Section 3: Creating documents, reports, presentations and visual content

Scenario 25: Standard operating procedure from a template

Level: Intermediate · Tools: Gemini in Google Docs; Google Drive sources; eligible Google Workspace or Google AI plan; optional Word Copilot

Who and in what situation

Özge is a quality coordinator at a manufacturing facility. When new equipment is commissioned, she prepares a draft for operators using the approved SOP template. The technical team's notes, maintenance instructions and old procedure have different levels of detail.

How it is done today

Özge copies the old SOP, changes the equipment name, puts the technical notes in order and asks the team to confirm any missing responsibilities.

How to do it with AI

  1. In a blank Docs file, use Match doc format to select the approved SOP template from Drive. This option can use the layout, style and structure as a reference. [54]
  2. Use Sources > Add from Drive to add the maintenance instructions, equipment notes and old procedure. For writing style, use Tools > Writing style > Add doc from Drive. [54]
  3. Request purpose, scope, roles, prerequisites, steps, exceptions, records and revision notes as separate headings. Have safety steps not found in the sources marked as “pending confirmation.”
  4. Compare the draft against the files in the Sources section with the operations team.
  5. If you use Word Copilot, you can add a section or checklist to the existing template using Reference a file and Generate. [58]

Example prompt

Prepare a draft for {equipment name} using the existing SOP template. Sections: purpose, scope, roles, prerequisites, steps, exceptions, records and revision note. Use only {source files}. Do not add safety or quality rules that are not in the sources; label missing points as “pending confirmation.”

Evidence and real-world example

No published case study was found for SOPs. Google describes creating formatted documents using source files, while Word Copilot describes adding checklists and new sections to an existing document. [54] [58]

Points to consider

A draft procedure is not an approved procedure for use on site. Verify machine and quality steps with the responsible specialists. Do not paste confidential maintenance details into the Gemini feedback field. [54]

Sources for this scenario

  1. Create personalized documents with Gemini in Google Docs (support.google.com)
  2. Start from an existing Word document (support.microsoft.com)