How to create an SOP using video recording, AI transcript and ChatGPT?

Do you know the most frightening request a production manager can get?
“Could you write me an SOP…?”

Yeah, I must admit that I always hated this (at this point, Grammarly advised me to rephrase it to sound more diplomatic… hahaha). On the other hand, as an experienced internal quality auditor, I loved to see well-written SOPs. But can someone do an excellent job if they hate it? Or can they do it in a reasonable time?

Well, I found an absolutely amazing trick using AI safely to boost productivity and improve quality.

Let’s see the process:

  1. Call together the experts of the process, and have an initial discussion to make sure that the process is clear and agreed upon. Share your idea on how to go ahead.
  2. Go to the place of execution (if in manufacturing/WH operations) and start a video recording when someone is performing the job and the expert comments on the steps in detail. If it’s an office task, just do the job as above and use a screen recorder to capture the task and the commentary. In both cases, it is important to comment on the process in a way that you understand even without seeing the video.
  3. Save the video (or multiple shorter videos by steps, if possible).
  4. Open a new World file on Microsoft Word Online and click on Dictate then Transcribe. You can now upload your video and a transcript will be generated.
  5. Now you have a half-ready text and your task is to edit and correct it. Brave enough? Try to copy the transcript to ChatGPT and ask them to write you the SOP (when giving the instruction, tell them that it is a transcript and you need an SOP), but be vigilant!

What are the benefits of this? Not only a faster and easier way of creating SOP but involving an expert and someone executing the task ensures compliance and engagement.

You can find more about the details on the Microsoft Support page, just search for: “Transcribe your recordings”. Or drop me a message for more tips and hints to boost productivity.

Process of creating SOP from a video recording using AI transcript

How to use your video as a training material?

Following the above approach creating an SOP brings far more value than you would think.

This can revolutionize how you train your personnel.

SOPs are super important. but they are super inefficient for training purposes. Have you ever tried to fold a simple paper boat only based on a text instruction? If not, try it, and this experience will change forever how you think about training the operatives and engineers. (I attach in a comment the instructions for a simple origami and you can find the expected outcome in the comments too – good luck)

So, you already spent some time creating a video with precise descriptions and comments. Use it for training. You can edit the video with Microsoft Clipchamp to insert pictures, flowcharts, text, or any additional information to help your understanding.

If you haven’t had a video, only pictures of the process steps, and you are curious about the possibilities of creating a training video – all you need is a PowerPoint presentation – I will talk about it tomorrow how to create fancy videos.

Editing video training material using Clipchamp

How to create a video training from pictures and ppt slides?

It is quite an easy process to boost up a video recording and use it to train your staff, but many times we have only a series of pictures, or you would like to focus on details rather than movements.

Is it possible to create videos from the pics? Of course, it is and your best friend will be Miss PowerPoint 😉

Step 1: Create a slideshow (as usual) from the pictures – to speed up, you can start inserting all your photos as an album (Insert – Photo Album – New Photo Album) and add text, highlights, and pictograms as required.

Step 2: Set up the animation within the slides, e.g. point to specific details and add an explanation. Keep in mind how much time is needed to read and understand the slide.

Step 3: Set up the transitions between the slides with the right timings (automated transition). Review and test it until perfect!

Step 4: Convert your slideshow to a video and edit with Microsoft Clipchamp as necessary – e.g. add voice recording as commentary or just nice music in the background. Save and share.

I hope these productivity tips will help you enjoy more the soul-killing document creation, and for sure your team will appreciate the new or face-lifted training materials.

Process of creating video from a slideshow

Do you have a question or need help?

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