By name: sop-builder description: "Create Standard Operating Procedures with step-by-step workflows, RACI matrices, process maps, approval chains, and version control"
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.