Document Your SOPs with AI in Under an Hour

To document your SOPs with AI, explain each process to Claude Code in plain English -- like you're training a new employee -- and it will generate a complete, structured SOP in 10 to 15 minutes. No special software required. Just talk through the steps and let AI handle the formatting, structure, and edge cases.

Most business owners know documentation is the answer to being the bottleneck, but nobody has time to write detailed SOPs from scratch. Claude Code eliminates that barrier by turning a quick brain dump into professional documentation your team can actually follow.

The SOP Documentation System

Step 1: Brain Dump

Don't try to write the SOP directly. Instead, explain the process out loud (or in writing) as if you're training a new employee:

I'm going to explain how we handle new client onboarding.

First, when someone signs up, I check their payment went through in Stripe. Then I add them to our project management tool and create their folder structure. After that, I send them the welcome email with the intake form. When they complete the intake form, I review it and schedule the kickoff call...

[Continue until the whole process is explained]

Don't worry about structure or formatting. Just get the knowledge out of your head.

Step 2: Transform into SOP

Now tell Claude Code to convert that into a structured SOP:

Convert my explanation into a formal SOP document.

Format:
- Clear numbered steps
- Each step has: action, tool/resource needed, expected output
- Include decision points (if X, do Y)
- Add time estimates per step
- Note any common mistakes to avoid
- Include quality checkpoints
- Add a "Prerequisites" section at the top (what you need before starting)
- Add an "Owner" and "Last Updated" field for version tracking

You get a professional document you can hand to anyone.

Pro tip: If you have a Claude Pro or Max subscription, create a dedicated "SOPs" project in Claude. Upload your existing documentation, org chart, and tool list as project documents. Every SOP you create within that project will automatically reference the right tools, team members, and company context without you having to repeat it each time.

Step 3: Refine

Review the SOP. Did Claude Code miss something? Add it:

Good, but add these details:
- Step 3 should mention checking if they're an existing client vs new
- Add a troubleshooting section for common Stripe errors
- Include screenshots placeholders for the project management setup

The 60-Minute SOP Sprint

Here's a system for documenting multiple processes quickly:

1. List your top 10 processes (5 min): What do people always ask you about?
2. Prioritize by pain (5 min): Which ones create the most bottlenecks?
3. Brain dump the top 3 (30 min): Just talk through each process, 10 minutes each
4. Transform and refine (20 min): Claude Code converts them to SOPs, you review and adjust

In one hour, you have three documented processes that would have taken a day or more the traditional way.

SOP Template Options

Different processes need different formats. Here are templates to request:

Step-by-Step (for sequential processes):

Create a step-by-step SOP with numbered actions, tools needed per step, and checkpoints.

Decision Tree (for processes with branches):

Create a decision-tree SOP that maps out different paths based on conditions.

Checklist (for processes that aren't strictly sequential):

Create a checklist SOP with grouped items and verification steps.

Reference Guide (for ongoing responsibilities):

Create a reference guide covering responsibilities, standards, and key resources.

Making SOPs Actually Useful

The best SOP is one people actually use. Claude Code can help make your documentation more usable:

For this SOP, also create:
1. A one-page quick reference (cheat sheet)
2. A checklist version for daily use
3. A troubleshooting FAQ
4. Training quiz questions to verify understanding

One explanation from you turns into a complete training package.

Beyond Text: Interactive and Visual SOPs

In 2026, the best SOPs aren't just text documents. They include interactive elements that make them easier to follow. While specialized tools like Tango, Scribe, and Supademo can automatically capture screenshots and screen recordings as you walk through a process, you can use Claude Code to create the next best thing:

For this SOP, also create:
- A markdown version with checkbox formatting (for use in Notion, Confluence, or any wiki)
- A decision flowchart in text format showing all branching paths
- Placeholder descriptions for screenshots ("[Screenshot: Stripe dashboard showing payment confirmation]")
- A version history table at the bottom

If you want to go further, tools like Microsoft Copilot in Word can pull details from existing documents to generate SOP templates, and Scribe can automatically generate documentation by capturing your actions in real-time as you work through a process on screen.

Keeping SOPs Updated

Processes change. Documentation should too. Set a system:

Review this SOP and our recent [changes/feedback/issues].

Update the SOP to reflect:
- New tools we've added
- Steps that have changed
- Lessons learned from recent problems
- Improved efficiency shortcuts

Documentation maintenance becomes a five-minute task instead of an ignored chore.

Set a review cadence. The best teams review SOPs on a fixed schedule—monthly for fast-changing processes, quarterly for stable ones. Add a recurring calendar event and use Claude Code to run a "diff" between the current SOP and any process changes you've noted. Claude Memory can even track these changes across sessions if you're on a Pro or Max plan, so it remembers what was updated last time.

The Scalability Unlock

Here's what documented processes enable:

• Delegation: You can actually hand things off because instructions exist
• Onboarding: New team members ramp up faster
• Consistency: Quality doesn't depend on who's doing it
• Vacation: The business runs without you
• Scale: You can grow beyond your personal capacity

The bottleneck of "only I know how to do this" dissolves.

What to Document First: The Priority Matrix

Not all processes are equal. Focus your SOP energy where it matters most by scoring each process on two dimensions:

• Frequency: How often does this process happen? (Daily > Weekly > Monthly)
• Dependency: How many people need to know this? (Team-wide > Department > Individual)

Start with high-frequency, high-dependency processes. These are your biggest bottleneck risks and deliver the most immediate value when documented. Common examples: client onboarding, invoicing, content publishing workflows, customer support escalation, and new hire setup.

Start With Your Biggest Pain

What process do people ask you about most often? What task can only you do? What would break if you were out sick for a week?

Document that one first. Spend 20 minutes explaining it. Let Claude Code create the SOP. Review and refine. You'll have professional documentation for your most critical process—and you'll see how easy the rest will be.