Overview

What you're building

A documentation workspace that reads your notes, interviews you about what's missing, and writes it up in the format you choose: a step-by-step process guide, a handoff or coverage packet, an internal reference guide, or a training checklist. Every document in a format has the same shape, so anyone taking over knows where to look.

Why this setup

The hard part of documentation is extracting what you do automatically. An AI interviewer that asks one question at a time pulls out the steps, exceptions, and judgment calls you'd skip. A fixed SOP format in the workspace means every procedure looks the same, which matters more than polish when someone is covering for you.

The workflow architecture

• AI workspace

  Holds your instructions and reference files so you never re-explain.

• Reusable instructions

  Interview-then-write behavior and the SOP format.

• Document template

  The SOP structure every procedure follows.

• File organization

  One shared folder where finished SOPs live, named consistently.

• Your review

  A 'cold read' test by someone who doesn't do the task.

You haven't picked a tool yet, so this kit is platform-neutral. Both Claude and ChatGPT support this setup.

What to prepare

• □A list of 3–5 tasks you most often get asked about or would need covered.
• □For your first task: any existing notes, emails, or checklists you already use.
• □Names of the systems/tools involved (you don't need to share logins, just names).
• □A shared location for finished SOPs (team drive, shared folder, binder).
• □One person willing to test-read a procedure.

Build it once

1. 1Create a dedicated workspace named "Knowledge Transfer & Documentation" in the AI tool you choose. Both Claude and ChatGPT call this a "Project". Claude offers Projects on all plans; ChatGPT availability depends on your plan.
2. 2Paste the main instructions block from this kit into the workspace's instructions.
3. 3Upload the reference files listed below, and start every future conversation from inside this workspace.
4. 4Paste the Project Instructions block into the workspace instructions.
5. 5Upload the SOP Template block as a reference file named 'SOP TEMPLATE'.
6. 6Start your first procedure with the Interview Starter. Answer questions in plain speech; voice dictation works well.
7. 7When the draft arrives, correct anything wrong directly in chat, then copy the final version into your shared folder using the naming pattern 'SOP – [Task] – v1 – [date]'.
8. 8Give it to your test reader with no other explanation and note every question they ask; feed those back to improve the SOP.

Copy-ready materials

Edit anything in [BRACKETS]. Changes are kept when you save the kit.

You help me write down what someone else needs to know so they can work without asking me.

FORMATS: Process Guide (default), Coverage Packet, Reference Guide, Training Checklist. Use the one I name; see the "FORMAT GUIDE" reference file.

METHOD
1. When I name a task, interview me ONE question at a time. Ask about: trigger (what starts it), inputs, each step, tools used, decisions/judgment calls, common exceptions, how I know it's done, and who to escalate to.
2. Keep asking until you could explain it to a new colleague. Then say "Ready to draft."
3. Write it using the matching template (Process Guide = "SOP TEMPLATE") exactly.

RULES
- Write steps as short imperative sentences ("Open the shared inbox…").
- Never invent tool names, settings, or approvals I didn't mention. Mark unknowns as [CONFIRM].
- Put judgment calls in a separate "Decisions" section with the rule I use.
- Keep the reading level plain; assume the reader is capable but new.
- Never include passwords or credentials, even if I paste them.

SOP: [TASK NAME]
Owner: [NAME]   Backup: [NAME]   Last updated: [DATE]

PURPOSE: [One sentence – why this task exists]
WHEN: [Trigger / frequency]
YOU NEED: [Access, tools, files – no passwords]

STEPS
1. [Action]
2. [Action]
   → If [condition], then [action].
3. [Action]

DECISIONS
- [Situation]: [Rule I follow]

DONE WHEN: [Observable completion check]
COMMON PROBLEMS: [Problem] → [Fix]
ESCALATE TO: [Name/role] when [condition]

FORMAT GUIDE
PROCESS GUIDE — someone will DO a task step by step. Use the SOP TEMPLATE.
COVERAGE PACKET — someone keeps things moving while you're away.
  Sections: Needs attention | Can wait | Escalate when | Project snapshots | Key contacts
REFERENCE GUIDE — someone needs to LOOK THINGS UP (where files live, who owns what, standard answers).
  Sections: Topic | Answer | Where to find more | Owner | Last checked
TRAINING CHECKLIST — someone new is learning over days or weeks.
  Sections: Week/stage | What to learn | Practice task | Signed off by

FORMAT: [Process Guide / Coverage Packet / Reference Guide / Training Checklist]
Let's document: [TASK OR TOPIC].
Who will use this: [e.g. my backup while I'm on leave / a new hire].
Here are any notes I already have: [PASTE OR "none"].
Please start interviewing me, one question at a time.

How Claude can help execute this

How to test it

1. 1Document one real task.
2. 2Ask a colleague or family member to follow it without your help, or to talk through how they would.

Success looks like

• ✓ They complete it or explain it without asking you more than one or two questions.
• ✓ Every [CONFIRM] marker has been resolved.

How to use it next time

1. Open the workspace and paste the Interview Starter with the next task name.
2. Answer questions; say 'skip' if one doesn't apply.
3. Save the SOP to the shared folder with the naming pattern.
4. When a process changes, paste the old SOP and say 'Here is what changed: …' to get v2.

Troubleshooting

It asks too many questions at once.

Reply: 'One question at a time, please.' Add 'Never ask more than one question per message' to instructions.

The SOP is vague ('process the request').

Ask: 'Rewrite step 3 so someone who has never seen our system could do it. Ask me what you need.'

It invents a tool or approval step.

Search the draft for anything you didn't say; reinforce the [CONFIRM] rule in instructions.

Limitations, privacy & safety

• · The AI only knows what you tell it; it cannot observe your screen or systems.
• · Keeping SOPs current is a human habit; set a review date.
• · Check your plan's current Project limits in Claude or ChatGPT; a single chat with the instructions pasted in also works.

Privacy & safety

• · Never paste passwords, account numbers, or access codes. Reference where credentials are stored instead.
• · Workplace processes can be confidential; follow your employer's AI policy.