sop-types.md

skills/sop-author/references/sop-types.md

1. # Meridian SOP Types
3. Three shapes cover ~95% of Meridian SOPs. Pick the one that fits the content; if nothing fits, ask the user which is closest and adapt.
5. ## Workflow SOP
7. **When to use:** the SOP describes a multi-step process someone runs end-to-end. Examples: "Client Onboarding", "Mockup Handoff", "Quote Approval", "Order Fulfillment", "G-Drive File Saving" (Ines's example is essentially a hybrid workflow + naming convention).
9. **Sections (Heading 1 each):**
11. 1. **Purpose:** what the workflow does, why it matters.
12. 2. **Scope & Responsibility:** who runs it, where it applies.
13. 3. **Process** (often broken into numbered subsections like `1. Setup`, `2. Execution`, `3. Handoff`). Each subsection contains numbered or bulleted steps with specifics: button names, exact text to send, fields to fill.
14. 4. **Best Practices** (or "Rules"): non-obvious tips, common pitfalls, formatting requirements.
15. 5. **Quick Reference Card:** condensed numbered list of the top-level steps, or a flowchart-like summary.
17. **Headings used:**
19. - H1 for section titles.
20. - H2 for numbered subsections (`1.1 Folder Creation & Numbering`, `1.2 Folder Depth Limitation`).
21. - H3 for sub-subsections (`Folder creation will be based on the following criteria:`).
22. - Accent subhead (12pt bold blue) for in-section topic labels.
24. **Ines's G-Drive SOP** (`SOP_G-Drive_File Saving, Organizing & Naming Format_09-2025_IC.docx`) is the canonical workflow SOP example.
26. ## Naming Convention / Formatting SOP
28. **When to use:** the SOP defines a file naming, folder structure, or document formatting standard. Examples: "Mockup File Naming Convention", "Order Folder Structure", "Asset Naming Format".
30. **Sections (Heading 1 each):**
32. 1. **Purpose:** what the naming standard ensures (searchability, version control, etc.).
33. 2. **Scope & Responsibility:** which folder(s) the standard applies to, who must follow it.
34. 3. **Folder Structure:** the on-disk structure, shown as a tree (monospace, indented).
35. 4. **Naming Convention:** the format pattern itself, shown as a format spec box, then broken into:
36. - **Components** (Heading 3): a 3-col table: Component | Value | Description.
37. - **Examples** (Heading 3): a 3-col table: Folder | Sub DIR | File Name(s).
38. - **Rules & Best Practices** (Heading 3): accent subheads (Versioning, Final Version, General Formatting Rules, etc.) with bulleted rules under each.
39. 5. **Quick Reference Card:** the format pattern + a worked progression (first version → revision → approved final).
40. 6. **How To Find Past Files** (optional): Drive search tips, naming search patterns.
42. **Matt's Mockup SOP** (`SOP_EXAMPLE_04-2026_MG.docx`) is the canonical naming-convention example.
44. ## Policy SOP
46. **When to use:** the SOP states a company rule or requirement without describing a step-by-step procedure. Examples: "PTO Policy", "Customer Data Retention Policy", "Vendor Approval Policy".
48. **Sections (Heading 1 each):**
50. 1. **Purpose:** what the policy is for.
51. 2. **Scope & Responsibility:** who and what the policy covers.
52. 3. **Policy:** the policy statement itself, plainly worded.
53. 4. **Procedure** (if applicable): how to comply / what to do when the policy is triggered.
54. 5. **Responsibilities:** who is accountable for what.
55. 6. **Quick Reference Card:** the policy statement in one line, plus key contact / escalation path.
57. Policy SOPs are less common than the other two but use the same visual structure.
59. ## Hybrid SOPs
61. Some SOPs blend types. Ines's G-Drive SOP starts as a workflow (folder structure organization) and ends as a naming convention. That's fine: start with whichever shape covers the dominant content, and add sections from the other shape as needed. Don't force a hybrid into either pure form.
63. ## Picking the right type: quick decision
65. - "How do I do X?" → Workflow.
66. - "What should this thing be called?" → Naming Convention.
67. - "What's the rule on X?" → Policy.
68. - "How do I do X AND what should I name the result?" → Workflow that ends with a Naming Convention section.
70. When in doubt, ask the user one sentence: "Workflow (step-by-step process), naming convention (file/folder format), or policy (rule)?"
72. ## What's not an SOP
74. If the content is closer to a *guide* (background reading, explanatory material) or a *cheat sheet* (quick reference without a defined procedure), it's not an SOP. Meridian has separate `How To Guides` for those. Don't force non-procedural content into SOP shape.