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SOP Auto-Builder

Purpose: Simplify the process of creating and updating standard operating procedures (SOPs).

Overview​

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Goal: Reduce SOP creation time by 70% using AI-assisted drafting.

  • 💡 Key Insight: AI works best when it has examples to learn from—upload your existing SOPs first.
  • ⚙️ Tools Needed: ChatGPT for Teams Projects, Google Drive, NotebookLM (optional)
  • 📊 Success Metric: SOP creation time reduced by 70%
🔧 Step 1: Prepare Your SOP Library
  1. Gather Existing SOPs: Collect 3-5 of your best current SOPs that follow your preferred format.
  2. Upload to Shared Storage: Place them in a Google Drive or SharePoint folder.
  3. Organize by Type: Group similar processes together (e.g., safety, quality, production).

Why This Matters: AI learns from your examples to match your company's tone and structure.

🤖 Step 2: Set Up ChatGPT Project
  1. Create a New Project: In ChatGPT for Teams, click "Projects" and create one named SOP Builder.
  2. Add Sample Files: Upload your 3-5 example SOPs to the Project.
  3. Add Context: Include any style guides or formatting requirements.

Pro Tip: Projects remember your files and preferences across all conversations.

✍️ Step 3: Generate Your SOP

Use this prompt in your SOP Builder Project:

Create a draft SOP using these examples for [process name]. 
Keep the same structure and tone.

Include:
1. Purpose
2. Scope
3. Step-by-Step Procedure
4. Quality & Safety Notes
5. Revision Control Table

Review the Output: Check for accuracy, add specific details, and adjust formatting.

📝 Step 4: Refine and Export
  1. Edit for Accuracy: Verify all steps match your actual process.
  2. Add Role-Specific Details: Include who performs each step.
  3. Export: Copy to Word or Google Docs using your standard template.
  4. Get Approval: Route through your normal review process.
🔄 Step 5: Maintain Your SOP System

Best Practices:

  • Keep SOPs short and role-specific
  • Use a single format template to maintain consistency
  • Review quarterly for duplication or outdated steps
  • Update the ChatGPT Project when your format changes

Update Cycle: Review every 6 months using the Eliminate → Consolidate → Automate framework.

AI Prompt Template​

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Copy this prompt into your ChatGPT Teams SOP Builder Project:

Role:
You are a manufacturing operations specialist who writes concise SOPs for production and logistics environments.

Action:
Using the attached examples, draft a clear, numbered SOP for [process name].  
Maintain a professional tone that's easy to train from.

Include:
1. Purpose  
2. Scope  
3. Step-by-Step Procedure  
4. Quality & Safety Notes  
5. Revision Control Table

Format:
- Use numbered steps
- Keep language simple and direct
- Include safety warnings where relevant
- Add a revision history table at the end

Measuring Success​

Track these metrics over 90 days:

  • ⏱️ Time Savings: Hours saved per SOP created
  • 📈 Volume: Number of SOPs created vs. previous quarter
  • ✅ Quality: Approval rate on first submission
  • 🔄 Updates: Time to revise existing SOPs

Target: 70% reduction in SOP creation time within first quarter.