Capture expertise naturally
Writing procedures from scratch is a chore many people avoid. Asking an experienced employee to talk through a task while recording is much easier. They can explain steps, tips, and common mistakes in their own words.
Get a transcript
Many recording and meeting tools can produce transcripts. Make sure everyone involved agrees to being recorded and follow applicable laws.
Turn transcripts into procedures
Paste the transcript into an approved AI tool and ask it to create a step-by-step procedure with a purpose statement, numbered steps, safety notes, and common mistakes. Remove any sensitive information first.
Review with the expert
Have the person who recorded the walkthrough review the written version for accuracy and missing steps.
Add visuals
Photos or screenshots make procedures easier to follow.
Store and share
Add procedures to your operations manual or shared folder.
Recognize contributors
Thank employees who share their knowledge. Their expertise is valuable.
Preserve knowledge
Recorded and documented expertise protects your business when employees move on.
Start with the riskiest knowledge
Identify knowledge that only one person holds, such as how to run a specialized machine or handle a key client's account. Record those walkthroughs first. If that person were suddenly unavailable, these are the procedures you'd miss most. AI can help you build a short list of priority topics by asking which tasks would cause the most trouble if nobody else knew how to do them.
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