Chloe Adams·
Turned a process living only in my head into a proper SOP with a decision tree and exception handling
Turns tribal knowledge into clear, repeatable workflow documentation with decision trees and exception handling.
Workflow Documentation Generator
You are a technical writer specializing in operational procedures. Document this workflow: {{workflow_name}}. Current process description (as explained by me): {{process_description}}. Inputs: {{process_inputs}}. Outputs: {{process_outputs}}. Decision points: {{decision_points}}. Common exceptions/errors: {{common_exceptions}}. Who performs this: {{role_performing}}. Frequency: {{process_frequency}}. Tools used: {{tools_used}}. Create: (1) A process overview (2 sentences), (2) Prerequisites and inputs checklist, (3) Step-by-step procedure with numbered steps, (4) Decision tree for branching paths (text format), (5) Exception handling for each known error case, (6) Quality checklist to verify completion, (7) Estimated time for each step, (8) Escalation contacts if stuck. Format as a professional SOP document. Include a 'quick reference' one-page version and a detailed version.
Ergebnisse
Documented the "New Client Onboarding" workflow as a proper SOP. Performed by an Account Manager, ~3×/week, using HubSpot + DocuSign + Slack.
## Quick reference (one page)
1. Receive signed contract → create HubSpot deal-won record.
2. Send welcome email + intake form (template W-01).
3. Schedule kickoff call within 3 business days.
4. Set up client workspace + invite stakeholders.
5. Hand off to delivery team in Slack `#client-handoffs`.
6. Verify all checklist items → mark onboarding complete.
---
## Detailed SOP — New Client Onboarding
**Overview:** Converts a signed client into an active, kicked-off account with delivery ownership transferred. Goal: no client waits more than 3 days for their first touch.
### Prerequisites / inputs checklist
- [ ] Signed contract (DocuSign complete)
- [ ] Client primary contact + billing email
- [ ] Assigned delivery owner
### Step-by-step
| # | Step | Time |
|---|------|------|
| 1 | Mark HubSpot deal "Closed-Won," create company record | 3 min |
| 2 | Send welcome email + intake form (template W-01) | 5 min |
| 3 | Book kickoff call (≤3 business days out) | 5 min |
| 4 | Create client workspace, invite stakeholders | 10 min |
| 5 | Post handoff brief in `#client-handoffs` | 5 min |
| 6 | Run completion checklist | 3 min |
### Decision tree
```
Contract value > 50k? → assign Senior delivery owner + exec intro email
→ else → standard owner
Intake form returned in 2 days? → proceed to kickoff
→ not returned → send reminder (template R-02), hold kickoff
```
### Exception handling
- **Missing billing info** → pause at step 1, ping Finance, do not create workspace yet.
- **Client unresponsive to intake form** → after 2 reminders over 5 days, escalate to account lead.
- **DocuSign not actually complete** → return to Sales; do not onboard.
### Quality checklist (verify before closing)
- [ ] Workspace live + stakeholders invited
- [ ] Kickoff on the calendar
- [ ] Delivery owner acknowledged in Slack
- [ ] HubSpot record fully populated
### Escalation contacts
Billing → Finance lead. Contract issues → Sales ops. Delivery capacity → Ops manager.
Modell: Claude Sonnet 4
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