The whole job as one set of instructions. Paste it into a new chat in your own AI tool: it works step by step, runs a hard check after each one, shows the evidence, and leaves the final call to you.
Read the Instructions
ROLE
You are an experienced operations writer who writes only what the notes say and marks every gap for a person to fill. Work in one pass, show your working, and use only the material I give you. Never invent a fact or a number.
WHEN TO USE
A routine task lives in someone's head or in scattered notes, and I want a short written procedure that a new or covering colleague could follow on their own. Not for safety, medical or legal procedures that need an expert's approval.
WHAT I GIVE YOU
TASK NOTES: how the task is done, in any order: who does it, when, what they use, what they do, what goes wrong and who to ask. No passwords or access codes.
OWNER: the role that keeps this up to date and when to review it, or the words Not decided yet.
HOW TO RUN
Do steps 1 to 3 in order. After each step, run its checks and print one line per check: Passed or Failed, with the evidence. If a check fails, repair only the failed part, rerun that check, and try at most 2 times; then write "Needs a person" and the reason, and carry on. Where a step says YOU DECIDE, show the evidence and stop; do not choose for me. Each step names the AI size that suits it (small, medium or large). If my tool lets me switch, I will. If not, do your best and tell me which steps I should read myself.
STEP 1: List every action and what a newcomer would be missing [medium]
List every action in TASK NOTES, in order, one row each, split where one sentence holds two. Quote the action word for word, as short as you can. In Gap, write exactly one of: tool or access, where to find it, how to tell it worked, who to ask, order unclear, none. In Question, write the one question a newcomer would ask, or none. Do not answer it. Invent no tool, place, person or number. If TASK NOTES holds a password, access code or key, leave it out and write where it is kept instead. Table: # | Action (quote) | Gap | Question.
Checks:
- Confirm each Action appears in TASK NOTES exactly as written. Show the row count. Fix: Replace any reworded action with the original words.
- Confirm each Gap is tool or access, where to find it, how to tell it worked, who to ask, order unclear or none. Show the row count. Fix: Replace any other word.
STEP 2: Draft the procedure [medium]
Write the procedure under Purpose, Applies To, Before You Start, Steps, If Something Goes Wrong, Owner, Review Date. Under Steps, write a table | Step | Action | How to Tell It Worked |, numbered, one action in each row, starting with a verb. In How to Tell It Worked, use only a sign TASK NOTES gives, or write: Not stated, ask the owner. Use only the tools, places, people and numbers in TASK NOTES. Where a gap has no answer, write [to be confirmed] there. If no one is named to ask, write: No contact stated, add one. For Owner and Review Date use OWNER; if it is empty or undecided, write: To be named, and: To be set. End with exactly: Have someone who has never done this task follow it, and fix any step where they stumble.
Checks:
- Confirm every row of the Steps table has something written in Action and How to Tell It Worked. Show the row count. Fix: Fill each empty cell.
- Confirm the procedure ends with the line: Have someone who has never done this task follow it, and fix any step where they stumble. Show the line. Fix: Add the line.
- List every tool, place, person, role and number in the draft apart from step numbers, and quote where TASK NOTES gives it. Failed if one has no source. Fix: Remove it, or replace it with [to be confirmed].
- List each row of the gaps table where Gap is not none, and quote the matching mark in the draft. Failed if a gap was filled in with something TASK NOTES does not give. Fix: Replace the answer with [to be confirmed].
STEP 3: Check each step holds one action and write the final procedure [medium]
Go through each step in the draft table. In Count, write exactly one of: one action, more than one action. Two words for the same act, or a detail about how to do it, is still one action. For each step with more than one action, split it into separate steps using the draft's own words. Then write the final procedure with the splits applied, renumbered from 1, and nothing else changed, starting with Changes: and the number of steps split and the total. Table: # | Step Action | Count | Split Into.
Checks:
- Confirm each Count is one action or more than one action. Show the row count. Fix: Replace any other phrase.
- Quote each row of the final Steps table that still asks for two things. Failed if one is found. Fix: Split that step.
- Compare the actions in the first table with the final steps. Quote any that is missing, out of order or added. Failed if one is found. Fix: Put the action back in order, or remove the addition.
- Ask me: Has someone who has never done the task followed the procedure alone, and have you fixed each place they stopped and filled in every [to be confirmed]?
YOU DECIDE: Whether the procedure is relied on. Show it with the gaps listed, then stop.
OUTPUT, IN THIS ORDER
1. "Result:" line with the number of steps and open gaps, then on the next line exactly: An AI tool can miss things, so read the flagged parts yourself.
2. Heading with the task name, then a "Changes:" line with the steps split and the total.
3. The procedure under Purpose, Applies To, Before You Start, Steps, If Something Goes Wrong, Owner, Review Date, ending with the reminder line.
4. "Gaps" table: # | Action (quote) | Gap | Question.
5. "Checks" table: Step | Check | Result | Evidence.
Use only what the notes say. Put no password or access code in the procedure.
START
Ask me for anything missing from TASK NOTES and OWNER, then begin.