SOPs & process documentation
Turn how your team actually works into SOPs people can follow and agents can use.
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Need
Stack 01
I need our processes written down and actually followed
Verified Oct 17, 2026 Review by Apr 15, 2027 5 sources
Short answer
Record the process once, as a screen recording or call. Have AI draft the SOP from it, have the owner correct it, and store it where people and agents can both read it. Then turn the most-used SOPs into shared custom assistants, so the process gets followed, not just filed.
What it is
Most small teams have processes that live in one person’s head. The need has two parts: write the processes down, and make the written version the one people actually use.
How it works
- Capture: record the owner doing the task, or talking it through on a call.
- Draft: have an assistant turn the transcript into steps, inputs, outputs and a checklist.
- Correct: the owner edits the draft. AI drafts; people approve.
- Store: keep one page per process in a shared workspace (see the SOPs & process stack).
- Put it to work: package high-use SOPs as custom assistants (see SOPs as custom assistants). Dan Martell recommends saving repeat instructions as a shared custom assistant, so one update reaches everyone, and keeping a project’s files and decisions in a project space (view: Martell). The container is changing: OpenAI’s help article on GPTs (checked 2026-10-17) says it plans to retire custom GPTs in favor of Plugins: retirement is planned for Dec 11, 2026 in affected Enterprise workspaces, other plans are expected to follow, and new GPTs can no longer be created on personal accounts. Google’s Gems help page (checked 2026-10-17) says that from November 2026, Gems on personal Google accounts will move to skills.
Benefits
- Less dependence on any one person.
- Agent-ready. Written SOPs become instructions an agent can follow later.
- Faster onboarding. New hires learn from the page instead of shadowing.
Limits and risks
- An unapproved SOP is a guess. Require owner sign-off and a review date.
- Sensitive steps. Leave credentials and personal data out of recordings and prompts.
- Keep the master copy in your docs. Assistant features get renamed and retired, so the SOP page should stay the source and the assistant a copy.
Checked specs
Snapshot from official sources on Oct 17, 2026.
| Martell's advice (video transcript) | Save repeat instructions as custom GPTs so one update reaches everyone; keep context in projects [1] |
| Custom GPTs (checked 2026-10-17) | OpenAI plans to retire custom GPTs in favor of Plugins; Enterprise retirement planned Dec 11, 2026; no new GPTs on personal accounts [3] |
| Claude Projects | Available to all users; free accounts can create up to five [4] |
| Gemini Gems | Moving to skills on personal Google accounts from November 2026 [5] |
Best-fit stacks
Agent compatibility
| Tool in this entry | How agents connect |
|---|---|
| Notion | MCPAPI/CLIBulk import |
| Claude | Agent platform API/CLIBulk import |
| ChatGPT | Agent platform API/CLIBulk import |
| Fireflies.ai | MCPAPI/CLIBulk import |
| Descript | MCPAPI/CLIBulk import |
Levels come from each tool's recorded, sourced compatibility. How the levels work.
Related entries
How do I turn our SOPs into custom AI assistants? · QuestionHow do I give an AI agent memory of our business? · QuestionI need every AI tool to know how our business works · NeedAgent skills (SKILL.md) · ConceptDocs and knowledge workspaces · ServiceHow do I keep SOPs and docs as Markdown in GitHub? · QuestionI need our AI rollout to actually pay off · NeedI need to decide what AI should do before I hire for a role · NeedI need to hand off a whole area of work, not just tasks · NeedUse GitHub as your business's source of truth · Need
Sources
- How to Get Ahead of 99% of People (with AI), custom GPTs section (from 16:29) · Dan MartellPractitioner view accessed Oct 17, 2026
- How to Get Ahead of 99% of People (with AI), projects section (from 6:56) · Dan MartellPractitioner view accessed Oct 17, 2026
- GPTs in ChatGPT (help article) · OpenAIofficial accessed Oct 17, 2026
- What are projects? · Anthropicofficial accessed Oct 17, 2026
- Use Gems in Gemini Apps · Googleofficial accessed Oct 17, 2026
Practitioner views are restated in our words and labeled as views, not measured results. Product facts come from official sources dated above.
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