Smarter Week

How to automate it

How to automate “write and update SOPs and process documents”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Process fix

Keep SOPs in one library with an owner and review date

One searchable home with an owner per process stops duplicate, outdated documents, and makes updates a small regular job.

Typically saves about 30% of the time2 h to set up
  1. 1Pick one home: Notion, Confluence, SharePoint, Trainual or Process Street.
  2. 2Use one template: purpose, owner, steps, last reviewed.
  3. 3Add a review date and let the tool remind the owner.
  4. 4Link the SOP from the place the work happens (ticket form, checklist).

Tools: Notion · Confluence · SharePoint · Trainual · Process Street · Scribe

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Operations managerProgram manager / PMOBusiness analyst

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Operations managers