AI School Leadership Minute: Create Perfect SOPs in Minutes

AI School Leadership Minute: Create Perfect SOPs in Minutes
No AI use case has saved me more time than this. And it is not close. This will save you hours (if not days). Here’s how to make perfect SOPs using ChatGPT:

Step 1: Record Yourself Doing the Task
- Open Zoom (or Google Meet). Start a meeting. Hit record.
- Talk through each step as you do it. Explain all nuances and reasoning.
- End the recording when done.

Step 2: Transcribe the Video
- Use a free online video transcription generator to transcribe your Zoom recording.
- Here is the one I use.

Step 3: Generate the SOP in ChatGPT
- Open ChatGPT. Use the prompt below.
- Paste the transcript from your video at the bottom of the prompt.
- Prompt:
“Act as an expert SOP creator for school leaders. You have 40+ years of experience turning video transcriptions into perfect SOPs that do not miss a thing. Break down the following transcription into clear, step-by-step directions that any staff member can follow without confusion. Include any links needed inside the steps. Finish with a short checklist that staff can use to ensure every step is completed correctly. Make it extremely clear. Keep sentences short. Use simple, positive language. Remove extra words. Format everything clearly with headers, bullet points, and easy-to-read wording. Here is the transcription to turn into an SOP:
[paste transcription here].”

Step 4: Finalize and Share Your SOP
- Open Google Drive. Create a new Google Doc. Paste the SOP text into the document.
- Upload your Zoom recording to Google Drive.
- Set the video sharing to “Anyone with the link can view.”
- Paste the video link at the top of the SOP as an accompanying video tutorial.
- Review the SOP and make any final edits or formatting tweaks.

Use this to:
1) Reclaim your time.
2) Focus your energy on high-leverage activities.
3) Offload tasks you know should be delegated.
4) Work on your school instead of inside it.

Without exaggeration, this use case has changed my life. In five minutes, you can turn any tedious, time-consuming task into an SOP. I hope it is helpful for you as well.

To effortless delegation,
William Grube
Founder, Gruvy Education

PS—Want a simple, reusable document that outlines this full process? Here, that is.

PSS—You can also use this to create step-by-step directions for one-time tasks. I do this multiple times a week for quick tasks that take time but don’t need me to do them.