I know that most people don’t get excited about creating Standard Operating Procedures (SOPs) like I do. It’s like going to the dentist – you know you need to get a cleaning every six months but you’re not skipping into the office for your appointment. 

SOPs have a reputation for being tedious and complicated. And when I started out as a virtual assistant ten years ago, they were overwhelming to create. But then our friend AI entered the chat and changed the game. 

The truth is that SOPs don’t have to be overwhelming—they’re actually powerful tools that keep your business running smoothly and consistently, especially as you grow.

SOPs are simply a way of documenting how tasks should be done so that anyone on your team can step in and handle them confidently. Think of them as guides that keep your operations seamless and scalable. 

Here are my top tips for how to use AI to create SOPs the easy way: 

Record Your Tasks with Loom
One of the simplest ways to create an SOP is to record yourself performing the task. Tools like Loom allow you to make a quick video as you go through the steps. Not only is this faster than typing out instructions, but it also shows your team exactly how things should be done.

Next time you perform a task, whether it’s sending an invoice, updating a website, or posting on social media, hit record on Loom. This captures the entire process in real-time, making it easy for team members to follow along.

Leverage Loom’s AI to Generate SOPs
If you have Loom’s AI add-on, it can take things a step further by automatically generating an SOP based on your video. The AI add-on provides a transcript and written steps that you can use as your official procedure document. This is a huge time-saver—what once would have taken hours to write can now be done in minutes, freeing you up for other priorities.

Store and Link SOPs in Your Project Management Tool
Once you have your SOP video and transcript, it’s essential to keep them organized. I add all of my SOPs to our agency’s ClickUp account, linking them directly to the relevant tasks. That way, whenever a team member is assigned a task, they can access the SOP immediately. This reduces questions, streamlines communication, and makes sure everyone is following the same process.

Having a central location for your SOPs not only keeps things organized but also makes it easy to update processes as your business evolves. If you change a step, all you need to do is update the linked SOP in ClickUp, and everyone has the most current version.

Tips for Creating Effective SOPs

• Start Small: You don’t need to create SOPs for every task right away. Begin with the most repetitive or time-consuming tasks, and work your way up as your business grows.
• Keep It Simple and Visual: Whenever possible, use visual aids like screenshots or videos. A picture (or video) truly is worth a thousand words, especially for complex processes.
• Review and Update Regularly: As your business grows, your processes will likely evolve. Schedule regular reviews of your SOPs to ensure they remain accurate and effective.

Ready to Get Organized?

This may seem like an intimidating task, but when you use AI to create SOPs you can build a streamlined system that supports your business at every stage. And if you’re still feeling overwhelmed by the process, you don’t have to do it alone.

Let’s connect to see if a systems strategy call would be a good fit for your business. Together, we’ll develop a plan to set up workflows and SOPs that keep you organized, reduce stress, and prepare you for sustainable growth.