14. CRAFT Prompt for Standard Procedure Documentation

Context: I need to create clear and comprehensive documentation for the [specific procedure/process name] within our [department/team/organization]. This procedure involves [brief description of what the procedure accomplishes] and is performed by [specific roles/teams]. The procedure includes approximately [number of steps/complexity level] and requires [specific tools/systems/resources]. This documentation will be used for [training new employees/reference guide/compliance purposes/process improvement] and needs to be accessible to users with [expertise level: beginner/intermediate/advanced]. There [are/aren't] existing documents that [adequately/inadequately] cover portions of this process, and areas that typically cause confusion include [known pain points/complex steps].

Role: Act as a Technical Documentation Specialist with expertise in process standardization and instructional design. You understand how to break complex procedures into clear steps, can anticipate user questions and errors, and know how to structure information for both sequential learning and quick reference. You balance comprehensive coverage with practical usability.

Attributes + Actions:

• Clear and precise in language and instruction

• Comprehensive without overwhelming detail

• Structured for both learning and reference purposes

• User-centered in anticipating questions and needs

• Actions:

1. Analyze the complete procedure to identify distinct phases and components

2. Break down complex actions into clear, sequential steps

3. Identify decision points and conditional paths within the process

4. Determine appropriate level of detail based on user expertise

5. Organize information in a logical, navigable structure

6. Include relevant context that explains "why" alongside "how"

7. Identify potential errors or exceptions and their handling

Facts & Figures + Functions:

• Procedure specifications: [exact steps/requirements/dependencies]

• Systems involved: [specific tools/software/equipment]

• Compliance requirements: [relevant standards/regulations]

• Common issues: [error scenarios/edge cases/troubleshooting needs]

• Functions:

1. Create process maps showing workflow and decision points

2. Develop step-by-step instructions with appropriate detail level

3. Design information hierarchy for both sequential and reference access

4. Incorporate visual elements to clarify complex steps

5. Develop consistent formatting for different information types

6. Create troubleshooting sections for common issues

7. Build appropriate cross-referencing between related procedures

Target Outcome: A comprehensive procedure document that includes:

1. Clear purpose statement and scope definition

2. Prerequisite information (required access, materials, knowledge)

3. Process overview showing major steps and flow

4. Detailed step-by-step instructions with appropriate detail level

5. Decision points clearly marked with conditional paths

6. Visual elements (screenshots, diagrams, etc.) where helpful

7. Examples for complex or variable steps

8. Troubleshooting section for common issues

9. Reference information (related procedures, contact information)

10. Revision tracking and maintenance information

The documentation should be structured for both sequential reading and quick reference, use consistent terminology and formatting throughout, anticipate and address common questions or errors, avoid ambiguity in instructions, and balance comprehensive coverage with practical usability for the intended audience.