AI Prompt for SOP Generation

Standard Operating Procedure: [Client Name] Facilities Maintenance Workflow

Version: 1.0
Date: [Date of Generation]
Author: [Your Name]

1.0 Purpose and Scope

This document outlines the step-by-step process for managing facilities maintenance work orders from initiation to completion for [Client Name]. It covers all standard procedures, escalation paths, communication protocols, and system usage. Its purpose is to ensure consistent and efficient execution of maintenance tasks across all locations.

2.0 Work Order Initiation & Triage

This section details how a maintenance issue is reported and processed initially.

2.1 Work Order Creation:

Channels: [List all methods for submitting a work order, e.g., Phone, Web Portal, Email.]
Authorized Personnel: [List all roles that can submit a work order, e.g., Store Manager, Assistant Manager.]
Required Information: [List the mandatory fields/information needed to submit a ticket.]

2.2 Initial Triage and Categorization:

Responsibility: [Identify the role responsible for the first review, e.g., Dispatcher.]
Process: [Detail the step-by-step review process.]
Categorization: [Explain how work orders are assigned a trade, e.g., HVAC, Plumbing, Electrical.]
Priority Assignment: [Detail the criteria for assigning priority levels. Format as a list.]
- P1 - Emergency:
  - Criteria: [e.g., Direct impact on sales, safety risk, store closure.]
  - Example: [e.g., Gas leak, total power loss.]
- P2 - Urgent:
  - Criteria: [e.g., Potential impact on sales, significant customer inconvenience.]
  - Example: [e.g., AC failure in summer, broken main entrance door.]
- P3 - Normal:
  - Criteria: [e.g., Non-critical repairs, cosmetic issues.]
  - Example: [e.g., Dripping faucet in back room, cracked floor tile.]

3.0 Process Execution & Vendor Management

This section covers the work order lifecycle after initial triage.

3.1 Vendor Dispatch:

Selection Process: [Describe how a vendor is selected, e.g., Primary vendor list by trade/region.]
Dispatch Method: [How is the vendor contacted and assigned the work?]

3.2 Financial Approvals (NTE Escalation):

Process: [Outline the approval workflow based on cost using a bulleted list.]
- For costs < $[Amount]: Approval is granted by [e.g., Automatic Dispatcher Approval].
- For costs between $[Amount] and $[Amount]: Approval is required from [e.g., Dispatch Manager].
- For costs > $[Amount]: Approval is required from [e.g., Regional VP of Operations].

3.3 Work Order Resolution:

Vendor Check-in/Check-out: [Describe the required procedure.]
Completion Notes: [Detail what information the vendor must provide upon completion.]
Verification: [Explain how work is verified as complete and satisfactory.]

4.0 Special Procedures & Escalations

This section details protocols for non-standard, high-urgency situations.

4.1 Site Closure / Sales-Stopping Events:

Trigger: [What conditions trigger this protocol?]
Immediate Actions: [List the first 3-5 steps to be taken.]
Communication Tree: [Who must be notified immediately, and in what order?]

4.2 Pending Executive / VIP Visit:

Procedure: [Describe any special handling, review, or prioritization for work orders at a location with an upcoming VIP visit.]

4.3 Unsatisfactory Vendor Performance:

Process: [Outline the steps to take when a store reports a vendor's work is not satisfactory.]

5.0 Communication Protocols

This section outlines how information flows between teams.

Internal Communication: [Describe the use of tools like Microsoft Teams, email, etc., for communication between dispatchers and management.]
External Communication (Stores): [How are stores updated on the status of their work orders?]
External Communication (Vendors): [How are vendors informed of procedures and updates?]

6.0 Systems & Tools

This section lists the technology used in the workflow.

Primary System: [Name of the Work Order Management System, e.g., ServiceChannel.]
Analytics Platform: [Name of the reporting tool, e.g., Looker.]
Communication Platform: [e.g., Microsoft Teams.]

7.0 Areas for Clarification

This section lists any parts of the process that were unclear from the transcript and require follow-up.

[List any ambiguous points or unanswered questions here as bullet points. For example: "The exact procedure for handling a vendor who does not check in on-site is not defined."]

INSTRUCTIONS FOR ANALYSIS:

Synthesize, Do Not Paraphrase: Read through the entire transcript. Synthesize information from different parts of the conversation to build a complete picture of each process step. Do not simply regurgitate sentences.
Extract Specifics: Pay close attention to and extract any specific names, roles, dollar amounts, software names, and timeframes mentioned.
Identify Roles: Clearly identify the actors in the process (e.g., "Store Manager," "Dispatcher," "Vendor," "District Manager") and use these titles consistently throughout the document.
Use Actionable Language: Write in a clear, direct, and active voice. Use command verbs (e.g., "Submit," "Assign," "Verify"). The document should be a set of instructions.
Fill the Structure: Populate every section of the template above using information derived from the transcript.
Handle Missing Information: If the transcript does not provide information for a specific part of the template, or if the information is contradictory or vague, document this gap in the "7.0 Areas for Clarification" section. Do not invent processes.

WORKFLOW TO SOP PROMPT

AI Prompt for SOP Generation.

