Sop Creator

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 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:

1. Write at 5th-grade reading level — short sentences, simple words 2. One action per step — no compound instructions 3. Start each step with action verbs — "Click", "Open", "Verify", "Enter" 4. Include expected results — tell users what they should see 5. Add warnings for critical steps — prevent common mistakes 6. 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.

---