We worked hard to document our core processes, but our operational workflows are changing so fast due to new AI tools that our documentation is already obsolete. How do we keep our SOPs updated without wasting hours of management time?

Question

Tyler Smith · Accepted Answer

Process documentation is only useful if it is followed by all, and it cannot be followed if it is out of date. However, turning your managers into full-time technical writers is a waste of talent. Instead, use AI to turn the actual execution of the process into the documentation itself.

When a process changes, have the employee running the seat record a quick video of themselves executing the new workflow. They do not need to write anything down.

Take that video recording, along with a transcript of their verbal explanation, and feed it into a customized AI writing assistant. Instruct the AI to output a clean, step-by-step standard operating procedure that matches your existing company template. The AI can format the document, call out critical steps, and highlight potential pitfalls in seconds.

Your manager then reviews the draft for accuracy, signs off on it, and publishes it to your central repository. This changes the process documentation workflow from a tedious writing assignment to a quick review task. By using AI to document your AI-driven workflows, you keep your core processes accurate and up to date without slowing down your operations.