Writing Good Prompts
Learn how to describe your processes effectively to get the best AI-generated SOPs.
The Key to Great SOPs
The quality of your AI-generated SOP depends heavily on how well you describe your process. A good prompt helps our AI understand your workflow and create accurate, comprehensive documentation.
What Makes a Good Prompt
- • Specific steps in chronological order
- • Clear responsibilities - who does what
- • Time requirements and deadlines
- • Quality standards and success criteria
- • Common problems and how to handle them
Prompt Structure Template
Follow this structure for best results:
"[Process Name]: [Brief description of what this process accomplishes]"
"When [trigger], we need to: 1) [step], 2) [step], 3) [step]..."
"[Role/person] is responsible for [specific tasks]"
"Complete within [timeframe], follow up after [duration]"
"Success means [criteria], quality check: [requirements]"
"Common problems: [issue 1], [issue 2]. Handle by [solution]"
Examples: Good vs. Poor Prompts
❌ Poor Prompt
"Employee onboarding - we need to get new people set up when they join."
Why this doesn't work:
- • Too vague - no specific steps
- • No timing or deadlines
- • Missing responsibilities
- • No quality standards
✅ Good Prompt
"Employee Onboarding Process: When a new employee starts, we ensure they're fully set up and trained within their first week. Steps: 1) HR sends welcome packet and equipment list 24 hours before start date, 2) IT sets up computer, email, and system access by day 1, 3) Direct manager schedules orientation meeting on day 1, 4) HR coordinator walks through benefits and policies in first 2 days, 5) Manager assigns buddy for first month, 6) Complete compliance training within 5 business days, 7) Follow-up check-in after 2 weeks. Quality standards: All paperwork complete, systems working, employee feels welcomed and prepared. Common issues: Delayed equipment delivery, missing system access - handle by having backup equipment and pre-created access templates."
Why this works well:
- • Clear sequential steps
- • Specific timeframes
- • Defined responsibilities
- • Quality criteria included
- • Common problems addressed
Industry-Specific Tips
Customer Service
- • Include response time requirements
- • Mention escalation procedures
- • Specify documentation needed
- • Add customer satisfaction metrics
Manufacturing
- • List required tools/equipment
- • Include safety procedures
- • Specify quality measurements
- • Mention maintenance schedules
Healthcare
- • Include compliance requirements
- • Specify patient safety protocols
- • Mention documentation standards
- • Add infection control measures
Software/IT
- • Include system requirements
- • Specify testing procedures
- • Mention rollback plans
- • Add security considerations
Quick Checklist
Before submitting your prompt, make sure you've included: