The problem
Know-how lives in one person’s head. When they are off, things go wrong.
Step by step
- Record yourself explaining a task out loud, or write rough bullet points while you do it.
- Ask the AI to turn it into a numbered checklist with a purpose, what you need and common mistakes.
- Give it to someone who has never done the task and watch them follow it.
- Fix the steps they got stuck on.
The prompt
Turn these rough notes into a standard operating procedure for {task} at {business}.
Format: purpose (1 line), what you need, numbered steps (one action each), common mistakes, who to ask.
Do not add steps I did not mention; mark gaps with [CHECK].
Notes:
{notes}
Replace the {highlighted} parts with your details, or fill them in with the prompt builder.
Check before you use it
- A new person can follow it without asking questions.
- Safety steps are included and correct.
Privacy
- Remove passwords and access codes; store them in a password manager instead.
Do’s and don’ts
Do
- Record or describe the task while someone actually does it.
- Have the person who does the job check the draft.
- Keep each SOP to one page if you can.
Don’t
- Let AI write safety or food hygiene procedures without a qualified check.
- Write SOPs nobody can find. Put them in one shared place.
- Make them so long that nobody reads them.
When not to use AI for this
Safety-critical procedures should be checked by someone qualified.
Tools that can help
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
Useful for
Restaurants and cafésTrades and home servicesSalons, barbers and beautyAccountants and bookkeepersSmall law firmsHealth and dental practicesNonprofits and charitiesHotels, B&Bs and holiday rentalsSmall manufacturers and workshopsCleaning companies
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