Capture the Real Process
The best SOPs come from how the work is actually done, not how people wish it worked. Record the task name, trigger, tools used, decisions, exceptions, and expected result.
Give AI rough notes from the person who performs the task. Ask it to turn them into numbered steps with prerequisites, quality checks, and common mistakes.
Use Plain Language
An SOP should help someone complete the task without guessing. Avoid internal shorthand unless the document defines it clearly.
Ask AI to rewrite the procedure for a new employee and then for a manager. Comparing the two versions often reveals where the instructions are too vague or too detailed.
Test the Procedure
Have someone unfamiliar with the task follow the SOP and note every point of confusion. The test is more valuable than a perfectly formatted first draft.
Update the SOP when tools, approvals, pricing, or responsibilities change. AI can help summarize revisions, but ownership should stay with the team.