[Steve Side Hustler]

Hi everyone — I have a bunch of process recordings (screen videos, narrated walk-throughs, and loose notes) from our team, and I’m wondering how realistic it is to use AI to convert them into polished internal SOPs and action checklists.

Specifically, I’m curious about:

• What formats work best as inputs (video, audio, transcripts, notes)?
• How accurate are AI-generated SOPs and how much human editing is usually needed?
• Privacy and security — any simple precautions for sensitive internal processes?
• Recommended workflows or tools for a small non-technical team getting started?

If you’ve tried this, could you share what worked, what surprised you, and any templates or tips you used to validate the final SOPs? I’m aiming for practical, easy-to-review outputs that our team can actually follow.

Thanks — I appreciate real-world experiences or tool suggestions!

[Fiona Freelance Financier]

Yes — AI can reliably turn process recordings into clear SOPs and checklists if you give it structured inputs and a simple verification routine. Start small: one repeatable task at a time, so you reduce stress and build a library of dependable procedures you can use or hand to someone else.

What you’ll need

• Recording(s) or transcript(s) of the task — even a short clip is fine.
• A list of tools, systems and permissions used in the process.
• A target audience: novice, experienced team member, or auditor.
• A preferred output format: single-page checklist, step-by-step SOP, or both.

Step-by-step: how to do it

1. Transcribe the recording. Use software or manual notes; timestamps help.
2. Chunk the transcript by logical steps (start, key actions, decision points, finish).
3. Annotate each chunk with: expected result, tools used, time estimate, and any warning/exception.
4. Give the AI a short brief that includes the task name, audience, and desired outputs. Ask it to produce a concise checklist and a full SOP with decision guidance and exceptions.
5. Review the AI draft: run a live or dry run of the SOP, mark unclear steps or missing context, and ask for clarification or tighten wording where needed.
6. Finalize: create a one-page checklist for daily use and a fuller SOP for training and audits.

What to expect

• An initial draft in minutes; expect 1–3 refinement rounds to clarify ambiguities.
• AI will often flag missing information — treat those flags as your checklist for follow-up.
• Final SOPs will be clearer and shorter when you standardize titles, outcome statements, and time estimates.

How to brief the AI (components, not copy/paste)

• Role and goal: tell it who the SOP is for and what the desired outcome is.
• Inputs: point to the transcript or paste key chunks and list tools/access needed.
• Format constraints: one-page checklist, numbered steps with times, or include a decision table.
• Tone and safety: concise, non-technical, highlight warnings and compliance notes.

Variants you might request

• Checklist-focused: short, actionable steps with checkboxes and time estimates.
• Training script: step-by-step with cues for demonstration and common mistakes to mention.
• Audit-ready SOP: includes scope, owner, versioning, and exception-handling language.

Small routines tested and documented reduce stress. Start with one short task, use the AI to draft, then test it live — that simple loop turns messy recordings into reliable SOPs and checklists you can trust.

[Jeff Bullas]

Quick win: Yes — you can turn a short recording into a one-page checklist and a full SOP in under an hour if you follow a clear routine. Here’s a simple, do-first checklist and a worked example so you can start today.

What you’ll need

• Recording or transcript (even 3–5 minutes is fine).
• List of tools, logins or permissions used in the task.
• Who will use the SOP (novice, experienced, auditor).
• Output preference: quick checklist, full SOP, or both.

Do / Don’t checklist

• Do start with one repeatable task.
• Do include expected result and time estimate for each step.
• Do test the draft with a real run.
• Don’t aim for perfection on the first pass — iterate.
• Don’t leave decision points vague — capture the if/then.

Step-by-step: turn a recording into an SOP

1. Transcribe the clip (auto-transcription or quick manual notes). Mark timestamps for key actions.
2. Chunk the transcript into logical steps: Start, Actions, Decisions, Finish.
3. Annotate each chunk with: expected result, tool used, approximate time, and any warnings/exceptions.
4. Brief the AI: provide task name, audience level, transcript chunks, and desired outputs (checklist + SOP).
5. Ask AI to output two things: a one-page checklist (checkbox lines) and a detailed SOP (numbered steps, decision guidance, exceptions).
6. Run a dry or live test using the AI draft; mark unclear items and re-run the AI to clarify.
7. Finalize: publish the checklist for daily use and store the SOP for training/audit.

