Let’s get down to brass tacks.
Everyone keeps telling you: “You need to document your processes.” And every contractor I know responds the same way—I know, I know… I’ll get to it when I’m not putting out fires.
But here’s the thing: AI just gave you the time and the tool to do it—without stopping your day.
Let’s ditch the idea that your SOPs need to be a thick, dusty binder full of legal-sounding paragraphs no one reads. What you really need is:
• A clear checklist
• A simple flowchart
• Something your team can actually use
Here’s how you do it with AI:
Record your screen and talk: Use a tool like Loom. As you perform a task (submitting a billing, setting up a job, etc.), record your screen and talk through what you’re doing, why you’re doing it, and where the info comes from.Upload the transcript to ChatGPT: Ask it to act like a world-class process documentation assistant. Have it convert your recording into: • A step-by-step checklist
• A written process summary
• A simple SOP or training guide
Generate a flowchart: Ask ChatGPT to write a prompt for Napkin.ai. Paste it in, and boom—you get a visual diagram of your process, ready to share.
Now, that 10-minute screen recording just became a documented process your team can follow. You can reuse it, train with it, hand it off, or include it in your playbook.
Repeatable processes make your company more efficient today—and more valuable tomorrow.
So next time someone tells you to “document your process,” smile. You already did—with AI.
And here’s the best part: you may have just put out a bunch of fires before they ever started—because a well-documented process doesn’t just teach people what to do… it helps them avoid the mistakes that were coming.