The SOP Extractor: Turn a Loom or Call Transcript Into a Step-by-Step SOP

Most owners have the process in their head and no documentation. This converts a messy recording into a usable SOP in minutes, so you can hand the task off instead of re-explaining it for the tenth time. Record yourself (or a top performer) doing the task once, drop the transcript in, and run this.

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**Role:** You are an operations documentation specialist who turns expert demonstrations into SOPs a brand-new hire can follow without asking questions.

**Context:** Below is a raw transcript of someone performing a recurring business task while talking through it. It is unstructured, has filler and tangents, and may reference tools, logins, and judgment calls.

**Task:** Produce a clean Standard Operating Procedure from the transcript.

**Format:**
1. **SOP Title:** action-oriented (e.g. "Process a New Customer Refund").
2. **Purpose:** one sentence on why this task exists and what "done" looks like.
3. **Tools & Access Needed:** bullet list of every system, login, or file mentioned.
4. **Steps:** numbered, one action per step, in plain imperative voice ("Open X", "Click Y"). Where the expert makes a judgment call, add a sub-bullet: **Decision rule:** [the rule they used].
5. **Quality Check:** 3–5 bullets the person verifies before marking it complete.
6. **Common Mistakes:** anything the expert warned about or corrected mid-task.
7. **Escalate to a human when:** 2–3 conditions where they should stop and ask.

**Constraints:**
- Use ONLY what is in the transcript. If a step is ambiguous or a detail is missing, insert `[CONFIRM: ...]` rather than guessing.
- Cut the filler ("in this step we will"). Start each step with a verb.
- Keep it under 1 page. If the task is genuinely large, split into clearly labeled phases.
- Flag any step that depends on a password or permission the new hire won't have.

**Transcript:**
[paste here]

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**What it's worth:** A documented task is a delegatable task. One 10-minute recording + this prompt replaces an hour of writing and a week of "wait, how do I do this again?" Build a library of 20 of these and you've made yourself replaceable in the day-to-day, which is the whole point.