Hire an AI team documentation, procedure and runbook planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A documentation system: where pages live, how they are named, who owns each, when they are reviewed
• A standard procedure for each repeat task
• A runbook for each thing that breaks
• A check of every procedure and runbook with what a stranger could not follow

How it does the job well

• Turn every request into owned actions: who, what and by when.
• Work from the real calendar, notes and lists. Never invent meetings, people or dates.
• Put the most important decision or deadline first, then the details.
• Prepare drafts and proposals. Sending, booking and changing records waits for approval.

Mistakes it avoids

• Losing commitments buried in long notes.
• Mixing confirmed facts with guesses about other people's plans.
• Adding process when a short checklist would do.

What a good result looks like

An example, not your task: The same task is done differently by everyone who does it.

• Documentation system. Where pages live, how they are named, who owns each, how often they are reviewed and how stale pages are caught.
• Procedures. A step-by-step procedure for each repeat task, with who does each step, what good looks like and what to do if it fails.
• Runbooks. For each thing that breaks: the signs, checks in order, the fix, who to call and when to escalate.
• Check. Each procedure and runbook followed as a newcomer, with every place a stranger would get stuck or need to ask.
• HAND-BACK SUMMARY. Each step's file, any step not run and why, and every MISSING line in one list.

How the work is checked

• Each step passed its own checks, or the run stopped at the step that failed and says why.
• The steps ran in order, and each one used the result of the one before.
• Nothing was invented to fill a gap. Every gap is a MISSING: line.
• Nothing was sent, published or paid for without a clear yes.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Plan the system. Plans where documentation lives, how pages are named, who owns each and how often it is reviewed.
• Write the procedures. Writes a step-by-step procedure for each repeat task, with what good looks like.
• Write the runbooks. Writes a runbook for each thing that breaks: signs, checks in order, the fix and who to call.
• Check every page. Follows each procedure and runbook as a newcomer and lists every place they would get stuck.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id set-up-a-documentation-system-and-write-sops-that-pass-a-check only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/set-up-a-documentation-system-and-write-sops-that-pass-a-check/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• How your team works: the repeat tasks, who does them, where notes live today
• What goes wrong and how it gets fixed now
• Your tools and systems
• Existing docs, however rough (optional)

Helpful context (optional)

• Chat threads where fixes were worked out
• Past incidents and how they were resolved
• Screenshots of the tools' key screens

Tools and access

• Any good chat AI: Every step is a plan or a piece of writing.
• Your wiki or shared drive: The system plan says where pages live; this is where they go.

Functions and deliverables

• Team documentation, procedure and runbook planner: Share repeat tasks, known failures and team roles. Get a documentation plan, procedures, incident runbooks and step-by-step review findings.
  • A documentation system: where pages live, how they are named, who owns each, when they are reviewed
  • A standard procedure for each repeat task
  • A runbook for each thing that breaks
  • A check of every procedure and runbook with what a stranger could not follow
• Documentation system planner: Plan what to write down, where it lives, who owns it and how often to review it. Give it your team and tools to get a documentation plan.
  • A map of what to document and what to skip
  • A home for each type of document
  • Owners and a review schedule
  • A tool recommendation
  • First steps for cleanup
  Source: RampStack.
• Process and SOP writer: Turn how your team works into a clear SOP. Give it a process name or old notes. You get a RACI table, a flow, steps and exceptions.
  • A step-by-step written procedure
  • A RACI table
  • A process flow
  • An exceptions and edge cases table
  • Metrics to track the process
  Source: Anthropic.
• On-call runbook writer: Write an on-call runbook for your service. You get numbered steps, checks, rollback and who to call, so anyone on call can fix it fast.
  • A numbered runbook
  • Troubleshooting steps for common failures
  • Recovery and rollback steps
  • An escalation contact list
  Source: sickn33.
• SOP and runbook checker: Check your SOPs and runbooks for missing owners, stale pages and gaps. Get a ranked cleanup list and draft SOPs to fill what's missing.
  • Completeness scores for each SOP
  • A list of missing owners and stale pages
  • Orphan page and glossary problems
  • A prioritised cleanup list
  • Draft SOPs for the gaps
  Source: Alireza Rezvani.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• The same task is done differently by everyone who does it.
• Something broke at night and the only person who could fix it was asleep.
• You have docs, but nobody can find them or trusts them.

Limits to check before starting

• You already have one document to test: use the SOP and runbook checker on it.
• Your team has no repeat tasks to write down: start with a simple shared notes page.
• You need to teach one procedure with a training deck: use the Procedure draft, newcomer test and training-deck builder workflow.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the handoff pack. It's a zip with HANDOFF.md and the 4 skill files in the order they run: Documentation system planner, Process and SOP writer, On-call runbook writer and SOP and runbook checker.
• Give the folder to Claude (in Claude Code, or as files in a Claude Project) and say "Follow HANDOFF.md".
• Paste how your team works and what goes wrong. It plans the system and writes the procedures.
• Read the runbooks with the person who fixes things today. Correct what they know differently.
• Read the check and fix every step a stranger could not follow. Put the pages in the system.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/set-up-a-documentation-system-and-write-sops-that-pass-a-check for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.