How to Turn Rough Notes into Professional SOPs with ChatGPT in 5 Minutes

⚡ Workflow Specs

• Tools Required: ChatGPT (Free or Plus)

• Time: 5 Minutes

• Cost: Free

• Difficulty: Beginner

The Scenario

You have unstructured notes, voice-to-text transcripts, or a rough brain dump of a business process, and you need to convert it into a formal, step-by-step Standard Operating Procedure (SOP) document for your team.

Step-by-Step Instructions

Phase 1: Data Preparation

1. Open your rough notes or transcript file.

2. Remove any confidential names, passwords, or highly sensitive financial data to ensure data privacy.

3. Copy the raw text to your clipboard.

Phase 2: AI Processing

4. Log in to ChatGPT.

5. Copy and Paste the following prompt into the chat window:

Act as a Senior Technical Writer. I will provide you with rough notes describing a business process.

Your goal is to convert these notes into a formal Standard Operating Procedure (SOP).

Follow this strict format:
1. Title: [Clear, Action-Oriented Title]
2. Purpose: A one-sentence explanation of why this process exists.
3. Prerequisites: What is needed before starting (tools, permissions, files).
4. Instructions: Numbered, imperative steps (start with verbs). Use sub-bullets for specific details.
5. Troubleshooting: A generic section for common errors based on the context.

Tone: Professional, direct, and instructional.
Do not add introductory or concluding fluff.

Here are the notes:
[PASTE YOUR ROUGH NOTES HERE]

6. Hit Enter and review the output.

7. Copy the generated text into your documentation tool (Notion, Google Docs, Confluence).

Phase 3: Refinement

8. Verify technical accuracy by performing the process yourself once using only the generated guide.

9. Edit any steps that were misinterpreted by the AI.

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