FS-DOC-01Operations
Launch Plan
Standard Operating Procedure Management
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build progresses from first call to go-live, and exactly what your team needs to do at each stage. FullSpec handles every technical step, including configuration, testing, and activation. Your role is to supply access to your existing tools and confirm one key decision before the build begins. Nothing in this document requires technical knowledge.
01What you're launching
Right now, every time a procedure changes, your Operations Manager manually identifies who needs to know, sends individual notifications, logs responses in a spreadsheet, and spends hours chasing anyone who has not replied. That cycle takes roughly five hours a week, leaves an incomplete audit trail, and exposes the business whenever a regulator or manager asks for proof that staff read the updated procedure. This automation replaces every manual step in that cycle. When a file changes in your approved SOPs folder in Google Drive, two agents take over: one handles versioning and register updates automatically, and the second manages the full distribution, acknowledgement, reminder, escalation, and completion summary flow without any manual input. One human review gate is preserved for compliance-critical SOPs that require a manager to approve the release before distribution begins.
Process
Standard Operating Procedure Management
Trigger
A file in the approved SOPs folder is created or modified in Google Drive
Final output
Updated SOP register, timestamped acknowledgement log, and a Slack completion summary posted to the operations channel once all staff have confirmed
Agents being built
2 agents: SOP Version and Register Agent, Distribution and Acknowledgement Agent
Tools involved
Google Drive, Google Sheets, Slack, DocuSign, Notion
Volume
Approximately 12 SOP updates per month
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage technically. Your involvement is limited to a short conversation at Connect, providing tool access before the build begins, and a brief review during the Test stage. The total delivery window is four weeks from the close of Connect, based on the moderate complexity rating for this automation. Each stage below shows exactly who does what.
Complexity level: Moderate. Estimated delivery: 4 weeks (approximately 20 business days). The delivery clock starts at the close of Connect, not payment. Pre-build tasks that are not completed before Connect closes, such as confirming your Google Drive folder structure or granting Slack app permissions, will delay the start of the Build stage.
1Connect
Business days 1 to 3
FullSpec
Reviews the mapped process and confirms scope. Audits your Google Drive folder structure, Slack workspace app permissions, and DocuSign account tier. Identifies any gaps in the role-to-SOP mapping table and flags them before the build begins. Confirms the compliance-critical SOP flag convention with you.
You
Attend a short kick-off call (30 to 45 minutes). Confirm the approved SOPs folder path in Google Drive. Share which SOPs currently require formal signatures. Review and agree the role-to-SOP mapping table structure. Grant tool access as listed in Section 03.
2Build
Business days 4 to 12
FullSpec
Configures the Google Drive file-change trigger and builds the SOP Version and Register Agent to increment version numbers and write to the master register in Google Sheets. Then builds the Distribution and Acknowledgement Agent: Slack interactive messages with one-click acknowledgement buttons, DocuSign envelope routing for flagged SOPs, 48-hour automated reminders, escalation logic after two missed reminders, and the completion summary post to the operations Slack channel.
You
No action required during the build stage. FullSpec may send one or two short clarifying questions by email if an edge case arises. Respond within one business day to keep the build on schedule.
3Test
Business days 13 to 18
FullSpec
Runs end-to-end tests across all automation paths using sample SOPs: standard Slack acknowledgement, DocuSign routing for a compliance-critical SOP, 48-hour reminder trigger, two-reminder escalation, and completion summary. Verifies the audit log is complete and timestamped correctly. Resolves any issues before handing over to you for review.
You
Review a test run walkthrough shared by FullSpec (video or live screen-share, approximately 20 minutes). Confirm the Slack messages read correctly, the acknowledgement button works, and the register entries look as expected. Flag anything that does not match how your team works. Sign off on the test results before Launch begins.
4Launch
Business days 19 to 20
FullSpec
Activates the automation against your live approved SOPs folder in Google Drive. Hands over the operational runbook covering the review gate, compliance flag process, and exception handling. Confirms monitoring is active and the first live trigger has fired and resolved correctly.
