SOP Example: Write an SOPs 5X faster with Chat GPT

Education

Introduction

Introduction

Hello, everyone. For those of you who don't know me, I'm Juliana. Today, I'm going to share my screen and walk you through a process that allows you to write Standard Operating Procedures (SOPs) five times faster using Chat GPT. This tactic has proven incredibly effective for me and the businesses I've worked with over the years.

Background

I consider myself a corporate dropout with 20 years of experience in operations. Since starting my business, I've helped over 500 agencies on five continents, including six, seven, and eight-figure agencies. Our clientele includes everything from local PPC shops to full-stack development and creative agencies.

Why Focus on Digital Marketing Agencies?

Digital marketing agencies have been major disruptors in how the future of work is unfolding. Teams are geographically dispersed and use various methods like nearshoring, offshoring, and white labeling. My challenge has been to create systems and processes to manage a fully digital operation, a task I relish. Now, with the advent of AI, operations can evolve faster and more dynamically than ever.

Recent Observations

I've recently started posting more on LinkedIn, conducting polls to get a sense of industry challenges and trends:

  1. Delegation Issues: Many struggle with delegation.
  2. Lack of Documented Processes: Especially smaller agencies.
  3. Inconsistent Use of Documentation: Documentation is there but not uniformly used or updated.

The Power of Standard Operating Procedures (SOPs)

To systematize and scale your business, especially in operations, SOPs are invaluable. Static training, or instructional guides, make it easier to onboard new hires, replace team members, and ensure consistent quality.

A Quick Poll Insight

From a poll I posted, 17% of businesses are beginning to use AI for documentation, which is exciting. Although this sample isn't statistically significant, it suggests a positive trend.

Creating Effective SOPs

Many people think creating SOPs is cumbersome and time-consuming. Here’s how to fast-track your SOP creation using Chat GPT:

  1. Identify High-Volume Tasks: Prioritize SOPs for tasks that generate 80% of your revenue.
  2. Subject Matter Experts: Have them download their knowledge.
  3. Centralized Documentation: Store everything in an easily accessible format.
  4. Use AI for Efficiency: Utilize Chat GPT to quickly create and merge SOPs.

Step-by-Step Guide

  1. Prioritize: Identify where you are bleeding money and need immediate SOPs.
  2. Catalog Existing SOPs: Centralize your current SOPs in a tool like Notion or get Guru for better indexing.
  3. Create a Project Plan: Outline tasks, assign deadlines, and set responsibilities.
  4. Record and Transcribe: Use tools like Loom or Zoom to record training sessions, then transcribe them.
  5. Generate SOPs with Chat GPT: Use the AI to synthesize these transcripts into step-by-step guides.
  6. Iterate and Improve: Incorporate feedback to continually optimize these SOPs.

Real-life Examples

Prompt for SOP Generation

"Write an SOP based on this transcript for our new employee."

Combining SOPs

"Merge these two SOPs and highlight the differences."

Requesting AI for Prompt Generation

"Generate a prompt for creating an SOP from this training video."

FAQs

What are the limitations of Chat GPT?

Chat GPT needs supervision and revision, especially for complex tasks.

Can Chat GPT help with merging multiple SOPs?

Yes, using prompts like "combine," you can merge and optimize your SOPs.

Can Chat GPT identify role-specific tasks?

Absolutely, it can accurately determine roles and associated tasks.

Is Chat GPT good at both textual and visual SOPs?

It specializes in textual content but also provides guidance on visual-based SOPs.

Keywords

  • SOP
  • Chat GPT
  • AI in Operations
  • Digital Marketing Agencies
  • Centralized Documentation
  • Training

Conclusion

Leveraging AI to streamline SOP creation is not just a time-saver but also a way to ensure consistency and accuracy. Advanced tools and smart use of Chat GPT can transform your operational efficiency. Test these steps and see the dramatic improvements in your workflow.

FAQ

What are the main benefits of using Chat GPT for SOP creation?

Chat GPT helps speed up the SOP creation process by synthesizing, categorizing, and labeling information quickly.

How can Chat GPT assist in merging different SOPs?

By using specific prompts, Chat GPT can combine multiple SOPs and highlight the differences for a streamlined and optimized process.

Is it necessary to centralize documentation before using Chat GPT?

Yes, centralizing your documents in tools like Notion or get Guru makes it easier to manage, find, and update your SOPs effectively.

Can Chat GPT accommodate different learning styles?

Absolutely, having both video and written instructions ensures that your SOPs cater to various learning preferences.