How to create SOP's Faster using AI & Automations | Automate your SOP Creation

How to create SOP’s Faster using AI & Automations | Automate your SOP Creation

As a growing entrepreneur and small business owner, you know that Standard Operating Procedures (SOPs) are critical if you want to expand your team and continue to maximize your income and impact. However, creating SOPs can be a cumbersome task because they take a long time. Even as a system strategist, they are one of my least favorite tasks. So, I created a way to automate it, and I'm excited to show you how.

Step-by-Step Guide to Automating SOP Creation

Recording the Task

Early this morning, while performing a task that I would ideally like to delegate to my Virtual Assistant (VA), I created a Loom video talking through each step as I was completing the task.

Organizing the Video

Now, all I have to do is download the video and place it into an SOP video folder. This scenario is off right now, but once I finalize it, I will have it turned on. When I automatically save these videos to a particular Google Drive folder, the process begins.

Automation Process

Here's how the automation process works:

1. When a new file is uploaded: It will download the video file and upload it to Assembly AI.
2. Transcription: Assembly AI will then transcribe the audio file into a written transcript.
3. Sending to ChatGPT: The transcript is sent to ChatGPT, which uses a preset prompt to write the SOP.
4. Creating a Google Document: The SOP is then created as a Google Document.
5. Adding to Notion: Finally, the Google Document is added to my SOP organization database in Notion for easy access and review.

Reviewing the SOP

To check the output:

1. Go to my work SOP database in Notion.
2. You will see that a new SOP has been logged and is ready for review.
3. Click the link to see the step-by-step process for the task.

All I need to do now is review the document, make any necessary corrections, and add any additional notes I might have missed or misspoke on in the video. Once it's ready, I can easily delegate the task to my assistant.

Conclusion

Automations like this can transform how you run and grow your business. If this kind of automation would completely change your business operations, schedule a systems Power Hour call with me so we can get you set up. Let me know in the comments what you want to automate next!

Keywords

• SOP
• Automation
• Google Drive
• Assembly AI
• ChatGPT
• Notion
• Virtual Assistant
• Transcription
• System Strategist

FAQ

Q: What is the biggest advantage of automating SOP creation? A: The primary advantage is the significant time-saving, allowing you to focus on other critical aspects of your business, such as growth strategies and client interactions.

Q: Do I need any specialized software to automate SOP creation? A: Yes, you'll need tools like Loom for recording videos, Assembly AI for transcription, ChatGPT for generating the written SOP, and Notion for organizing the documents.

Q: What if the transcription or the automated SOP is inaccurate? A: You will still need to review the SOP for accuracy and make any necessary corrections before delegating the task to ensure it meets your standards.

Q: Can I automate other tasks using a similar process? A: Yes, the same principles can be applied to automate many other repetitive tasks in your business.