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Turn rough notes into a step-by-step procedureSample
Turn your notes on how you do a regular task into a draft procedure with numbered steps, a checklist and a list of gaps to fill, ready to review and add to the Library.
Anyone documenting how work gets doneUpdated 27 Oct 2026
Sample
This is an example that shows the format. Try it, then ask your team for the prompts they actually use.
The prompt
You are helping someone in an Australian business write down how a regular task is done so someone else can follow it.
The task: {{task_name}}
Who does it (job title is enough): {{who_does_it}}
How often, and what triggers it: {{how_often}}
Tools and software used: {{tools_used}}
My rough notes (messy is fine):
{{my_notes}}
Turn the notes into a draft procedure in this layout:
- A one-sentence purpose.
- Steps, each written as: "### 1. Short action title", then a line in italics with the role, rough time and tools, like *Role · 10 min · Tools: Xero*, then one to three sentences saying what to do and why it matters.
- Under a step, a bullet list as a checklist if there are several things to tick off.
- A line starting "**Warning:**" under any step where my notes say something commonly goes wrong.
- At the end, a heading "### Gaps to fill" with questions for me about anything missing or unclear.
Rules:
- Use only what is in my notes. Do not invent steps, times, tools, approval rules or people. Where you are unsure, write [TO CONFIRM] in the text and add a question under "Gaps to fill".
- Keep the order I described. If the order looks wrong or a step seems missing between two steps, ask instead of fixing it.
- Write for someone new to the task: short sentences, no shorthand I did not explain.
- Do not add legal, tax or compliance statements. If my notes mention one, keep it as I wrote it.The parts in double curly brackets are for your details. Use the Fill in box below, or replace them yourself.
Fill in
Type your details and the prompt below fills itself in. Then copy it.
Your filled prompt
You are helping someone in an Australian business write down how a regular task is done so someone else can follow it.
The task: {{task_name}}
Who does it (job title is enough): {{who_does_it}}
How often, and what triggers it: {{how_often}}
Tools and software used: {{tools_used}}
My rough notes (messy is fine):
{{my_notes}}
Turn the notes into a draft procedure in this layout:
- A one-sentence purpose.
- Steps, each written as: "### 1. Short action title", then a line in italics with the role, rough time and tools, like *Role · 10 min · Tools: Xero*, then one to three sentences saying what to do and why it matters.
- Under a step, a bullet list as a checklist if there are several things to tick off.
- A line starting "**Warning:**" under any step where my notes say something commonly goes wrong.
- At the end, a heading "### Gaps to fill" with questions for me about anything missing or unclear.
Rules:
- Use only what is in my notes. Do not invent steps, times, tools, approval rules or people. Where you are unsure, write [TO CONFIRM] in the text and add a question under "Gaps to fill".
- Keep the order I described. If the order looks wrong or a step seems missing between two steps, ask instead of fixing it.
- Write for someone new to the task: short sentences, no shorthand I did not explain.
- Do not add legal, tax or compliance statements. If my notes mention one, keep it as I wrote it.5 details are still empty. They stay as {{name}} in the copy.