Hiring: AI Trainer at Neesh AI

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TL;DR

Use this prompt to instantly transform team notes into a clear, standardized SOP. Whether you’re onboarding clients, handling support tickets, or running internal processes, AI helps you document it faster, so your team stays aligned and efficient.

See The Prompt In Action

Instruction:
Act as an operations specialist. Your task is to take informal team notes and convert them into a structured, step-by-step SOP that can be used to train team members and onboard new clients consistently.

Information:
This process is about: onboarding new clients for our design retainer service

Here are the raw notes:

• Send welcome email within 24 hrs

• We use Notion + Slack

• Set up kickoff call (usually in 3 days after contract)

• Add to “Client Portal” in Notion

• Create shared Slack channel

• Set expectations re: deliverables on kickoff call

• Remind them how to submit requests

• Share onboarding doc

Context:
We need a clear, repeatable SOP that anyone on the team can follow. This will help us avoid missing steps and create a consistent first impression.

End Goal:
Create an SOP titled “New Client Onboarding – Design Retainer” with:

• A tool list (Slack, Notion, Calendly)

• Numbered instructions (1. Send welcome email, 2. Schedule kickoff call, etc.)

• Pro tips like “Always confirm kickoff time within 24 hours”

• Final checklist before client is marked as onboarded

Response After We Tried

Click here to read our full conversation with ChatGPT!

New Client Onboarding – Design Retainer

Purpose

To ensure a consistent, professional onboarding experience for all design retainer clients by following a step-by-step process using standardized tools and communication.

Tools Required

• Slack – for shared communication channel

• Notion – for the client portal and onboarding documentation

• Calendly – for scheduling the kickoff call

• Email – for the initial welcome and follow-up messages

Step-by-Step Instructions

1. Send Welcome Email (within 24 hours of contract signing)

• Use the standard welcome email template.

• Include a brief intro, what to expect next, and a Calendly link for kickoff scheduling.

• Pro Tip: Personalize with the client’s name, brand, and any relevant details from the sales handoff.

2. Schedule Kickoff Call (target: within 3 business days)

• Share Calendly link in the welcome email.

• Once the time is booked, send calendar invite.

• Pro Tip: Always confirm the kickoff call time via Slack or email within 24 hours of scheduling.

3. Set Up Client Portal in Notion

• Duplicate the Notion client portal template.

• Customize with client name, project overview, key contacts, and submission instructions.

• Add relevant SOPs, deliverables tracker, and request forms.

4. Share Onboarding Document

• Send the onboarding doc via email and Slack.

• This document should include:

  • How to submit design requests

  • Turnaround times

  • Slack etiquette and expectations

  • Who to contact for what

• Pro Tip: Walk through this doc live during the kickoff to reinforce clarity.

5. Create Shared Slack Channel

• Create a private channel using naming convention: #client-[brand-name]

• Invite internal team and client stakeholders.

• Pin important docs (Notion link, onboarding doc, request guidelines).

• Pro Tip: Use Slack Connect to link the channel if the client is on Slack.

6. Conduct Kickoff Call

• Introduce key team members and roles.

• Review the onboarding document.

• Set clear expectations around:

  • Request process

  • Communication cadence

  • Deliverables and timeline

• Allow time for Q&A.

• Pro Tip: Use the kickoff as a tone-setter—be enthusiastic and clear!

7. Remind Client How to Submit Design Requests

• Recap request process in Slack and pin the submission instructions.

• Point them to the correct form or method in Notion.

• Pro Tip: Reiterate turnaround time ranges and revision policy.

Final Pre-Onboarding Checklist

Before marking the client as Onboarded, confirm all the following are complete:

✅ Welcome email sent
✅ Kickoff call scheduled and confirmed
✅ Client portal created and shared
✅ Onboarding doc shared and reviewed
✅ Shared Slack channel created and active
✅ Kickoff call completed
✅ Request process confirmed and clarified

Listen In: Justin Coats on Building Neesh AI

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