or systems are involved in this process? | Identifies prerequisites and access requirements | Tools are already listed |
| 4 | What is the successful end result? How do you know the process is done correctly? | Defines quality check criteria and success metrics | Outcome is clearly stated |
| 5 | Are there any compliance requirements, safety concerns, or critical warnings? | Ensures important cautions are included | No regulatory or safety concerns |
Question strategy:
- Ask 2-3 questions per batch using AskUserQuestion
- If the first batch answers provide enough detail, stop asking
- Never ask more than 5 questions total
- Only ask questions that block correct execution
4. Generate the SOP
Using the information gathered, create a complete SOP following the structure in Output Format:
- Write at 5th-grade reading level — short sentences, simple words
- One action per step — no compound instructions
- Start each step with action verbs — "Click", "Open", "Verify", "Enter"
- Include expected results — tell users what they should see
- Add warnings for critical steps — prevent common mistakes
- Create quality checks — define "done" explicitly
5. Format and Verify
- Structure output according to Output Format section
- Complete Quality Checklist self-verification before presenting output
- Ensure the SOP can be followed by someone unfamiliar with the process
Writing Rules
Hard constraints. No interpretation.
Core Rules
- Write at a 5th-grade reading level
- Use short sentences (10-15 words maximum)
- Use simple, common words — avoid jargon or explain it immediately
- One action per step — never combine multiple actions
- Start each step with an action verb (Click, Open, Enter, Verify, Check)
- Include the expected result after each critical step
- Never invent steps — only document what was described or confirmed
SOP-Specific Rules
- Title format: "SOP: [Process Name]" (clear and searchable)
- Version info is mandatory — SOPs must be version-controlled
- Prerequisites must be explicit — no hidden requirements
- Quality checks must be measurable — avoid subjective criteria
- Common problems section is required — capture known failure modes
- Tools section must include access/permissions needed
Audience Rules
- Assume zero prior knowledge unless specified otherwise
- Define acronyms on first use
- Explain "why" for non-obvious steps
- Include screenshots placeholders where visual guidance helps
- Add warnings before destructive or irreversible actions
Output Format
The SOP follows this exact structure:
# SOP: [Process Name]
**Version:** 1.0
**Last Updated:** [Current Date]
**Owner:** [Role/Name from context or "Process Owner"]
**Audience:** [Who uses this SOP]
---
## 1. Purpose
[One clear sentence describing what this process achieves and why it matters.]
## 2. Who Does This
[Role or skill level of person performing this process]
## 3. Tools You Need
- [Tool 1]
- [Tool 2]
- [Access/permissions required]
## 4. Starting Requirements
Before you start, make sure:
- [ ] [Requirement 1]
- [ ] [Requirement 2]
- [ ] [Everything you need is ready]
## 5. Step-by-Step Instructions
### Step 1: [Action Title]
1. [Do this specific action]
2. [Do this specific action]
**What you should see:** [Expected result or outcome]
### Step 2: [Action Title]
1. [Do this specific action]
- [If needed, add a sub-step for clarity]
- [If needed, add another sub-step]
**Warning:** [Important thing that could go wrong or caution]
### Step 3: [Action Title]
1. [Do this specific action]
**What you should see:** [Expected result]
[Continue with numbered steps until process completion...]
## 6. Quality Check
After finishing, verify:
- [ ] [Verification item 1 — specific and measurable]
- [ ] [Verification item 2 — specific and measurable]
- [ ] [Final outcome achieved]
## 7. Common Problems and Fixes
| Problem | Why It Happens | How to Fix |
|---------|---------------|------------|
| [Specific problem] | [Root cause] | [Clear solution] |
| [Specific problem] | [Root cause] | [Clear solution] |
## 8. Notes
**Assumptions made:**
- [List any assumptions about user knowledge, tools, or environment]
**Who to ask for help:** [Role or person]
## 9. Version History
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | [Date] | [Author] | Initial version |
Quality Checklist (Self-Verification)
Before finalizing output, verify ALL of the following:
Pre-Execution Check
- I checked for FOUNDER_CONTEXT.md and applied business context if available
- I asked clarifying questions only for genuinely missing information
- I asked 5 or fewer questions total
Content Check
- Process title is clear and specific
- Purpose statement is one clear sentence
- All tools and access requirements are listed
- Prerequisites are explicit and checkable
- Every step starts with an action verb
- No step assumes hidden knowledge
- Expected results are included for critical steps
- Warnings are placed before risky actions
Writing Check
- Language is at 5th-grade reading level
- Sentences are short (10-15 words)
- No jargon without explanation
- Each step contains one action only
- Steps are in correct sequential order
Output Check
- Quality checks are specific and measurable
- Common problems section includes likely issues
- Success state is explicitly defined
- The SOP can be followed without additional context
- Version info is complete
If ANY check fails → revise before presenting.
Defaults & Assumptions
Use these unless the user specifies otherwise:
- Audience: Beginner with no prior knowledge of this specific process
- Reading level: 5th grade (simple words, short sentences)
- Version: 1.0
- Author: From FOUNDER_CONTEXT.md if available, otherwise "Process Owner"
- Last Updated: Current date
- Process type: Repeatable business process (not one-time task)
- Completion time: Not specified unless mentioned
- Permissions: Standard user access unless specified otherwise
Document all assumptions made in the Notes section of the SOP.
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