The HR Cheat Sheet for Creating SOPs

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Let’s face it—SOPs can feel like a chore to write, but they’re essential to keeping processes smooth and consistent.

What if I told you there’s a way to get them done faster than you thought possible?

Creating SOPs (Standard Operating Procedures) is one of those tasks we all put off. In HR, though, SOPs are indispensable. They provide structure for cross-training, simplify knowledge transfer, and clarify approval processes to avoid bottlenecks. Now that it’s the first of the year, there’s no better time to tackle SOPs, and I’m here to show you how to streamline the process with ChatGPT.

?Let’s dive into two ways to create high-quality SOPs for your HR tasks.

?1. Document Processes with Ease

One of the best ways to create SOPs is by recording yourself performing the task you want to document. Here’s how:

Step 1:?Record your screen while you complete the task, narrating each step as you go. Use tools like Loom or Zoom for this.

Step 2:?If your screensharing software does not create the transcript, export the video and upload it to a transcription service (e.g.,?Otter.ai?or Descript) to generate text from your narration.

Step 3:?Paste the transcription into ChatGPT with a prompt like,?"Convert this transcription into a clear SOP with numbered steps and headings."

Within minutes, ChatGPT will turn your video into a polished SOP. You can easily refine the output to fit your specific HR needs.

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2. Outline Approval Processes with Frameworks

SOPs are crucial when it comes to delegating responsibilities and ensuring everyone understands their role in an approval process. Frameworks like RAPID (Recommend,?Agree,?Perform,?Input,?Decide) are a great starting point. Here’s how ChatGPT can help:

Step 1:?Define the framework you want to use (e.g., RAPID) and identify the responsible individuals for each step.

Step 2:?Input this information into ChatGPT with a prompt like,?"Using the RAPID framework, create an SOP for processing employee leave requests. Here are the key roles involved…"

Step 3:?ChatGPT will generate a structured SOP, including the approval sequence, deadlines, and accountability for each team member.

This approach ensures transparency and reduces bottlenecks in approval workflows.

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Top 5 Processes That Need SOPs

?If you're wondering where to start with creating SOPs, some processes are simply too important to overlook. Here are five critical HR processes that should always have an SOP—and why they matter.

?1. Employee Onboarding

Onboarding is the first impression new hires get of your company. A well-documented onboarding SOP ensures consistency, no matter who is facilitating the process. It should include:

• Required paperwork and timelines.
• Orientation schedules and assigned responsibilities.
• First-week and first-month checklists for both the manager and the new hire.

Why it matters:?A smooth onboarding process increases retention and engagement, setting the tone for the employee's journey.

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2. Recruitment and Hiring

From drafting job descriptions to scheduling interviews, recruitment has many moving parts. A recruitment SOP provides clarity on:

• How to write and post job openings.
• Criteria for candidate selection and evaluation.
• Timelines for offers and background checks.

Why it matters:?A clear hiring process minimizes bias, ensures compliance, and speeds up time-to-hire.

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3. Performance Reviews

Annual or quarterly performance reviews are crucial for employee development, yet they’re often inconsistent. An SOP should outline:

• How to prepare for reviews, including gathering feedback.
• Templates for documenting conversations and action plans.
• Steps for addressing underperformance.

Why it matters:?Consistency in performance reviews fosters fairness and helps employees trust the process.

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4. Handling Employee Terminations

Terminating an employee is never easy, but having an SOP makes the process clear and compliant. Your SOP should detail:

• How to conduct termination meetings respectfully.
• Final paycheck distribution and benefits offboarding.
• Documentation required to protect the company.

Why it matters:?A thorough termination process reduces legal risks and maintains professionalism.

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5. Leave Requests and Approvals

Managing leave requests can be tricky, especially during peak seasons. An SOP should include:

• How employees should submit leave requests.
• Approval hierarchies and timelines.
• Tracking leave balances and communicating denials.

Why it matters:?A defined leave process prevents scheduling conflicts and keeps operations running smoothly.

?Using ChatGPT to create SOPs can save you hours of work and reduce stress. Whether you’re documenting processes or structuring approval workflows, the efficiency is unmatched.

?What’s the hardest part about writing SOPs in HR?

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