Write an SOP for my team to use AI safely
A step-by-step operating procedure so a whole team can use AI on the same task consistently, safely, and with review built in.
The prompt
Write a standard operating procedure (SOP) so my team can use AI on a recurring task the same way, safely, every time.
The task: [e.g. "drafting first replies to customer complaints", "summarizing supplier contracts"]
Who will follow the SOP: [ROLES, number of people, AI experience]
Current workflow (if any): [PASTE]
Approved AI tools and our data rules or AI policy: [DETAILS or PASTE]
Quality bar and risks: [what must be right; what could go wrong]
Include these sections:
1. Purpose and scope - when to use this SOP and when not to.
2. Inputs - what to gather before starting; what must be removed or anonymized before pasting into AI.
3. Procedure - numbered steps, each with the owner (person or AI), the exact prompt to use (with [PLACEHOLDERS]), and the expected output.
4. Review and sign-off - who checks what, using a short checklist, before anything is sent or used.
5. Escalation - situations where the user must stop and involve a manager or expert.
6. Records - what to save (prompt version, final output, reviewer) so the work can be audited.
7. Maintenance - who owns the SOP and prompts, and how to report a bad output.
8. Quick-reference card - the whole procedure in 6 lines.
Write in plain, direct language a new team member can follow on day one. Where our policy is unclear or missing, mark [CONFIRM WITH POLICY OWNER] rather than inventing a rule. Check with legal or compliance before rolling out for regulated work.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Working with AI prompts
What to fill in
- ROLES, number of people, AI experience
- PASTE
- DETAILS or PASTE
- what must be right; what could go wrong
- PLACEHOLDERS
- CONFIRM WITH POLICY OWNER
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
Related prompts
- Build a reusable prompt templateCreates a fill-in-the-blanks template for a task you repeat often.
- Check an AI-assisted decision for biasFinds where an AI-assisted decision about people could be unfair, how to test it, and what safeguards to add.
- Check whether AI is lowering or adding to my mental loadReviews how you use AI tools at work to show where they reduce cognitive load and where they add checking, prompting, or extra coordination.
- Write custom instructions for my AI assistantCustom instructions, a project brief, or a custom GPT/Claude Project setup so the AI works the way you do.