Create Shared Location for SOP Amendment Proposals

Task Library

Stand up the single shared location – Google Doc, WordPress draft, or project board – where all SOP Amendment Proposals live, get queued, and get resolved.

Category: Knowledge System Maintenance

Use this when the SOP Update Protocol needs a home – this task is a gap: no shared location exists yet, so the first run creates the infrastructure Process 2 depends on.

Inputs

  • Decision authority on team tooling (or a recommendation ready for sign-off)
  • The proposal format standard (≤500 words: problem, affected SOP, proposed language, ≥2 examples)
  • Team roster for permissions

Steps

  1. Pick exactly one canonical location from the options the hub names: a Google Doc, a WordPress draft, or a project board. One location – proposals scattered across DMs, docs, and boards is how amendments die.
  2. Structure it in three zones: (a) the format, pinned at top (four parts, ≤500 words, one SOP per proposal); (b) the queue of pending proposals awaiting weekly review; (c) the archive of resolved proposals – approved ones linking to the SOP version/changelog they produced, rejected ones carrying their written reason.
  3. Set permissions: everyone on the team can submit; senior reviewers can resolve and move items to the archive.
  4. Seed it with the format template and one worked example proposal (real or clearly-marked sample) so the first submitter copies a pattern instead of guessing.
  5. Announce the location to the team and link it from the /knowledge-system-maintenance workflows so it is discoverable from the hub, not just from memory.
  6. Verify the round trip with a test proposal: submit → tag → queue → review → resolve with changelog. If any hop requires tribal knowledge, fix the structure now.
  7. Hand off to set-up-sop-amendment-proposal-tracking-system to finish the system layer (tracking fields, weekly review slot, dry run).

Definition of done (QA checklist)

  • Exactly one canonical location exists (Google Doc, WordPress draft, or project board) with format, queue, and archive zones
  • Whole team has submit access; senior reviewers have resolve access
  • Format template + one worked example seeded
  • Linked from /knowledge-system-maintenance and announced to the team
  • Test proposal completed the full round trip without verbal explanation
  • Linked back to the definitive article and relevant siblings
  • Complies with Blog Posting Guidelines (if it publishes content)

Example(s)

  • /knowledge-system-maintenance – Process 2 requires a shared location for proposals and names the three acceptable forms (Google Doc, WordPress draft, project board). Gap: location does not exist yet – the first run is the example.
  • Example needed – run the Meta-Article Prompt (/meta-article-prompt-template) after standing it up and link the meta-article here.

File in the zip: skills/knowledge-system-maintenance/create-shared-location-for-sop-amendment-proposals.md. Download the Task Library zip.

Index: Task Library. Article guidelines.

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