Yes, ChatGPT can create an SOP draft
Have you scheduled a playdate with an AI tool, yet? Today was my playdate with ChatGPT 3.5, the nifty generative AI tool from Open AI. I decided to test the tool’s capability for organizing a list of steps into a Standard Operating Procedure (SOP) draft.
For my test, I used the ChatGPT Consumer Services tool. If you are new to ChatGPT for consumers, know this: everything entered into the consumer tool is subject to Open AI’s use. Per Open AI’s data usage FAQ, Open AI “may use the user’s prompts, the model’s responses, and other content such as images and files…” Confidential data should not be entered into the tool.
Three simple steps I used for the ChatGPT 3.5 test were:
Create a list of steps required to add a client to a fictional CRM
Enter the list in the ChatGPT 3.5 message field
Upon ChatGPT’s response, request a standard operating procedure
The complete dialogue with ChatGPT 3.5 is shown below. Compare my request to ChatGPT’s SOP results. You’ll see that, without specifically requesting it, ChatGPT added Objective, Pre-requisites, and Conclusion sections to the draft of the SOP. Maybe I don’t want those in my SOP. Or maybe I hadn’t thought of adding them.
Everything ChatGPT produces must be vetted. For instance, you’ll see in Step 6 that ChatGPT added “or subscriptions”. But subscriptions wasn’t on the initial list I provided, and my fictional company doesn’t sell subscriptions.
As you consider how your business can use AI tools to create efficiencies in workflows and SOPs, it’s important to remember this: humans must always be in the loop to ensure the final results align with business policies and objectives and haven’t violated any laws.
ChatGPT TEST - Creating a Standard Operating Procedure
Initial entry - List of Steps
1. Log into the customer management system 2. Select “Add Client” workflow 3. Enter client first name, last name 4. Enter client email address 5. Enter client phone number 6. Verify accuracy of name, email address, phone number 7. Click save 8. Click next 9. Select product from product dropdown list 10. Enter start date of product access 11. Click save 12. Click next 13. Click cross-selling opportunities 14. Select product for cross-selling 15. Click save 16. Click email client 17. When the email window launches, verify the correct product for cross-selling is displayed in the email footer 18. Enter your personalized email text 19. Spell check 20. Click send 21. Click Exit to exit the “Add Client” workflow
ChatGPT Response
It seems like you're providing a step-by-step guide for adding a client in a customer management system. Is there anything specific you need assistance with regarding these steps?
My Request
Can you create a standard operating procedure for adding a client to a customer management system for a small business that sells branding products
ChatGPT Response
Standard Operating Procedure: Adding a Client to the Customer Management System
Objective: To efficiently and accurately add a new client to the customer management system for the purpose of managing client information and facilitating sales processes for branding products.
Pre-requisites:
Access to the customer management system.
Necessary permissions to add clients.
Information regarding the client's first name, last name, email address, and phone number.
Knowledge of the product the client is interested in and any potential cross-selling opportunities.
Procedure:
Log into the Customer Management System:
Open your web browser.
Enter the URL for the customer management system.
Input your username and password.
Click on the "Login" button to access the system dashboard.
Navigate to "Add Client" Workflow:
On the dashboard, locate the "Add Client" option or navigate to the appropriate section where client management tasks are performed.
Click on "Add Client" to initiate the workflow.
Enter Client Information:
Input the client's first name into the designated field.
Input the client's last name into the designated field.
Enter the client's email address.
Enter the client's phone number.
Double-check the accuracy of the entered information for the client's name, email address, and phone number.
Save Client Information:
Once all required fields are filled, click on the "Save" button to save the client's information.
Proceed to Next Step:
Click on the "Next" button to proceed to the next step in the workflow.
Select Product and Start Date:
From the product dropdown list, select the appropriate branding product that the client is interested in.
Enter the start date for the product access or subscription.
Save Product Information:
Click on the "Save" button to save the selected product and start date.
Proceed to Cross-selling Opportunities:
Click on the "Next" button to proceed to cross-selling opportunities, if applicable.
Select Cross-selling Product:
Review potential cross-selling opportunities and select relevant products from the provided options.
Save Cross-selling Information:
Click on the "Save" button to save the selected cross-selling product.
Email Client:
Click on the option to email the client.
Verify Cross-selling Product in Email Footer:
Once the email window launches, verify that the correct cross-selling product is displayed in the email footer.
Enter Personalized Email Text:
Draft a personalized email message to the client, addressing their needs and offering relevant information about the selected product and any cross-selling opportunities.
Spell Check:
Proofread the email text to ensure there are no spelling or grammatical errors.
Send Email:
Click on the "Send" button to dispatch the email to the client.
Exit Workflow:
Once the email is sent, click on the "Exit" option to exit the "Add Client" workflow.
Conclusion: By following this standardized procedure, you ensure that new clients are efficiently added to the customer management system, product information is accurately recorded, and potential cross-selling opportunities are leveraged effectively, thereby enhancing the overall sales process for branding products.
This blog entry was created by a human and includes dialogue with the ChatGPT 3.5 AI tool.
Effective Continuous Improvement begins with clarity on workflows, procedures, and training plans.