SOPs Made Easy: Using AI to Create and Streamline Your Processes
| AI [ Hacks For Business Leaders ] |
Standard Operating Procedures (SOPs) are essential to any growing business, ensuring consistency, training new employees, and scaling operations. But let’s face it: creating SOPs is time-consuming, and the process often gets put on the back burner. Luckily, AI is here to change that.
AI can streamline the entire SOP creation process—from documenting steps and transcribing tasks to editing and organizing the final version. Whether you’re looking to formalize existing procedures or create brand-new ones, AI can help make the process faster, easier, and more efficient.
Let’s dive into how you can use AI tools to create professional SOPs that save you time and improve clarity.
SOPs made easy.
The No-Nonsense Guide to SOPs: How to Streamline Like a Pro with AI
1. Record Your Process with Loom
Let’s face it—writing down every step of a process is a drag. It’s like trying to explain how to tie your shoes without showing someone. Enter Loom. Instead of typing out endless instructions, hit record and walk through the process while talking it out.
Loom captures your screen and voice, creating a quick video tutorial you (or your team) can revisit. Whether it’s updating CRM data, running reports, or onboarding a new client, Loom makes documentation a breeze. Bonus: No typos or missed steps.
Real-Life Example:
We had to document our client onboarding process. Instead of burning hours typing out every detail, we made a 10-minute Loom video. It’s now our go-to training resource for new hires—and it didn’t make us want to pull our hair out.
Next Steps:
Pick a task you do all the time—like managing social media or updating your website—and record yourself doing it with Loom. Share the video with your team or use it as a foundation for a written guide.
Resource: Start using Loom for free
2. Turn Videos Into Written SOPs with Otter.ai
Okay, you’ve got your Loom video. Now what? Some people still prefer a written version (looking at you, print-it-out-and-highlight people). That’s where Otter.ai steps in.
Upload your Loom video, and Otter churns out a shockingly accurate transcript. You can clean it up, slap on some formatting, and voilà—you’ve got a polished SOP ready for action.
Real-Life Example:
I use Otter.ai all the time during meetings, discovery calls, and brainstorming sessions. It catches all the details I’d otherwise miss and frees me up to focus on the conversation. Pro tip: Train yourself to say things like "Action Item" or "Due Date" during meetings, so the AI knows what’s important.
Next Steps:
Use Otter.ai to transcribe your next meeting or process video. Spend 5-10 minutes cleaning up the text, then format it into a shareable document. Boom—instant SOP.
Pro Tip: AI isn’t perfect (yet). Double-check the notes and tag speakers for clarity.
Resource: Try Otter.ai for free
3. Polish Your SOP with ChatGPT
Now you’ve got a transcript, but it’s rough around the edges. Enter ChatGPT, your digital editor extraordinaire. Drop in the transcript, and it’ll clean up clunky sentences, reorganize the steps, and make sure your SOP flows like a pro wrote it (because technically, one did—thanks, AI).
Real-Life Example:
I worked with a medical company to refine their customer support SOPs. After transcribing the process, we ran it through ChatGPT, which not only clarified the language but also suggested tweaks to make the steps more efficient. Saved the team hours of editing—and made them look like rockstars.
Next Steps:
Paste your transcript into ChatGPT and ask it to refine, reorganize, and even suggest improvements. In minutes, you’ll have a clear, polished SOP that’s ready to use.
Resource: Try ChatGPT
4. Organize and Share with Notion
Congratulations, you’ve got a shiny new SOP! Now you need to store and share it without causing chaos. That’s where Notion comes in.
Notion is your one-stop shop for organizing all your SOPs. Create a dedicated space where you can categorize processes by department (marketing, sales, HR—you name it). Share it with your team, and you’re golden.
Real-Life Example:
A SaaS company I worked with used Notion to store SOPs for product updates, customer support, and sales. Every department had access to their playbook, making onboarding and day-to-day operations smooth as butter.
Next Steps:
Set up a Notion workspace for your SOPs. Organize them by category, and make sure your team knows where to find them. Bonus: Use Notion’s AI features to summarize or categorize SOPs automatically.
Resource: Get started with Notion
The Bottom Line: SOPs Without the Hassle
Let’s be real—creating SOPs used to be a time-suck. But with tools like Loom, Otter.ai, ChatGPT, and Notion, you can build clear, consistent processes faster than ever.
Next Steps:
Start with one process you repeat constantly. Record it with Loom, transcribe it with Otter.ai, refine it with ChatGPT, and store it in Notion. Trust me—your future self (and your team) will thank you.