Creating SOPs with AI

Before we start on today’s prompt, I have an announcement that I hope will “spark” some interest! As I mentioned last week, AI-powered agents have been on the Beehiiv platform for a year now, and I miss a couple of things about Substack. One important one is sharing notes, links, and info as they come to hand—particularly in the fast-changing AI space. If you are a premium subscriber, check the link below for your invite to our new premium subscriber area. As we’re still building, it will be one group at a time while we get things up and running.

And now, on with the show.

Loom is undoubtedly one of the hardest-working unsung heroes of everyone’s tech stack.

It certainly works overtime in mine; I use it constantly - for things like teaching new employees and freelancers the ropes, creating courses, and even sending videos to clients when I can’t wave my hands around like a crazy person to explain a concept.

Loom now does a reasonable job at creating SOPs with the inbuilt AI.

Still, today’s prompt tightens up those SOPs and adds some extra context, resulting in a better result.

Today's Quick Win

Transform any screen recording video into a comprehensive, professional SOP document that combines clear written instructions with video timestamps in just minutes using AI.

Why This Matters

Most folks will agree that consistent processes are the foundation of scalable success in real estate (or any business).

But creating great SOPs traditionally takes hours of valuable time (albeit time that’s well spent because having them allows you to take a break at Christmas time and be assured that everything will be taken care of in your absence!)

It also can mean the days when you are at the helm can run more smoothly through fewer repeated questions and faster adoption of new team processes.

Combining a screen recording with AI allows you to create SOPs in 1/3 of the time while making them more comprehensive and easier to follow.

The Video-to-SOP Prompt

What You'll Need:

• A recorded Loom video walking through any process

• The video's transcript (easily exportable from Loom)

• Your ideal workflow outcome

The Prompt:

You are an expert SOP writer specialising in real estate operations. Using the following video transcript from my video recording, create a comprehensive SOP that includes:

1. A clear title and objective
2. Required tools/prerequisites
3. Step-by-step instructions with timestamps from the video
4. Common troubleshooting tips
5. Best practices and efficiency tips
6. Quick reference checklist

Make the instructions crystal clear for someone who has never done this before. Format everything in markdown.

Video Topic: [Enter your topic]
Desired Outcome: [Describe what success looks like]
Transcript: [Paste transcript here]

As always, you will input your info where my [square brackets] are.

You can make it more your own by adding a little more flavour, for example

• Include step-by-step navigation instructions (for software)

• Add role-specific responsibilities and handoff points

• Please include email examples for key client touchpoints such as initial property viewing requests, follow-up communications, and feedback collection

Where to Use This:

1. Team onboarding processes

2. Client communication protocols

3. Campaign setup procedures

Reality Check

While AI will dramatically improve your SOP creation process, you'll still need to review and customise the output. Some technical nuances might need clarification, and company-specific terminology might need adjustment. Plan for about 15 minutes of review and editing time for each SOP.

Your Turn

This week, choose one thing you wish you could get someone else to do for you.

• Record a Loom (or other screen recording) video walking through it

• Export the transcript

• Use our prompt to create your an AI-enhanced SOP

• Share it with your team and watch the magic happen!

Happy Hunting 🚀