How to Easily Create SOPs for Delegation by Using AI

How to Easily Create SOPs for Delegation

Without knowing how to quickly and easily capture what you do, creating SOPs will take forever - and let's be honest, chances are you’ll never actually get around to documenting everything. That means no delegation, and you’ll stay stuck doing it all yourself.

You’re in luck! I love a good productivity hack, and the one I’m sharing today is awesome. I’m going to show you how to create easy to follow, step-by-step SOPs that anyone can use, in about 1/10th of the time it normally takes.

We’ll cover everything from choosing the right tools for creating SOPs to turning that video into a detailed SOP that’s ready to hand over to your VA or team member. 

Just follow the steps, and by the end, you’ll be ready to delegate like a pro, confident that your team knows exactly what to do, and giving you back hours in your week.

Ready? Let’s get cracking!

Why SOPs Are Important

Since you're here, you probably already know why you need systems and SOPs in your business. But let's do a quick recap. What are the benefits of creating SOPs?

• Save Time: Get rid of repetitive tasks so that you have more time to focus on more important things - whether it's growing your business or spending time with your family.
• Delegate Effectively: Create clear, step-by-step guides so that you can confidently hand over tasks to your team without worrying about mistakes or constant micromanagement.
• Create Consistency: Standardise your processes so that everything is done right, every time - keeping both your clients and yourself happy with consistent quality.
• Reduce Overwhelm: Move the day to day tasks off your plate so that you can focus on high impact work, instead of being buried under a mountain of daily to-dos.
• Grow Without Stress: Have ready made instructions for new team members so that you can grow your business seamlessly, making onboarding fast and effective.

SOPs are crucial for any small business that wants to scale effectively, and the importance of SOPs in small business cannot be overstated.

How to Quickly Capture What You Do and Create SOPs Fast

Normally, when creating an SOP, you’d have to think about every little step while you’re performing the task. This can take ages, especially if you’re so familiar with it that you do it on autopilot, or if it’s a task you don’t do often and need to think hard about each detail.

Here’s my first awesome hack: record yourself doing the task. It’s fast, simple to do, and this way you don’t miss anything. You can easily capture every single action without having to overthink it.

Tools for Creating SOPs: Recording Tools

Depending on the type of task, here are the best tools to record tasks for SOPs:

• Physical Tasks: Use your phone to record yourself while performing the task. Just set it up and press record.
• Screen Based Tasks: Use tools like Loom, Zoom, or Google Meet to record your screen along with your narration. These tools help you to easily capture the whole process.

All of these tools are beginner friendly and make recording yourself super easy. Now that you’ve captured your task, let’s move on to the next step.

List Out All the Steps You Need to Take to Do the Task

After recording, the next step is to document each action:

• Manual Review: Watch the video and note down each step. This is a good way of doing it, but can take quite a lot of time - especially if it’s a complex process. It's also not a great use of time for you, the business owner. 
• Delegate: You can also assign this task to your VA. Hand over the video and ask them to write out all the steps for you. It will save you some time, but your VA will still need to manually write down each step.

My Top Tip: Get a Transcript and Write the SOP with AI

Want an even simpler way? Get a transcript of your recording, and then use AI to help you create the SOP easily.

Even better, grab my SOPs Made Simple custom ChatGPT bot. You'll get a customised SOP that follows my proven template (the exact one I use for my clients and for my own team), with zero effort. It's a step by step system your team (or future team) can follow to get the job done exactly the way you would, every single time. And it takes just seconds to do!

Ready to make SOP writing effortless? Grab the bot here! No tech skills or SOP writing experience needed - just simple, effective SOPs with zero effort.

How to Get a Transcript

Depending on the tool you used, you might already have a transcript:

• Loom: Automatically generates transcripts for your videos.
• Zoom: Has transcription services, though it depends on your subscription plan.
• Google Meet: Gives you captions, but doesn't have a built in transcription feature. You can get around this by using the Chrome Extension, CaptureSaver.

If your recording tool doesn't give a transcript, you can also try one of these transcription tools for SOP creation:

• Otter.ai: Allows you to upload audio or video files for transcription.
• TurboScribe: Another service where you can upload recordings to receive transcripts.

All of these tools make it easy to convert your video into a written document, ready for SOP creation.

Wrapping It All Up: Quick Steps to Easily Create SOPs

Creating SOPs doesn’t have to be a long, tedious process. Just use my quick, 3 step approach to easily create SOPs:

1. Record Yourself: Capture yourself performing the task - use your phone for physical tasks or a tool like Loom for screen based ones.
2. Get the Transcript: Use the built in transcription options or tools like Otter.ai to convert your recording into text.
3. Use My SOPs Made Simple Bot: For just $11, you can get a step-by-step SOP in seconds. It follows my proven SOP template and makes documenting SOPs an absolute breeze.

Ready to get started? Grab the bot here! No tech skills needed, no SOP writing experience required - just easy, effective SOPs with zero effort.

Final Thoughts

Recording yourself is a powerful and efficient way to capture the details of any task. By following this simple process - recording, transcribing, and using the AI bot - you’ll get clear, easy to follow SOPs that make delegation super simple.

Whether you’re just starting to build your team or already have a growing business, SOPs are the key to consistent quality and more time freedom. With my SOPs Made Simple bot, you can turn your processes into clear instructions in minutes, ensuring your team knows exactly how to get things done, just the way you want them.

So don’t wait - start recording, use AI to help you, and get the time freedom that comes with a streamlined business that works, even when you’re not there.

FAQs

1. Can I create SOPs without using video recordings?
Yes, you can create SOPs without video recordings by manually writing down each step of a process. However, recording yourself saves time and ensures that no details are missed.

2. Which tool is best for beginners to record tasks?
If you're a beginner, Loom is an excellent choice for screen-based tasks. It’s easy to use and has automatic transcripts.

3. Do I have to use AI to write my SOPs?
No, of course not. But using AI can make the process much faster. You can use prompts to ask ChatGPT to take your transcript and write out all the steps in seconds, then turn those steps into a standard operating procedure for you using your usual SOP template. Or, you can make it even faster and completely effortless by using the SOPs Made Simple bot created by a small business systems expert (that's me!) - literally all the hard work is done for you.

4. Why should small businesses use SOPs?
SOPs are what gives you consistent quality, saves time, and allows you to scale your small businesses. They help you to delegate effectively, onboard new hires so easily, and maintain standards across all your business operations.

5. How can I transcribe task recordings easily?
You can use tools like Zoom (with transcription services), Loom (automatic transcripts), or other tools like Otter.ai and TurboScribe. These make the process of converting your recordings into written documents super fast. 

6. How do I create systems and processes for my whole business? 

SOPs are just one part of systemising your business. For more information about mapping processes in your small business, check out my step by step guide here. And if you're looking for expert help, find out exactly how you can work with me.