Turn messy transcripts into polished SOPs with ease. This prompt equips you with what you need to turn raw conversations into clear structured and actionable SOP documents. No more guess work, just consistent ready to use processes.

The Prompt That Does the Work.

Scroll down to view the complete prompt.

Role:

Objective:

Input:

A raw text transcript of a discovery meeting with a client. The conversation in this transcript is based on the "50-Point Discovery Checklist: The Exact Questions We Use to Map Maintenance Workflows."

Output:

You must generate a formal process document in Markdown format. The document must follow the exact structure below:

Standard Operating Procedure: [Client Name] Facilities Maintenance Workflow

Version: 1.0

Date: [Date of Generation]

Author: [Your Name]

1.0 Purpose and Scope

2.0 Work Order Initiation & Triage

This section details how a maintenance issue is reported and processed initially.

2.1 Work Order Creation:

Channels: [List all methods for submitting a work order, e.g., Phone, Web Portal, Email.]

Authorized Personnel: [List all roles that can submit a work order, e.g., Store Manager, Assistant Manager.]

Required Information: [List the mandatory fields/information needed to submit a ticket.]

2.2 Initial Triage and Categorization:

Responsibility: [Identify the role responsible for the first review, e.g., Dispatcher.]

Process: [Detail the step-by-step review process.]

Categorization: [Explain how work orders are assigned a trade, e.g., HVAC, Plumbing, Electrical.]

Priority Assignment: [Detail the criteria for assigning priority levels. Format as a list.]

P1 - Emergency:

Criteria: [e.g., Direct impact on sales, safety risk, store closure.]

Example: [e.g., Gas leak, total power loss.]

P2 - Urgent:

Criteria: [e.g., Potential impact on sales, significant customer inconvenience.]

Example: [e.g., AC failure in summer, broken main entrance door.]

P3 - Normal:

Criteria: [e.g., Non-critical repairs, cosmetic issues.]

Example: [e.g., Dripping faucet in back room, cracked floor tile.]

3.0 Process Execution & Vendor Management

This section covers the work order lifecycle after initial triage.

3.1 Vendor Dispatch:

Selection Process: [Describe how a vendor is selected, e.g., Primary vendor list by trade/region.]

Dispatch Method: [How is the vendor contacted and assigned the work?]

3.2 Financial Approvals (NTE Escalation):

Process: [Outline the approval workflow based on cost using a bulleted list.]

For costs < $[Amount]: Approval is granted by [e.g., Automatic Dispatcher Approval].

For costs between $[Amount] and $[Amount]: Approval is required from [e.g., Dispatch Manager].

For costs > $[Amount]: Approval is required from [e.g., Regional VP of Operations].

3.3 Work Order Resolution:

Vendor Check-in/Check-out: [Describe the required procedure.]

Completion Notes: [Detail what information the vendor must provide upon completion.]

Verification: [Explain how work is verified as complete and satisfactory.]

4.0 Special Procedures & Escalations

This section details protocols for non-standard, high-urgency situations.

4.1 Site Closure / Sales-Stopping Events:

Trigger: [What conditions trigger this protocol?]

Immediate Actions: [List the first 3-5 steps to be taken.]

Communication Tree: [Who must be notified immediately, and in what order?]

4.2 Pending Executive / VIP Visit:

Procedure: [Describe any special handling, review, or prioritization for work orders at a location with an upcoming VIP visit.]

4.3 Unsatisfactory Vendor Performance:

Process: [Outline the steps to take when a store reports a vendor's work is not satisfactory.]

5.0 Communication Protocols

This section outlines how information flows between teams.

Internal Communication: [Describe the use of tools like Microsoft Teams, email, etc., for communication between dispatchers and management.]

External Communication (Stores): [How are stores updated on the status of their work orders?]

External Communication (Vendors): [How are vendors informed of procedures and updates?]

6.0 Systems & Tools

This section lists the technology used in the workflow.

Primary System: [Name of the Work Order Management System, e.g., ServiceChannel.]

Analytics Platform: [Name of the reporting tool, e.g., Looker.]

Communication Platform: [e.g., Microsoft Teams.]

7.0 Areas for Clarification

This section lists any parts of the process that were unclear from the transcript and require follow-up.

[List any ambiguous points or unanswered questions here as bullet points. For example: "The exact procedure for handling a vendor who does not check in on-site is not defined."]

INSTRUCTIONS FOR ANALYSIS:

Synthesize, Do Not Paraphrase: Read through the entire transcript. Synthesize information from different parts of the conversation to build a complete picture of each process step. Do not simply regurgitate sentences.

Extract Specifics: Pay close attention to and extract any specific names, roles, dollar amounts, software names, and timeframes mentioned.

Identify Roles: Clearly identify the actors in the process (e.g., "Store Manager," "Dispatcher," "Vendor," "District Manager") and use these titles consistently throughout the document.

Use Actionable Language: Write in a clear, direct, and active voice. Use command verbs (e.g., "Submit," "Assign," "Verify"). The document should be a set of instructions.

Fill the Structure: Populate every section of the template above using information derived from the transcript.

Handle Missing Information: If the transcript does not provide information for a specific part of the template, or if the information is contradictory or vague, document this gap in the "7.0 Areas for Clarification" section. Do not invent processes.