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Free Operations Guide

Claude for Operations

SOPs, checklists, workflows, and process documentation. 12 prompts to systematize your business.

12
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Documentation

SOPs & Process Docs

Turn tribal knowledge into documented systems.

1

SOP Generator

Documentation

Create a standard operating procedure from scratch.

Create an SOP for [PROCESS NAME] at my [TYPE OF BUSINESS]. Here's how we currently do it (roughly): [DESCRIBE THE PROCESS IN YOUR OWN WORDS]. Format the SOP with: Purpose, Scope (who uses this), Prerequisites, Step-by-step instructions (numbered, clear actions), Common mistakes to avoid, Quality checkpoints, and Troubleshooting tips. Write it so someone new could follow it without asking questions.
2

Process Improver

Documentation

Identify bottlenecks and inefficiencies.

Here's our current process for [TASK]: [DESCRIBE STEPS]. It takes us [TIME] and we have issues with [PROBLEMS]. Analyze this process and suggest: (1) Steps that could be eliminated, (2) Steps that could be automated, (3) Steps that could be combined, (4) Where handoffs cause delays, (5) A streamlined version of the process. Be specific about what tools or changes would help.
3

Checklist Creator

Documentation

Never miss a step again.

Create a checklist for [TASK/EVENT - e.g., client onboarding, event setup, project launch]. Context: I run a [TYPE OF BUSINESS]. The checklist should include: Pre-task preparation items, During-task action items, Post-task follow-up items. Group by phase or category. Include timing estimates where relevant. Make items specific and actionable (not vague).
Project Management

Projects & Tasks

Keep projects on track and teams aligned.

4

Project Plan Builder

Projects

Break down a project into manageable phases.

Create a project plan for: [PROJECT DESCRIPTION]. Timeline: [DEADLINE OR DURATION]. Team: [WHO'S INVOLVED]. Budget: [IF RELEVANT]. Break it into phases with: Key milestones, Tasks for each phase, Dependencies (what needs to happen before what), Who's responsible for each task, Estimated time per task. Flag any risks or assumptions I should validate.
5

Meeting Agenda Creator

Projects

Run meetings that actually accomplish something.

Create an agenda for a [MEETING TYPE - team standup, client kickoff, quarterly review, etc.]. Duration: [TIME]. Attendees: [WHO]. Main goals: [WHAT WE NEED TO ACCOMPLISH]. Include: Time allocations for each section, Discussion prompts or questions, Decision points that need resolution, Action items template, and a "parking lot" for off-topic items.
6

Status Update Writer

Projects

Keep stakeholders informed without the pain.

Write a project status update for [PROJECT NAME]. Audience: [WHO - team, client, leadership]. Here's what happened: [BRAIN DUMP OF UPDATES]. Format: Traffic light status (green/yellow/red) with one-line summary, Key accomplishments this period, Current blockers or risks, Next steps and timeline, Any decisions or input needed. Keep it scannable - no one reads walls of text.

Pro Tip: Start With Your Worst Process

Pick the process that causes the most headaches - the one where things always go wrong or take too long. Document it with Claude, then improve it. Quick wins build momentum for systematizing the rest.

Workflows

Automation & Integration

Connect your tools and automate repetitive work.

7

Automation Opportunity Finder

Automation

Identify what you should automate first.

Here's how I spend a typical work week: [DESCRIBE YOUR MAIN TASKS AND ROUGH TIME SPENT]. Tools I currently use: [LIST SOFTWARE/APPS]. Identify: (1) Tasks that are repetitive and rule-based (good automation candidates), (2) Tasks that involve moving data between systems, (3) Tasks triggered by specific events, (4) Quick wins I could automate with Zapier/Make, (5) What would require custom development. Prioritize by time saved vs effort to automate.
8

Workflow Designer

Automation

Design an automated workflow step by step.

Help me design a workflow for: [WHAT YOU WANT TO AUTOMATE - e.g., "when a new lead fills out our form, add them to CRM, send welcome email, notify sales"]. Current tools: [LIST]. Design the workflow: Trigger event, Each step in sequence, Data that passes between steps, Error handling (what if something fails), How to test it before going live. Keep it simple enough that I can build it in Zapier or Make.
9

Tool Stack Optimizer

Automation

Simplify your software and reduce costs.

Here are all the tools/software my business uses: [LIST WITH MONTHLY COSTS IF KNOWN]. Team size: [X PEOPLE]. Analyze my stack: (1) Any redundant tools doing the same thing? (2) Any tools that could replace multiple others? (3) Are we using expensive tools for simple needs? (4) Integration gaps causing manual work? (5) Suggest a simplified stack that does everything we need. Consider: cost, learning curve, and integration capabilities.
Templates

Business Templates

Create reusable templates for common situations.

10

Email Template Library

Templates

Create templates for emails you send repeatedly.

Create email templates for these common situations at my [TYPE OF BUSINESS]: [LIST 3-5 SCENARIOS - e.g., responding to inquiries, scheduling appointments, sending reminders, etc.]. For each template: Write the email with [BRACKETED PLACEHOLDERS] for customizable parts, keep it professional but warm, include a clear call-to-action. Also suggest a naming convention so my team can find templates quickly.
11

Client Onboarding Sequence

Templates

Systematize the new client experience.

Design a client onboarding sequence for my [TYPE OF BUSINESS/SERVICE]. Typical engagement: [DESCRIBE WHAT YOU DO FOR CLIENTS]. Create: Day-by-day sequence for the first [X DAYS/WEEKS], What happens at each step (emails, calls, deliverables), Information we need to collect from them, Welcome packet contents, Expectations to set early, First win we should deliver to build confidence. Goal: Make every client feel taken care of without manual effort each time.
12

Decision Framework

Templates

Make consistent decisions without you being the bottleneck.

Create a decision framework for: [TYPE OF DECISION - e.g., approving refunds, prioritizing projects, qualifying leads, handling complaints]. Context: [DESCRIBE YOUR BUSINESS AND WHO MAKES THESE DECISIONS]. The framework should include: Criteria to evaluate, Thresholds (when to approve/decline/escalate), Examples of each outcome, Edge cases to escalate to management. Goal: My team can make 80% of these decisions without me.

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