Write a Standard Operating Procedure

Turn any process your team does repeatedly into a clear, step-by-step SOP that anyone can follow.

I run a UK business with [number] employees. Write a standard operating procedure (SOP) for the following process:

Process name: [e.g. "Processing a new customer order"]
Who performs it: [e.g. "Operations team"]
How often: [e.g. "10-15 times per day"]
Tools involved: [e.g. "Xero, Gmail, Google Sheets"]
Current problems with this process: [e.g. "Steps get skipped, different people do it differently, new starters take weeks to learn it"]

Structure the SOP as a formal document with:

1. **Header block:**
   - Document title, version number (start at 1.0), effective date
   - Process owner (role, not name)
   - Last reviewed date and next review date (suggest quarterly)

2. **Purpose and scope:**
   - One-sentence purpose statement
   - Who this applies to (roles)
   - When to use this SOP and when NOT to use it

3. **Prerequisites:**
   - System access required
   - Knowledge or training needed before starting
   - Materials or documents needed

4. **Step-by-step procedure:**
   - Numbered steps in plain English (no jargon)
   - For each step: what to do, which tool to use, expected outcome
   - Decision points clearly marked ("IF [condition], go to Step X. OTHERWISE, continue.")
   - Time estimate per step where useful

5. **Quality checks:**
   - Verification points built into the process (how to confirm each step worked)
   - Common mistakes and how to avoid them (table format: Mistake | Consequence | Prevention)

6. **Escalation matrix:**
   - When to involve a manager (specific triggers, not vague "if unsure")
   - Who to contact and expected response time
   - What to do while waiting for escalation response

7. **Appendix:**
   - Glossary of any terms a new starter might not know
   - Links to related SOPs
   - Version history table (date, version, what changed, changed by)

Write it so someone with no prior experience of this process could follow it on day one without asking questions. Use a professional but accessible tone.