Using AI to Create Stupid-Simple SOPs from Your Own Work Process

1. Overview

This SOP explains how to use AI to document your own work processes and turn them into easy-to-follow standard operating procedures (SOPs). It is designed for beginners with no prior experience using AI.

2. Scope

This SOP applies to any team member responsible for recurring tasks who needs to document what they do in a clear, teachable way. It focuses on voice-based interaction with AI and is ideal for building SOPs that anyone can follow, even without experience.

3. Responsibilities

Each team member is responsible for:

• Opening and interacting with the AI tool
  
• Verbally explaining their work process clearly
  
• Asking the AI to help structure their explanation into an SOP
  
• Reviewing and refining the output until it is easy to follow
  

NOTE: Supervisors are responsible for reviewing and approving final SOPs for clarity and accuracy.

4. Requirements

• A device with internet access (computer, tablet, or smartphone)
  
• Access to this custom AI ChatBot: ChatGPT - SOP Writer Pro
  
• A working microphone for voice input
  
• A quiet space to talk and think out loud
  
• Optional: Notepad or document app for reference

5. Process

This process is designed to guide someone with no prior experience in AI or SOP writing. The goal is to capture all key actions in a task using voice, and have the AI do the heavy lifting of formatting it into a usable SOP.

Step 1: Open the AI Tool
 Use a computer or phone to open your team's AI chatbot, such as ChatGPT. If you're using the mobile app, tap the headphone icon to use your voice.

Step 2: Start the Conversation with This Prompt
 Put exactly this prompt into the AI:
"Hi, I need your help creating a stupid-simple standard operating procedure for a task I do at work. I'm going to talk through what I do, step by step, and I want you to help me organize it into an SOP. Please guide me through the process."

Step 3: Tell the AI the Name of the Task
 Give AI the task name clearly. Prompt:
"The task is: [insert task name]."

Step 4: Explain What This Task Is Meant to Do
 Tell the AI the goal of the task.
"The purpose of this task is to [insert outcome of the task]."

Step 5: Say Who Usually Does This Task
 Let the AI know who’s responsible for this.
"Usually the [insert position] handles this task."

Step 6: Now Walk Through the Task in Bullet Points
 Imagine you're teaching a 10-year-old. Just say each step you do, one at a time. Don’t worry about sounding perfect. Example:
"I log in to Facebook Ads Manager. I duplicate an old ad set. I change the budget. I swap the creative..."
 Keep going until you’ve listed every step in your process. Aim for at least 15 to 20 small, detailed steps.

Step 7: Mention Any Tools, Links, or Requirements
 After you’ve listed your steps, say what’s needed to complete them.
"You need access to our ad account, the client’s creative folder, and the campaign brief in Notion."

Step 8: Ask the AI to Repeat Back the Steps as an SOP
 Now say:
"Okay, can you turn what I just said into a formal standard operating procedure that includes an overview, scope, responsibilities, requirements, and process steps?"

Step 9: Review the SOP Together
 Read or listen to what the AI gives you. If anything’s missing, just say:
"I also do this other step..." or
"That step is too general—can you make it more specific?"
 Ask the AI to rewrite sections until it’s crystal clear.

Step 10: Ask AI to Make It 10-Year-Old Simple
 Once the SOP looks good, say:
"Can you rewrite the steps so that even a 10-year-old who’s never done this before could follow them?"

Step 11: Copy Entire SOP into SOP Writer Pro and Create Workflow Diagram

Copy the entire finished SOP into the chat box of ChatGPT. Then simply type this prompt: “please create our workflow diagram for this SOP” | ChatGPT will think for a second and then you will be prompted to Allow ChatGPT to talk with Connector. Click “Accept”

Step 12: Copy Workflow Diagram Into Bottom of SOP

1. Right click the image of the diagram.
2. Select Copy Image
3. Return to the SOP and click to the very bottom of the SOP
4. Right click
5. Select Paste
6. The Diagram will be pasted to the SOP. Simply, resize it to an appropriate size.

Step 13: Your SOP is DONE!
 Once you're happy with the final version you have officially created a BRAND NEW SOP! 🎉

Step 14: Upload SOP to SOP HUB

Follow this SOP to learn how to upload the SOP to the SOP HUB properly: SOP - How To Put New SOPs into SOP Hub

Then, you can access the SOP Hub Here: reVU Media - SOP HUB