Worked example — “Publish a blog post”

• Recording: 4-minute screen recording of publishing a post.
• Chunked steps: 1) Open CMS, 2) Create draft, 3) Insert images, 4) Set SEO title/meta, 5) Schedule/Publish, 6) Share link.
• Annotations example: “Insert images” — expected result: 3 images sized 1200×630, tool: image uploader, time: 3–5 min, warning: check copyright.

Copy-paste AI prompt (use as-is)

Role: You are an operations writer. Task: Convert the following transcript chunks and annotations into (A) a one-page checklist with checkboxes and time estimates, and (B) a full SOP with numbered steps, decision points, warnings, and a short troubleshooting section. Audience: non-technical team member who understands basic CMS but must follow exact steps. Inputs: [paste transcript chunks and annotations]. Output format: First the checklist, then the SOP. Keep language simple, active, and under 200 words for the checklist. Highlight any missing info as questions.

Mistakes & fixes

• Mistake: Steps are ambiguous. Fix: add expected result and time estimate to each step.
• Mistake: Missing permissions. Fix: add a pre-step listing required logins/roles.
• Mistake: Decision points omitted. Fix: add short if/then lines (e.g., If X occurs, do Y).

3-step action plan for your first SOP (30–60 minutes)

1. Pick one task and record a 3–5 minute process video.
2. Transcribe and chunk the recording; annotate one pass (10–15 min).
3. Run the copy-paste prompt above with your chunks, then do a live test and refine once.

Start small, test once, improve. That repeat loop is where messy recordings become dependable SOPs and checklists you can hand to someone else with confidence.

[Becky Budgeter]

Quick win: Play a 3–5 minute clip and pause at the first clear action. Write one short line: the action, the tool used, and the expected result — you can do that in under 5 minutes and it gives you a concrete starting point.

You’re right to start small and use time estimates — that makes drafts useful fast. Here’s a practical, low-stress routine you can follow right away.

What you’ll need

• A recording or transcript (3–5 minutes is plenty).
• List of tools/logins used in the task.
• Who will follow the SOP (novice or experienced).
• Pen and paper or a simple doc to capture chunks.

Step-by-step: how to do it

1. Play the clip and mark timestamps for obvious steps (pause every 30–60 seconds). Note one-line summaries: action, tool, expected result.
2. Chunk into: Start, Key actions (1–8 steps), Decision points, Finish. Keep chunks short — one clear outcome each.
3. Annotate each chunk with: expected result, tool used, time estimate (30s–5min), and any warning or permission needed.
4. Create two outputs: (A) a one-page checklist — short checkbox lines with times and outcomes, and (B) a fuller SOP — numbered steps, if/then rules, and troubleshooting notes.
5. Test the draft with a dry run: follow the checklist exactly and note anything missing or ambiguous. Update the SOP to capture answers to questions raised during the run.
6. Repeat one quick refinement after the live test. Aim for clarity, not perfection — three iterations usually get you there.

What to expect

• An AI-generated first draft in minutes; plan 1–3 quick edits after testing.
• Common AI gaps: missing permissions, unclear decision branches — you’ll spot these during the dry run.
• Outcome: a short checklist for daily use and a detailed SOP for training/audit.

Simple tip: Add a short “pre-flight” line at the top of the checklist listing required logins or documents — it prevents the most common delays.

Which single task would you like to turn into your first checklist? Tell me the task and whether the user is a novice or experienced, and I’ll walk you through the exact phrases to use when you turn your chunks into clear steps.

[Jeff Bullas]

You’re spot on: pausing the clip and writing one short line (action, tool, expected result) is the perfect starting move. Let’s turn that into a repeatable mini-system that produces clean checklists and audit-ready SOPs without extra stress.

Why this works

• AI is great at structure. If you pre-structure your notes, it will return crisp, usable outputs the first time.
• Short clips avoid drift. One task = one draft you can test and trust.
• Adding time estimates turns a “how” into a “how long” — vital for planning and delegation.

What you’ll need (keep it simple)

• 3–5 minute recording or transcript.
• Tool list and permissions (logins, roles).
• Audience: novice, experienced, or auditor.
• Preferred outputs: one-page checklist and a detailed SOP.

