AI Writing, Policy Writing, Procedure Writing

Tutorial 2: From Outline to Draft – AI-Assisted SOP Writing

Posted on by Alan Thompson
14
Apr

This article is part of the Getting Started Guide to Prompt Engineering for SOPs. If you wish to read all of the articles, please go to the Start page here.

The Problem

Okay, you’ve now used AI to brainstorm and create a solid outline for your SOP.

But now comes the task of actually writing the it. Translating those bullet points, subject matter expert (SME) notes, and research findings into clear, unambiguous, and easy-to-follow steps can still be very time-consuming.

Spending hours ‘wordsmithing’ sentences, trying to ensure consistent terminology, or struggling to convert technical jargon into plain language your audience will understand? If so, read on and we’ll look at how to fix this.

Scenario/Context

This drafting phase is where the clarity and usability of your SOP take shape.

Inconsistent language between sections, overly complex sentences, passive voice (“the button should be pressed” vs. “press the button”), or steps that aren’t truly actionable can render an SOP ineffective, or worse, lead to errors.

For instance, if one section refers to a “widget” and another calls it a “component,” users get confused. If steps are vague, operators might perform tasks incorrectly.

This meticulous writing process takes time, especially when juggling multiple SOPs or tight deadlines.

The Solution: Use AI as an Expert Drafting Partner

Think of AI as a collaborative writing assistant that can help you flesh out sections, refine language, enforce consistency, and ensure clarity – all based on your instructions.

Using targeted ‘PTCF‘ prompts, you can delegate parts of the drafting process and focus your energy on ensuring accuracy and completeness. Google NotebookLM is very good for this.

Here’s how AI can help during drafting:

  1. Drafting Specific Sections: Feed the AI your outline point and relevant context, and ask it to draft that section.

    Persona: Act as a technical writer creating user-friendly procedures.

    Task: Draft the procedure steps for the ‘User Login’ section of a software application SOP.

    Context: Based on these key actions: Open application, navigate to login screen, enter username, enter password, click ‘Submit’ button. Assume the user has basic computer literacy. Mention potential error messages for incorrect login. You can learn more about structuring SOPs effectively in this primer.

    Format: Use a numbered list with clear, actionable steps starting with verbs. Keep sentences short and direct.

  2. Rewriting for Clarity and Simplicity: Paste in a paragraph that’s too dense or technical and ask the AI to simplify it.

    Persona: You are an editor focused on plain language communication.

    Task: Rewrite the following paragraph to be clearer and simpler for an audience with limited technical background. Replace jargon where possible.

    Context:

    [Paste your complex paragraph here, e.g., "The system effectuates user authentication via a multi-factor protocol involving cryptographic token verification subsequent to credential submission."]

    Format: Provide the revised paragraph.

  3. Converting Passive to Active Voice: Improve clarity and directness by eliminating passive voice.

    Persona: You are a writing assistant focused on clear, active voice.

    Task: Convert the following sentences from passive voice to active voice.

    Context:

    [Paste sentences here, e.g., "The report must be submitted by the end of the day." or "Safety goggles should always be worn by employees in this area."]

    Format: Provide the revised sentences in a list.

  4. Ensuring Consistent Terminology: If you have specific terms that must be used, instruct the AI to incorporate them or check for consistency.

    Persona: Act as a meticulous technical editor.

    Task: Review the following text block and ensure the term ‘Service Request’ is used consistently instead of ‘ticket’, ‘issue’, or ‘case’.

    Context:

    [Paste the section of your SOP draft here]

    The standard term defined in our company glossary is ‘Service Request’.

    Format: Provide the revised text block with consistent terminology.

  5. Generating Summaries or Introductions: Quickly draft introductory or summary paragraphs based on the main content.

    Persona: You are an SOP writer.

    Task: Write a brief ‘Purpose’ section (2-3 sentences) for an SOP detailing the process of ‘Requesting Office Supplies’.

    Context: The main steps involve filling out an online form, getting manager approval, and submitting it to the admin department. The goal is to ensure requests are tracked and fulfilled efficiently. See specific industry examples like this one for construction.

    Format: Provide a concise paragraph suitable for the start of the SOP.

Key Benefits:

  • Accelerated Drafting: Turn outlines and notes into prose much faster.
  • Improved Clarity: AI helps simplify language and use active voice.
  • Enhanced Consistency: Enforce standard terminology across the document.
  • Reduced Writer Fatigue: Delegate repetitive writing tasks and focus on high-level accuracy and flow.

Next Steps:

You’ve now used AI to move from an outline to a reasonably complete draft SOP.

The core content is there, written more quickly and consistently than before.

However, no AI-generated (or even human-written) first draft is perfect. The crucial next stage involves editing, reviewing, updating, and managing the SOP document itself. In our next tutorial, we’ll look at how AI can help refine your draft, check for errors, summarize changes for updates, and even help with document control challenges.

Alan Thompson