Name: Sop Builder
Author: w95

SOP Builder

Overview

Generate comprehensive Standard Operating Procedures (SOPs) that document processes, assign responsibilities, establish approval chains, and enable consistent execution across teams. This skill creates professional, compliance-ready SOPs with clear workflows and governance.

Core Components

1. Process Definition

Process Title: Clear, descriptive naming
Scope: What's included and excluded
Objectives: Desired outcomes
Frequency: How often the process runs
Owner: Primary responsible party

2. Step-by-Step Workflow

Step #: [Action]
- Input: [Required materials/data]
- Action: [Specific task]
- Output: [Deliverable]
- Owner: [Role responsible]
- Timeline: [Duration/deadline]

3. RACI Matrix

Create accountability structure:

R (Responsible): Does the work
A (Accountable): Makes final decision
C (Consulted): Provides input
I (Informed): Kept updated

Activity | Finance | Operations | Approval | Execution
---------|---------|-----------|----------|----------
Request  | R       | C         | I        | I
Review   | A       | R         | C        | I
Approval | C       | I         | A        | R
Execute  | I       | I         | I        | A

4. Approval Chains

Threshold Levels: Define when escalation occurs
Approvers: Named roles and escalation path
Timeline: SLAs for approvals
Rejection Criteria: When to bounce back

5. Process Map (ASCII)

START
  |
  v
[Step 1] --> [Step 2] --> [Step 3]
              |
              v (Error)
          [Correction]
              |
              v
         [Step 3]
              |
              v
            END

6. Decision Points

If X, then Y: Clear branching logic
Exception Handling: How to handle edge cases
Escalation Triggers: When to involve management

Template Structure

SOP-XXX: [Process Name]

Version: 1.0 Last Updated: [Date] Next Review: [Date] Owner: [Name/Role]

Purpose: [1-2 sentence summary]

Scope: [What's included; what's excluded]

Responsible Parties:

Process Owner: [Role]
Executor: [Role]
Approver: [Role]
Stakeholders: [List]

Key Metrics:

Cycle time: [Target duration]
Error rate: [Target %]
Compliance: [Target %]

RACI Matrix: [See above]

Process Steps: [Numbered steps 1-N with all details]

Approval Chain:

Level 1 [Condition]: [Approver + Timeline]
Level 2 [Condition]: [Approver + Timeline]
Level 3 [Condition]: [Approver + Timeline]

Exception Handling:

Exception 1: [Response]
Exception 2: [Response]
Escalation Protocol: [When/how to escalate]

Best Practices

Clarity: Write for the most junior team member; avoid jargon
Specificity: Include URLs, templates, system names, field mappings
Visual Aids: Use flowcharts, screenshots, decision trees
Version Control: Track changes; date all revisions
Testing: Pilot with actual users before final release
Accessibility: Provide in multiple formats (PDF, online, video)
Regular Reviews: Schedule annual reviews; quarterly updates for new issues
Training: Link SOPs to training completion records
Metrics: Include KPIs to measure process health
Feedback Loop: Collect user feedback; iterate quarterly

Common Pitfalls

Too Much Detail: Balance completeness with readability
Outdated Information: Assign ownership for keeping current
No Ownership: Always assign a DRI (Directly Responsible Individual)
Lack of Examples: Include real-world examples and sample outputs
No Exception Handling: Anticipate what can go wrong
Missing Timelines: Include both expected and max durations
Poor Formatting: Use consistent structure across all SOPs

Example: Approval Request SOP

SOP-001: Expense Approval Workflow

Purpose: Ensure all expenses are authorized, documented, and compliant with company policy.

Scope: All employee expenses; excludes routine operational costs over $50K (escalated to CFO).

Key Metrics:

Average processing time: 5 business days
First-pass approval rate: 95%+

RACI Matrix:

Activity	Employee	Manager	Finance	CFO
Submit	R	-	I	I
Initial Review	-	A	C	-
Compliance Check	-	-	R	-
Final Approval	-	-	A	-
Payment	-	-	R	I

Steps:

Employee submits receipt + business justification in Expensify
Manager reviews within 2 business days (approve/reject/request info)
Finance compliance team verifies against policy ($50K threshold)
If under threshold: approved; if over: forwarded to CFO within 1 business day
Once approved, payment processed within 3 business days
Employee receives confirmation email with check/ACH date

Approval Chain:

Manager (all amounts): 2 business days
Finance ($5K-$50K): 1 business day
CFO (>$50K): 2 business days

Exceptions:

Missing receipt: Request within 48 hours or deny
Policy violation: Hold for clarification; finance team notifies manager
Duplicate expense: Flag and contact employee immediately

Integration Points

Link to policy documents (URL)
Reference training materials
Connect to system workflows (Salesforce, Workday, etc.)
Reference related SOPs (e.g., SOP-002: Time Off Approval)
Include templates and checklists as appendices

Maintenance

Assign process owner to monitor compliance monthly
Quarterly review meetings with process stakeholders
Annual comprehensive audit and revision
Version control: date each update, summarize changes
Notify affected teams of changes; provide training as needed

Use this skill to: Document any repeatable process, create compliance-ready workflows, establish clear accountability, and enable consistent execution at scale.

Sop Builder