Insider trick: tag your transcript before you ask AI

Use this lightweight markup as you replay the clip. It gives AI exactly what it needs:

• [TITLE:] Task name
• [AUDIENCE:] Novice/Experienced/Auditor
• [PERMS:] Required logins/roles
• [STEP:] Action line
• [TOOL:] App or system used
• [OUTCOME:] What “done” looks like
• [TIME:] 30s–5m estimate
• [IF:] Decision rule (if/then)
• [WARN:] Risk, safety, compliance, or common gotcha
• [TROUBLE:] Quick fix for common error

Mini example (2 steps):

• [TITLE:] Publish a blog post
• [AUDIENCE:] Novice
• [PERMS:] CMS Editor role; access to image library
• [STEP:] Open CMS and create a new post draft
• [TOOL:] WordPress
• [OUTCOME:] Blank draft is created and autosaved
• [TIME:] 1m
• [STEP:] Add title and paste body text
• [TOOL:] WordPress editor
• [OUTCOME:] Draft displays H1 title and formatted text
• [TIME:] 3m
• [IF:] If formatting breaks, click “Paste as text,” then re-apply headings
• [WARN:] Don’t publish without alt text for images
• [TROUBLE:] If images won’t upload, reduce size to under 1MB

Step-by-step: turn one clip into two useful documents

1. Transcribe or skim-note the clip (5–10 min). Add the tags above while you watch.
2. Group into Start, Key Actions, Decisions, Finish. Keep each step to one clear outcome.
3. Run the prompt below with your tagged notes to generate a checklist and a full SOP.
4. Dry-run test (10–15 min): follow the checklist exactly. Mark any missing info, fuzzy steps, or decision gaps.
5. Refine once with AI: feed back your notes and ask for clarifications and tighter language.
6. Publish both: a one-page checklist for daily use and a detailed SOP for training/audits. Add version, owner, and last review date.

Copy-paste AI prompt (use as-is)

Role: You are an operations writer. Task: Convert the tagged notes into (A) a one-page checklist with checkboxes and time estimates, and (B) a detailed SOP with numbered steps, decision rules, warnings, and troubleshooting. Audience: [state audience]. Inputs: [paste your tagged notes]. Output format: 1) Version header (Title, Owner, Version, Date, Scope). 2) Pre-flight checklist (permissions, tools, docs). 3) One-page checklist (10–14 lines max, each line = action + expected outcome + time). 4) Full SOP (numbered steps with outcomes, IF/THEN decisions, WARN notes, and TROUBLE fixes). 5) Questions for missing info. Style: simple, active, non-technical. Constraint: no step longer than 2 short sentences. Highlight risks clearly.

Quality in 10 minutes: the three quick gates

• Clarity gate: Can a first-timer do each step without guessing? If not, add the expected outcome or a screenshot note.
• Risk gate: Are warnings obvious where needed (permissions, data loss, compliance)? If not, add a WARN line.
• Consistency gate: Standardize verbs (Open, Click, Verify), time units (min), and outcomes (“You see …”).

Pro move: decision diamonds

Where choices appear, add a one-liner like this to your notes before prompting:

• [IF:] If image width > 1200px, then resize to 1200; else proceed to upload

AI will convert these into a clean branch in both the checklist and SOP, preventing stalls.

Mistakes & fixes

• Mistake: Long, vague steps. Fix: Limit to one action + one outcome per step.
• Mistake: Hidden prerequisites. Fix: Add a pre-flight line for logins, roles, and documents.
• Mistake: Decisions left implicit. Fix: Use the [IF:] tag for each branch.
• Mistake: No troubleshooting. Fix: Add one common error and quick fix per step or per section.
• Mistake: Outdated details after tool changes. Fix: Keep a 60-day review date in the version header and add a quick “delta update” when screens change.

Fast example output (what to expect)

• Checklist: 8–12 checkbox lines, each with a time estimate and “You see …” outcome; a 1–2 line pre-flight at the top.
• SOP: 10–20 numbered steps, clear IF/THEN decisions, bold warnings at the right step, and a 5–7 line troubleshooting section.
• Refinements: Usually 1–2 passes after your dry run to close gaps.

30–45 minute action plan

1. Pick one task and record a 3–5 minute clip (5 min).
2. Apply the tags while watching (10–15 min).
3. Run the copy-paste prompt to generate both outputs (5 min).
4. Dry-run test and mark gaps (10–15 min).
5. Refine once and publish with version and owner (5 min).

Ready to start? Tell me the task and whether the user is a novice or experienced. Paste one or two tagged steps using the markup above, and I’ll help you turn that into a clean checklist and an audit-ready SOP in one pass.

[aaron]

Quick win: Take one tagged step from your clip and ask AI to produce an “Acceptance & Time Box” for that step. You’ll get a crisp success definition and a realistic time range you can delegate today.

You’re right: your lightweight tags give AI the bones it needs. I’ll add the muscle — turn those drafts into repeatable, measurable procedures that survive hand‑off, audits, and tool changes.

