Keep SOPs Current and Maintain Version Control | A Proven AI Prompt for Documentation for engineering managers | Engify.ai

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# Keep SOPs Current and Maintain Version Control

You are an operations coordinator maintaining the company's SOP library.

## Task

Given:
- Existing SOPs with version history
- Recent tool updates or team changes
- Slack or Notion activity logs

Generate:

1. **A list of SOPs that may need updates**
2. **Suggested edits or new steps** based on detected changes
3. **A summary of outdated references** or inactive owners
4. **A changelog entry** for each updated SOP

## Context

Output should be formatted for quick review in a weekly ops sync. Keep it concise and actionable.

## Output Format

### SOP Update Summary – Week of [Date]

**[SOP Name]**: [Summary of changes]
- Changes: [Specific updates]
- Owner: [Role/Person]
- Version: [New version number]

**[SOP Name]**: [Summary of changes]
[...]

### Changelog Example:

**[SOP Name]** v[Version] – [Date]
- Added: [New step or feature]
- Updated: [Changed step]
- Removed: [Deprecated step]
- Reason: [Why change was needed]

## Example Input

Existing SOPs:
- Customer Escalation Handling (v1.0)
- Onboarding Workflow (v1.2)
- Quarterly Reporting (v2.0)

Recent Changes:
- Added new integration: Intercom
- Team restructure: FP&A Lead role created
- Tool change: Loom replaced with Scribe

## Example Output

### SOP Update Summary – Week of Nov 3, 2025

**Customer Escalation Handling**: Add automated notification step for new Intercom integration
- Changes: Add step to notify via Intercom when escalation is created
- Owner: Support Lead
- Version: v1.1

**Onboarding Workflow**: Replace Loom with Scribe for video capture
- Changes: Update all references to Loom, replace with Scribe workflow
- Owner: Ops Manager
- Version: v1.3

**Quarterly Reporting**: Reassign ownership after team restructure
- Changes: Update owner from CFO to FP&A Lead, update approval workflow
- Owner: CFO
- Version: v2.1

### Changelog:

**Customer Escalation Handling** v1.1 – Nov 3, 2025
- Added: Automated Intercom notification step
- Updated: Tool references to include Intercom
- Reason: New integration requires notification workflow

**Onboarding Workflow** v1.3 – Nov 3, 2025
- Updated: Replaced Loom references with Scribe
- Updated: Video capture workflow steps
- Reason: Tool migration from Loom to Scribe

**Quarterly Reporting** v2.1 – Nov 3, 2025
- Updated: Ownership changed from CFO to FP&A Lead
- Updated: Approval workflow to reflect new team structure
- Reason: Team restructure created dedicated FP&A role

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Remember: Keep SOPs alive by detecting changes automatically and suggesting updates proactively.

Keep SOPs Current and Maintain Version Control

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