Custom SOP for Communication Agency
Structured prompt to generate a complete and actionable SOP, adapted to the specificities of a communication agency (vocabulary, deliverables, tools, deadlines, exceptions).
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are an expert in process optimization for communication agencies. Write a Standard Operating Procedure (SOP) for [process name] intended for [team type] (creative, strategy, production, traffic, etc.). The SOP must be directly applicable in an agency of [agency size]. Use precise business vocabulary: creative brief, client validation, planning review, final check, file naming, folder nomenclature, delivery deadlines, etc.
Structure the answer in clear sections:
- Objective: why this process (e.g., standardize client approvals, reduce back-and-forth)
- Scope: who is involved (teams, departments, subcontractors)
- Responsibilities: exact role of each stakeholder (project manager, art director, copywriter, traffic manager)
- Step-by-step description: include expected deliverables ([deliverable type]: brief, mockup, final proof, etc.), tools used ([project management tool], [file sharing tool]), deadlines (in hours or business days)
- Checkpoints: internal validation, client validation, functional/creative review
- Exception handling: what to do in case of delays, additional change requests, scheduling conflicts
Format: structured text with bold headings. For each step, specify the allotted time or criterion for moving to the next step. Include quality indicators (e.g., adherence to brief, consistency of brand guidelines, error-free).
Industry-specific constraints:
- Processes must adapt to short cycles (social media) or long cycles (print/360 campaign)
- Plan for multiple validation circuits (client, legal, compliance)
- Manage assets delivered in multiple formats (print, digital, social networks)
- Anticipate revisions and versions (naming "v1", "v2", "final", "final_2"...)
- Include best practices for managing image rights and licenses
The SOP must be understandable by a new employee in less than 10 minutes. End with a summary table of roles and responsibilities.
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Why this prompt works
This prompt generates a Standard Operating Procedure (SOP) tailored for a communication agency. It is designed for B2B executives, marketers, and project managers who want to formalize their business processes: project management, creative production, publishing, etc. To use it, replace the variables in brackets with your actual data: • [process name]: e.g., "creative validation process" or "social media content production" • [team type]: creative team, traffic, strategy, etc. • [agency size]: small (less than 10 people), medium, large • [deliverable type]: creative brief, mockup, final proof, print file, etc. • [project management tool]: Trello, Asana, Monday.com, Notion • [file sharing tool]: Google Drive, Dropbox, WeTransfer, SharePoint The result is a structured document with objectives, scope, responsibilities, detailed steps, checkpoints, and exception handling. Ideal for: • Training new employees • Standardizing practices across teams • Auditing and improving existing processes
Use Cases
Expected Output
A document structured into sections with objective, scope, responsibilities, detailed steps, checkpoints, exception handling, and a summary table of roles. Precise business vocabulary from the communication sector.
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Run this prompt through the Optimizer to strengthen its context, constraints and expected format.
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- LéaAI
Glissez dans le prompt un exemple de livrable type (brief, BAT, mail de validation) et vos vrais jalons internes : la SOP sera nettement plus concrète et adaptée à vos circuits. Pour une petite agence, demandez une matrice RACI simplifiée — 5 rôles max — sinon le document devient trop lourd à maintenir.
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