SOP Builder Template
Turns a transcript of an expert explaining a task into a structured SOP, plus a list of the gaps to take back to the expert.
Below is a transcript of an experienced colleague explaining how to do: [TASK NAME]. Audience for the SOP: someone competent who has never done this task. WRITE THE SOP 1. Purpose — one sentence 2. When to use this / when not to 3. Before you start — access, files, information 4. Steps — numbered, one action per step, each starts with a verb, includes where to click or look 5. Decision points — "If …, then …" 6. Common mistakes and how to spot them 7. Who to ask, and what to tell them THEN LIST GAPS Every place the explanation assumed knowledge, skipped a step, or said something like "you just know". Write each gap as a question for the expert. RULES - Do not invent steps to fill gaps. - Do not include passwords, keys or personal data even if spoken in the transcript. TRANSCRIPT [PASTE]
What you need first
- A transcript of the expert doing or explaining the task (10 minutes is plenty)
- The task name and who the SOP is for
How to use it
- 1
Record once, transcribe automatically, paste as is.
- 2
Take the GAPS list back to the expert; fold the answers in.
- 3
Give the SOP to a newcomer. Each question they ask is a missing line.
- 4
Add an owner and a review date.
Make it yours
- Ask for a checklist version (steps only) for people who already know the task.
- For software tasks, add "include the menu path for every click".
This template is the reusable half of the SOP Creation with AI workflow, which covers the full process, an example output and the review checklist. More for this team: AI for Operations. Want it adapted to your team’s work? See how training works.
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Open workflow →
Bring one task.
Leave with it running.
Book a 30-minute call. You’ll have a recommended format and a written quote within 24 hours.
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