SOPs & Training

Write an SOP from rough notes or a recorded walkthrough

Record yourself doing a task once, or jot down rough notes, and turn it into a clear, numbered standard operating procedure your team can follow and train from.

Time
About 20 minutes per SOP
Level
Beginner
Works with
Claude, ChatGPT, Microsoft Copilot, Gemini

What you need

  • A transcript of a recorded walkthrough (Loom, Teams and Zoom all produce one) or bullet notes
  • The names of the systems involved
  • Who performs the task and who reviews it

Steps

  1. Record yourself doing the task while narrating each click and decision, then download the transcript.
  2. Remove any passwords or personal information from the transcript.
  3. Paste the prompt and the transcript.
  4. Have someone who has never done the task follow the SOP literally, and fix every spot where they got stuck.
  5. Save it in your team's knowledge base with an owner and a review date.

The prompt

Fill in the highlighted brackets
Turn the transcript or notes below into a standard operating procedure for our finance team.

Task: [name]
Systems: [list]
Performed by: [role]. Reviewed by: [role]. Frequency and deadline: [e.g. monthly by business day 3]

Structure:
1. Purpose (1-2 sentences)
2. Scope (what is and isn't covered)
3. Roles and responsibilities
4. Prerequisites and system access needed
5. Numbered step-by-step instructions, including the menu path in each system
6. Controls and the evidence to keep for each one
7. Common errors and how to fix them
8. Related reports, files and SOPs
9. A revision history table (date, change, author)

Write for a new staff member in plain language. Where the transcript is unclear or skips a step, insert [CONFIRM: what's missing] rather than guessing.

Transcript or notes:
[paste]

Review before you use it

  • Someone new followed the SOP literally and finished the task correctly.
  • Every [CONFIRM] placeholder is resolved.
  • Control steps and evidence match how the task is really reviewed.
  • No credentials or personal information remain.

Never paste into an AI tool

  • Passwords or system credentials that appear in recordings
  • Employee or customer personal information
  • Use a business or enterprise AI plan that does not train on your data, and follow your company's AI policy.

Educational content, not professional advice. AI output can be wrong; review it before relying on it. Disclaimer