In this guide · 7 sections
Short answer
Record the task while the person doing it narrates, get a transcript (Clipchamp, Google Vids or Teams make one), paste it into an AI assistant with an SOP template prompt, then have the doer check every step before you publish. Store SOPs in one shared place with an owner and a review date.
The AI SOP workflow in five steps
The workflow below works with whichever office suite and AI assistant you already pay for.
Record the task with narration
The person who does the job records their screen while explaining what they're doing and why. One task per recording, ideally under 10 minutes.
Get a transcript
Clipchamp in Microsoft 365, Google Vids and Teams meeting recordings can all produce transcripts. Download it as text.
Draft with an AI assistant
Paste the transcript into ChatGPT, Claude, Gemini or Copilot with the template prompt below. Add a few screenshots for screens with many fields.
Verify with the doer
The person who recorded it reads the draft and corrects it, ideally while doing the task once more by following the SOP.
Publish and schedule a review
Save the SOP with the video link in your shared SOP folder or wiki, name an owner and set a review date.
If you haven't chosen a recording tool yet, our screen recording comparison covers Loom, Clipchamp and Google Vids.
Recording and transcription: what each tool accepts
AI assistants work best from text. The quickest route is to let your recorder create the transcript, then give the AI text plus screenshots.
| Tool | What you can give it | Notes |
|---|---|---|
| ChatGPT | Text, documents, images; audio on paid plans | OpenAI's help says audio uploads aren't on the Free plan, and MP4 or WebM files identified as video aren't supported |
| NotebookLM | Audio files, PDFs, Docs, pasted text, public YouTube links with captions | Transcribes audio on import; up to 50 sources, 200 MB per uploaded file |
| Clipchamp (Microsoft 365) | Your screen recording | Generates a transcript and captions on the video page |
| Google Vids | Your screen recording | Transcript trim and captions available to all users since February 2026 |
OpenAI's file upload help lists audio formats such as MP3, M4A and WAV with a 512 MB limit per file. Google's NotebookLM sources page lists the audio formats it transcribes, and notes that YouTube imports use only the text transcript. Either way, the AI reads words, not your screen, so narrate clearly: 'Now I click Refund, top right.'
A prompt template that produces usable SOPs
A fixed template makes every SOP look the same, which makes them easier to follow and review. Adapt this prompt and save it in a ChatGPT project, Claude project or Gemini Gem so staff reuse it.
- Role and source: 'You are writing a standard operating procedure from the transcript below. Use only what the transcript says.'
- Structure: 'Use these headings: Purpose, When to use it, Who does it, Before you start (access and tools), Steps (numbered, one action each), Checks, What can go wrong, Related SOPs.'
- Gaps: 'Where the transcript is unclear or skips something, write [CHECK: question] instead of guessing.'
- Style: 'Plain English, short sentences, name the exact button or field in bold.'
- Data: 'Replace any customer names, phone numbers or account numbers with placeholders.'
The CHECK] markers are the most useful part: they turn the AI's uncertainty into questions for the doer instead of confident errors. Our comparison of [ChatGPT Projects, custom GPTs and Claude Projects explains where to store the template.
Verify with the person who does the job
An AI draft reads well even when it's wrong. It may merge two steps, invent a menu name, or skip the check that experienced staff do without thinking. Only the doer can catch those.
Before publishing an SOP
Store SOPs where people will find them
SOPs fail when nobody can find them. Pick one place and use it for everything: a SharePoint or Google Drive folder, a Notion or Confluence space, or your project tool.
- Name files by task: 'Refund a PayNow payment', not 'SOP-014'.
- Put the video link at the top and the written steps underneath.
- Group by role or department, and link related SOPs to each other.
- Keep only the current version visible; archive old ones.
- Add new SOPs to onboarding: our new employee IT onboarding checklist shows where they fit.
Set a review date six to twelve months out, or sooner for anything involving a system that changes often. When a screen changes, re-record the short video and rerun the prompt; it's faster than editing by hand.
Do it yourself or get help?
Any small team can start this week: record one task, run the prompt, verify, publish. The first few take an hour each; after that, most take 20 to 30 minutes including the check.
If you want it automatic, our Workflow Automation service (S$390 per workflow) can connect your recording folder to transcription and an AI draft, so each new recording produces a draft SOP in the right folder for the doer to check, inside your own Microsoft 365 or Google Workspace.
Frequently asked questions
Not from a video file directly in most cases. OpenAI's help centre says audio uploads work on paid plans, but MP4 or WebM files identified as video aren't supported. Get a transcript from your recorder, such as Clipchamp, Google Vids or Teams, or upload the audio, then ask ChatGPT to structure it with a template.
The one your business already pays for on a business plan, because privacy settings matter more than small quality differences. ChatGPT, Claude, Gemini and Copilot all draft SOPs well from a transcript. NotebookLM is useful when you want to combine several recordings and documents, since it transcribes audio and keeps answers tied to the sources.
Tell it to use only the transcript and to write a [CHECK] marker wherever something is unclear instead of guessing. Then have the person who does the task follow the draft once and correct it. Never publish an AI-drafted SOP without that check, because errors often look plausible.
Use a business AI plan where training on your data is off by default, and avoid recording real customer data where you can by using test records. Crop or blur screenshots, and replace names and account numbers with placeholders. If staff use personal AI accounts, check and switch off training settings first.
Give each SOP an owner and a review date, usually six to twelve months out, and review sooner whenever the software or process changes. Re-recording a short video and rerunning the AI prompt is usually quicker than editing the old text. Archive old versions so staff only see the current one.