You
Notify your operations team that the new process is live. No technical action is required. From this point, every SOP update in Google Drive triggers the full automated cycle automatically.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. The table below lists exactly what is needed from each tool and when. All access should be in place before Connect closes so the build can begin on day four without delay.
Google Drive
Admin or Editor access to the approved SOPs folder, plus confirmation of the full folder path and any sub-folder structure used for compliance-critical files
Before Connect closes
Google Sheets
Editor access to the master SOP register spreadsheet and the role-to-SOP mapping table, including the sheet names and column structure you currently use
Before Connect closes
Slack
Workspace admin approval to install a custom Slack app for interactive message components (one-click acknowledgement buttons). Your IT or Slack admin must enable this if it is not already permitted.
Before Connect closes
DocuSign
API credentials from a DocuSign account with envelope-send permissions. Confirm your account tier supports API access (Personal plans do not; Standard or above is required).
Before Connect closes
Notion
Editor access to the internal SOP wiki space used for archiving superseded versions and any linked page references that need updating on version change
Before Connect closes
One configuration decision must be confirmed before Connect closes: which SOPs in your library are flagged as compliance-critical and therefore require a DocuSign formal signature rather than a Slack acknowledgement. FullSpec will provide a simple flag column to add to your SOP register, but you and your compliance lead must review the existing SOP list and mark each qualifying procedure before the Build stage begins. If this list is not ready, the DocuSign routing path cannot be built correctly and the Test stage will be delayed.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Keep the role-to-SOP mapping table in Google Sheets current when staff roles change. Apply the compliance-critical flag to any new SOPs that require formal sign-off before they are classified as qualifying. Review the human-approval gate for flagged SOPs before the automation releases them for distribution. Check the operations Slack channel for completion summaries after each update cycle.
Manually notifying staff of SOP changes. Tracking acknowledgements in a spreadsheet. Writing individual follow-up messages to non-responders. Escalating to line managers by hand. Updating the SOP register row after each revision. Archiving superseded versions manually.
FullSpec
Monitor the automation for errors or failed triggers. Respond to support requests via support@gofullspec.com. Apply updates to integration connections if a connected tool changes its API or authentication requirements. Advise on expanding the automation if your SOP volume or team structure grows.
Not applicable.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live SOP update triggers the full automated cycle. Slack acknowledgement messages land correctly with staff. The SOP register updates without manual input. You may see a small number of staff asking what the new Slack message is, which is normal for the first run.
At least one complete acknowledgement cycle closes without any manual intervention from your Operations Manager. The completion summary posts to the Slack channel automatically.
Month 1
All SOP updates for the month process through the automation. The acknowledgement log in Google Sheets is populated automatically with names and timestamps. Reminder messages fire on schedule for any non-responders. The Operations Manager's time on SOP admin drops noticeably, typically from around five hours per week to under one hour.
Zero manual reminder messages sent by the Operations Manager. The audit log for the month is complete and timestamped for every SOP update processed. DocuSign envelopes sent and returned for all compliance-critical procedures without any manual routing.
Month 3
The automation is fully embedded in your operations rhythm. Acknowledgement cycle times have reduced from five to ten business days to one to two business days. The role-to-SOP mapping table has been reviewed and updated at least once as staff roles changed. Your Operations Manager is spending approximately 30 minutes per week on SOP oversight rather than active administration. The build cost of $3,800 is on track to be recovered within the three-month payback window based on $14,300 in annual staff time savings.
Acknowledgement cycle time consistently at one to two business days. Audit trail complete for all updates processed since go-live. Operations Manager time on SOP admin at or below 0.5 hours per week. No missed compliance deadlines attributable to distribution or tracking gaps.
Next step: the FullSpec team will be in touch to schedule your Connect call and share the pre-build checklist. If you have questions before that call, contact the team at support@gofullspec.com. Once Connect closes and tool access is confirmed, the build begins within one business day.
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