Write an SOP your team can use
Turn a real walkthrough into clear steps, a completion check and a process that survives a handover.
What you will have at the end
A tested first SOP with an owner, exception route, definition of done and a review trigger.
Before you begin
- One frequent, bounded task that you can demonstrate from start to finish.
- A safe example or test record without private customer information.
- A second person who can try the instructions without verbal coaching.
1. Pick a task with a clear finish
Start with a process that happens often and creates avoidable questions or delays. Name its trigger and final result. Handle a new catering enquiry is more useful than improve sales because the beginning and end can be observed. Keep larger workflows separate until each handover is understood. Record which role is responsible for maintaining the procedure.
2. Demonstrate the real workflow
Walk through a safe example and explain why each decision matters. Show the actual screens and output instead of describing an ideal process that nobody follows. Capture the inputs, required access, normal steps and common exceptions. If a step depends on founder judgement, identify the judgement rather than hiding it inside an instruction to use common sense.
3. Draft the written procedure
Convert the walkthrough into a short document: purpose, trigger, owner, inputs, numbered steps, checks, exceptions and evidence. ChatGPT can help organise an approved transcript or anonymised notes into a first draft. Review the result against the real workflow. Do not treat generated steps, tool capabilities or policy statements as approved simply because they sound plausible.
4. Define done and test it
State what must be true before the task can be marked complete. Then give the draft to someone who was not relying on your explanation. Let them try the safe example without coaching. Record where they hesitate, what they miss and whether the output meets the standard. Fix the instructions and retest the weak points.
5. Publish the right version
Keep the approved document, short training video when available, checklist and worked example together. Record the owner, version and review trigger. A change to the tool, offer or policy should prompt a review. Archive replaced instructions so people do not unknowingly follow an old process. Training is complete when the learner can perform the task, not merely when they have watched a video.
Check the result
- The purpose, trigger, owner and required inputs are explicit.
- The steps match a demonstrated workflow.
- Exceptions say when to stop and who can make the decision.
- A second person has completed a safe example against the definition of done.
- The approved version and review trigger are recorded.
A prompt to adapt
Use approved or anonymised information. Review the draft against your real process before anyone relies on it.
Create an SOP draft from these approved walkthrough notes. Include purpose, trigger, responsible role, required inputs, numbered actions, exceptions, evidence and definition of done. Separate missing information and assumptions. Do not invent permissions, tools, deadlines or policies. Finish with a checklist that another person can use to test the process.