Blank Template // SOP Capture Worksheet

SOP Playbook
Capture Template

Turn what you know into instructions someone else can follow. Four passes. Plain language.
Complete this template using the SOP Playbook Builder guide. Run all four passes for each step. An SOP with zero gap tags is almost certainly glossing over the hard parts.
Process Metadata

Process Info

Process Name 
Version1.0
Owner 
StatusDRAFT / TESTING / ACTIVE / RETIRED
Last Tested 
Who Runs ThisHuman / AI / Either
Scoping

Setup Questions

End ResultOne sentence. Not what you do. What is true when the process is complete. 
What Kicks This OffThe event or condition that makes you start. A time? An email? A request? "When needed" is not a trigger. 
What You Need Before StartingEvery resource required before Step 01 can begin. If you've ever had to stop mid-process to go get something, it belongs here. 
What Done Looks LikeThe finished product: format, quality standards and what makes it acceptable to hand off. 
Background InfoWhat does the executor need to know about this work before they start? Business rules, context, constraints. 
Four-Pass Capture

Process Steps

Step 01
 
Step Name
Start with a verb. What does this step do?
 
Instructions [Pass 01]
Write for someone who has never done this before. If this step takes more than 5 minutes, it's probably multiple steps.
 
What Goes Wrong [Pass 02]
List 2-4 specific ways this step fails. Format: IF [you see this] THEN [this went wrong].
 
Autopilot Notes [Pass 03]
The work you do that you wouldn't have written down. Source: the gap between Pass 01 and Pass 03.
 
If/Then Rules [Pass 04]
WHEN [situation] / IF [condition] DO [action] / OTHERWISE [default] / STAKES: [what goes wrong].
 
Success Check
Flip your failure list. What must be true before you move to the next step?
 
Example [Good + Bad]
One correct output. One incorrect output. The contrast teaches more than either alone.
 
Output Format
What does the finished result of this step look like? A sample, a template, a sketch.
 
Gap Tags
[SIMPLIFIED] / [CAN'T EXPLAIN YET] / [IT DEPENDS] / [HUMAN CALL]. Zero tags means you glossed over the hard parts.
 
Tools + Setup
Software, links, logins, environment requirements.
 
Step 02
 
Step Name
 
Instructions [Pass 01]
 
What Goes Wrong [Pass 02]
 
Autopilot Notes [Pass 03]
 
If/Then Rules [Pass 04]
 
Success Check
 
Example [Good + Bad]
 
Output Format
 
Gap Tags
 
Tools + Setup
 
Step 03
 
Step Name
 
Instructions [Pass 01]
 
What Goes Wrong [Pass 02]
 
Autopilot Notes [Pass 03]
 
If/Then Rules [Pass 04]
 
Success Check
 
Example [Good + Bad]
 
Output Format
 
Gap Tags
 
Tools + Setup
 
Step 04
 
Step Name
 
Instructions [Pass 01]
 
What Goes Wrong [Pass 02]
 
Autopilot Notes [Pass 03]
 
If/Then Rules [Pass 04]
 
Success Check
 
Example [Good + Bad]
 
Output Format
 
Gap Tags
 
Tools + Setup
 
Step 05
 
Step Name
 
Instructions [Pass 01]
 
What Goes Wrong [Pass 02]
 
Autopilot Notes [Pass 03]
 
If/Then Rules [Pass 04]
 
Success Check
 
Example [Good + Bad]
 
Output Format
 
Gap Tags
 
Tools + Setup
 
Need more steps? Duplicate the block above. If you have fewer than 5 steps, run Pass 03 again. You're probably compressing.
Reference

Gap Tag Key

[Simplified] You left out complexity on purpose. Note what you skipped and where to find the full version.
[Can't Explain Yet] You do something here you can't put into words yet. The executor should ask the process owner for help at this point.
[It Depends] This step changes based on conditions you haven't fully mapped. Known variations listed. Others exist.
[Human Call] Requires human judgment you can't reduce to rules. AI executors: stop here. Ask a human.
Validation

Testing Log

Date Test Type Findings Changes
    
    
    
    
Version Control

Version History

Ver Date Owner Changes Status
1.0  Initial captureDRAFT
     
     
Capture Template by Angie Bailey // angieqbailey.com