😱 5 Tricks for Using AI to Speed Up Creation of SOPs

The rise of artificial intelligence (AI) technology has allowed businesses to reduce their time spent on tedious tasks and focus their efforts in more important matters. With the help of AI, creating standard operating procedures (SOPs) for your organization can be completed quickly and accurately. In this blog post, I will share with you 5 tips on how AI can help you with creating your next SOP.

To create an SOP we will use Perfect Wiki, it's an internal knowledge base integrated into Microsoft Teams. Perfect Wiki simplifies the process of creating SOPs by leveraging AI, making it easier than ever for any organization to create and distribute knowledge. It's a great replacement for OneNote, Confluence or Notion for companies who are actively using Microsoft Teams in their day-to-day work.

This post is brought to you by Perfect Wiki, a tool that helps you create a database of your company resources right in Microsoft Teams. Try us out for FREE today, no sign-in or credit card required.

Table of Contents:

• Why using AI
• 1. Create an intro to an SOP with AI prompt
• 2. Get a table filled with the general knowledge content within seconds
• 3. Generate a glossary definition
• 4. Create a step by step tutorials on how-to do basic computer procedures for non-technically advanced colleagues
• 5. Generate a title of your SOP
• Conclusion

Why using AI

For those who're wondering, why using AI for creating SOP's if there are a lot of SOP's template available, I'm here to tell you that you should no longer use SOP templates. Instead, it's better to use AI to generate your own SOPs for getting maximum accuracy and efficiency. AI generated SOPs are much better than SOP templates because they provide a customized approach that is tailored to the specific needs of the company or organization. This allows to create more efficient and effective SOPs without having to rely on generic templates. Templates are good for defining the overall layout of an SOP, but they can't provide the same level of customization that an AI generated SOP can.

Below I'll show you 5 tricks on how Perfect Wiki and AI could help you create a professional SOP for your company in a minutes.

1. Create an intro to an SOP with AI prompt

Everyone knows how tedious it is to write the first few paragraphs of SOP on a blank page. AI can do this job for you. Copy an example prompt below, modify it a bit to align with your SOP goal and you're done.

Example prompt:

    Imagine you are a professional copywriter.
    You need to create an intro for a SOP article about
    onboarding new employee for a small real estate company

Result:

Welcome to your onboarding process! We are delighted to have you join the team at our small real estate business, and we look forward to having you on board. This SOP article is designed to provide you with an overview of the onboarding process and explain the details of what will be expected of you as a new employee. We'll cover topics such as paperwork, company policies, training, and resources you can use to ensure a smooth transition into your new role. So let's get started!

Here is a quick demo on how it workis inside Perfect Wiki:

2. Get a table filled with the general knowledge content within seconds

Imagine you need to add a table with some general knowledge to your SOP. In pre AI era you had to go to wikipedia, copy information and try to format it as needed, with AI and Perfect Wiki you could do it within seconds. Below is an example prompt to create a table with capital cities of South America.

Example prompt:

    Generate a table of all countries in South America,
    include country name, country capital, country currency
    and language. Use html formatting

Result:

Imagine how powerful this feature is. You can generate a list of softwares commonly used in companies like yours, or for example get a list of all popular interview questions for the job listing.

3. Generate a glossary definition

When you're writing an SOP it's a common thing to create a dedicated section about used terms. With AI you could define it within seconds.

For example, here what I've got for an SOP term.

Example prompt:

Explain to me, as if I was five, what is SOP

Result:

SOP stands for Standard Operating Procedure. It is a set of instructions that explain step-by-step how to do something. It can be used for things like cooking a meal, assembling a toy, or operating a machine. It helps make sure that everyone does the same thing in the same way.

The same works if you want to transmit the idea to your colleagues, what this software is used for in your company. Let's say you want to explain to your accountant why they need to install OnePassword, and it's a bad idea to store passwords in a notepad 🙂

Another example prompt:

Explain to me, as if I was five,why we should use
onepassword instead of notepad to store passwords

Result:

OnePassword is a much more secure way to store passwords than Notepad because it uses encryption to keep the passwords safe. Notepad does not use encryption, so anyone who has access to the file can see the passwords. OnePassword also stores passwords in one central place, so you don't have to remember them all.

4. Create a step by step tutorials on how-to do basic computer procedures for non-technically advanced colleagues

Do you remember how tedious it is to explain your non technically advanced colleague how-to do a screenshot or log-off from your PC when you leave it. AI is here to rescue you.

Here is an example prompt to create a well formatted step by step guide on how to do a screenshot on Windows.

Example prompt:

Create a step by step guide on how to do
a screenshot on Windows, use html formatting

Result:

Step-by-Step Guide on How to Do a Screenshot on Windows

1. Press the Print Screen key or PrtScn button on your keyboard.
2. Open a graphics program such as Paint, Microsoft Word, or GIMP.
3. Press Ctrl + V on your keyboard to paste the screenshot into the graphics program.
4. If you want to edit the screenshot, use the tools available in the graphics program.
5. Once you are finished editing the screenshot, save it as an image file.

5. Generate a title of your SOP

SOPs are only effective if employees can find them! Make sure to create an easy to understand title for it, so your employees can access them quickly. AI could help you with that as well.

Example prompt:

Rephrase a title of SOP "Onboarding new employee"
to an easier one to understand, what this SOP is for,
give at least 10 options

Result:

1. Welcoming New Team Members
2. Introducing New Hires
3. Getting New Employees Started
4. Onboarding New Staff
5. Orienting New Workers
6. Bringing New Employees Onboard
7. Training New Employees
8. Helping New Staff Get Started
9. Establishing New Team Members
10. Getting New Staff Acclimated

Conclusion

AI technology can be a powerful tool for streamlining the process of SOP creation, helping you to save time and energy. But, once your SOPs have been created, it’s important to have a way to store and distribute them quickly and easily. That’s where Perfect Wiki comes in. With its easy-to-use platform, Perfect Wiki makes it simple to store and manage SOPs, and quickly distribute them to Microsoft Teams. So, with Perfect Wiki, you can create SOPs faster and more efficiently, while also having a secure, reliable place to store and share them.

Start playing with AI today - install Perfect Wiki to your MS Teams and create a world-class internal knowledge base for your company within minutes.

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