Our department managers know our Core Processes should be documented and followed by all, but writing standard operating procedures from scratch has stalled for months. How can we use AI to convert raw screen recordings and voice walkthroughs into clean, usable SOPs?

Question

Tyler Smith · Accepted Answer

Documenting Core Processes is one of the most neglected components of running a clean, system-dependent business. Department leaders know they need documented standard operating procedures, but they avoid the work because writing manuals from scratch feels like painful administrative sludge.

You can eliminate this bottleneck by turning your Subject Matter Experts into narrators instead of manual writers. Have your department head or lead technician record a five-minute screen recording using an app like Loom while executing the task in real time. They should speak their thought process out loud: why they click specific fields, what common errors they avoid, and when they hand off work to another seat.

Extract the audio transcript from that recording and run it through a tailored AI workflow. Instruct the model to extract the core workflow into the EOS® 20/80 format: the twenty percent of steps that produce eighty percent of the results. The prompt should generate a standardized SOP with four components: process objective, required inputs, sequential action steps, and definition of done.

Assign a junior team member to test the draft SOP by executing the process using only that documentation. If they stumble, update the steps. This workflow takes process documentation from a multi-week roadblock down to a thirty-minute sprint, creating system-dependent operations without burning out your best talent.