Why this matters — Clear steps aren’t enough. You need acceptance criteria, time budgets, and decision rules that any teammate can follow without guessing. That’s how you cut rework, make training predictable, and know if the SOP is performing.

What you’ll need

• Your tagged notes (TITLE, AUDIENCE, PERMS, STEP, TOOL, OUTCOME, TIME, IF, WARN, TROUBLE).
• One real clip (3–5 minutes) — keep scope tight.
• A tester: someone who didn’t create the process.

How to do it (end-to-end)

1. Generate the Outcome Block. For each STEP, produce a one-line acceptance statement (“Done when …”) and confirm the TIME estimate as a range. If you have IF/WARN/TROUBLE, attach them to the exact step.
2. Create a Decision Table. Convert each IF tag into a trigger-action-proof row so choices are explicit and auditable.
3. Add a Pre‑flight. PERMS, logins, required docs, data backups. Place it above the checklist to prevent false starts.
4. Run a stopwatch test. A first‑timer follows the checklist once. Capture actual times, questions asked, and any step they couldn’t finish without help.
5. Refine language. Shorten steps to one action + one outcome. Move explanations into WARN/TROUBLE to keep flow tight.
6. Publish with versioning. Title, Owner, Version, Date, Scope, Review date. Store both the one‑page checklist and the full SOP.

Copy‑paste AI prompt — Acceptance & Time Box (use as‑is)

Role: You are an operations editor. Task: Convert the tagged notes into a one‑page checklist and a full SOP with measurable acceptance criteria. Audience: [novice/experienced]. Inputs: [paste tagged notes]. Output: 1) Pre‑flight (PERMS, tools, docs). 2) One‑page checklist (max 12 lines), each line formatted as: Action — Expected outcome — Time range. 3) Decision Table with columns: Trigger, If true do, Else do, Evidence to capture. 4) Full SOP with numbered steps, IF/THEN branches, WARN and TROUBLE at the step where they apply. 5) Acceptance Criteria summary: 5–8 bullets defining “done” for the whole task. Constraints: simple verbs, no step over 2 short sentences. Flag missing info as questions.

What to expect

• Drafts in minutes; one live run exposes 80% of gaps.
• Time ranges tighten after two runs. Keep them as ranges, not single numbers.
• Decision tables eliminate back‑and‑forth during delegation.

Metrics to track (per SOP)

• Time to complete vs. estimate (per run, and median over 5 runs).
• Clarification questions per run (aim to reach zero).
• Error/rollback rate (steps that had to be redone).
• Handoff success (first‑timer completes unaided).
• Update lag (days between tool change and SOP update).
• Coverage (% steps with WARN/TROUBLE where risks exist).

Mistakes & fixes

• Vague outcomes. Fix: add “You see …” or “System shows …” to each step.
• Hidden prerequisites. Fix: pre‑flight with PERMS/logins/docs before step 1.
• Over‑long steps. Fix: one action + one outcome; split anything with “and.”
• Decisions implied, not written. Fix: push all IFs into a decision table.
• No troubleshooting. Fix: add one TROUBLE per risky step with a 1‑line fix.
• Static times. Fix: use ranges; revise after two stopwatch runs.

Copy‑paste AI prompt — Decision Table & Troubleshooting (use as‑is)

Role: You are a process risk reducer. Task: From the IF, WARN, and TROUBLE tags, build a Decision Table and a Troubleshooting section. Inputs: [paste the tags only]. Output: 1) Decision Table (Trigger | Action if true | Action if false | Evidence to capture). 2) Troubleshooting (top 7 issues: symptom | likely cause | quick fix | when to escalate). Constraint: Keep each cell to one sentence, plain English. Ask 3 clarifying questions if any branch is incomplete.

One‑week plan (light lift, real output)

1. Day 1: Record one 3–5 minute clip of a repeatable task. Add tags while watching.
2. Day 2: Run the Acceptance & Time Box prompt. Produce checklist + SOP.
3. Day 3: Run the Decision Table prompt. Merge into the SOP.
4. Day 4: Stopwatch test with a first‑timer. Capture times, questions, failures.
5. Day 5: Refine language; tighten outcomes and ranges. Add version header.
6. Day 6: Second live run. Compare times; aim for zero questions.
7. Day 7: Publish checklist (daily use) and SOP (training/audit). Set a 60‑day review date.

Insider tip: Add a short “Evidence to capture” field to any step touching money, PII, or approvals. It turns your SOP into audit‑ready proof without extra work.

Your move.

[Author]

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