How to Write SOPs Faster with ChatGPT: Step-by-Step Guide

[00:00:00]of you who don't know me I'm just going to share screen for a little bit all right so this is um this is basically me a corporate Dropout 20 years of operations um I've you know since I started the business I've helped over now 500 agencies and five continents which we're really proud of um you know and when people ask oh well what types of agencies uh six seven and eight figure agencies everything from you know your local PPC shop to your SEO shop to um we're doing you know full stack development creative um everything in between right so you know and now we've picked up you know tons of communication shops as well so you know really we run the gamut of digital marketing agencies and the reason why I wanted to work with digital marketing agencies sometimes people will ask is um way back when like it was really the the big disruptors in how the future of work was starting to happen right it was fragmented teams geographically independent all over the place you know you've got you know um near Shoring offshoring white labeling uh totally believe strategic Partnerships um the whole gamut and how did we create systems and processes to run a fully digital operation across all these different types of teams um I love a challenge that was a challenge back then this was you know kind of pre-pandemic times and and now you know this business model has has evolved um everyone you know has had to use this level of business model and and I really love it and now you know we're getting into the sort of new Vanguard in the future of work using AI um I feel like there hasn't been anything really exciting in the operations world for probably like 50 years so I'm just totally geeked out I'm very excited and um I'm like yes let's do it um so I wanted to show you guys uh so I I took a mini Hiatus from LinkedIn for a little bit um but I'm I'm back on it and I thought this was fascinating so I would take a couple polls and you know this was one from last year where we asked people like oh like you know why don't you have enough time right because that's like the general thing people come to us and they're like Juliana we're out of capacity or we need to build capacity for the team whatever the case might be and it's like okay we don't have time so you know we had created a poll this was last year as you can see and um you know and it was 29 because they can't delegate one reason or other right uh 23 I have no documented processes now for a lot of the agencies that we work with which are you know mostly like the seven figure agencies and you know some of the eight like they have documentation um it's just not totally fair right so documentation ish is what I call it like we live a lot in the ish so we've got documentation ish we've got pieces of documentation some teams might have documentation other teams may not have documentation um people aren't using the documentation consistently um you know there's an algo change uh and now we gotta change the documentation um so you know because that doesn't happen in marketing ever um and so it's like right so so there's so it's really hard to keep up with it's a massive lift to do and most team members aren't really um using it nor are they using it consistently and half the time they can't even find the [ __ ] right so um so that's a lot of the issues when it comes with like when you're scaling or when you're into you know scaling quickly or just be really efficient profitable like how do we get this piece of it so that we can plug people in and plug them out and not be hijacked by a team member that probably holds like the information that is really important to you in their head right so income Sops um and I mean use the word sop lately right because I'm really gonna talk about training right so static training not you know we're not going to get into like Learning and Development and comprehension um like literally just do you have instruction step-by-step instructions um so that's what you know we can get into the different types and how does that work and all that jazz but We're Not Gonna deep dive too much into that piece because we only got an hour um and then today I put up a poll and this was like six hours ago um which is interesting so most people are using AI for Content creation duh uh and about 17 are starting to use it for for documentation which is exciting um now I would I would say this sample set one is not statistically significant and two um it's biased because the people that follow me are into Ops so there you go right like if we had a wider sample set we'd probably get a different answer uh so I was I was excited and impressed for the people that are using it and I think probably maybe like 17 of you are which is kind of cool so so then the next thing I want to just talk about is training and what sop looks like and what it's starting to look like and then from here we're just ask questions sound good okay so what do we have training for a team right which is usually when people start to think through like oh man I need process or need Sops or any processes or you know documentation insert your favorite noun um there's a couple ways to do this right either the owner pays for training you know or pays for Sops that's that's like your quick and dirty fix right whether it's a certification I've got HubSpot you know certs I've got you know I've if you've been on Instagram you've gotten the click minded ads right most people have bought them um right there's like a million million templates out there for for stuff that you can buy so that's an option right the the other option is someone who is a subject matter expert on the team usually the owner or you know one of the managers whether it's a marketing manager production manager or whomever it may be creates training for team members um this often times feels like a luxury oftentimes people don't have time to create training um right they're like Who's Got Time For That although we do know that training increases productivity by 25 right which then increases profitability right because literally out of every four employees on a team you can save one if you create training right so um which is pretty nice uh it can save tons of overhead usually people just don't have the time to invest in that level of capacity so the the other way of trading is um you know like the team member creates the training as part of their onboarding so it's kind of like hey by the way um this is kind of stuff that I want you to learn and but you know create the training while you're at it thank you very much um so that's that is um another piece of it uh could be you know it's kind of like we do a live training and then we have a video and then we're gonna stick the video in Loom um I saw the loom Priyanka and and that's the training for the next person hopefully right um things don't change too much so so those are usually the different types of training and then there's you know just trading by osmosis right you kind of Shadow someone and you hope cross your fingers up and get it and then they can reproduce it um so those are the different types of training that we can do right and so to capture information um on the right hand side I'm going to mute you I think that's you yeah that's you um then on the right hand side right what we want to do is kind of capture a video of some sort grab transcription right from the transcription create an sop right and then eventually maybe um we get slap questions and if someone remembers they will take those questions and then put them back into the SOP right that is usually um what I have you know shown people to do as the the dirty drafts of sop creation right like this is the fastest way that you've been able to create things until now um right more or less unless you've got like someone who's a superstar on your team they can do it all and they're like Junior and it doesn't cost you a ton of money that's that's incredible for most teams this is kind of like the best practice to actually get it done as opposed to just having you know a repository of either all documents um or all videos somewhere all right this is like for different types of learning styles um but now with chat GPT and AI there's different ways of capturing the information and doing it so that it's so much faster and so much easier um so and that's what we're here to explore so I'd love to take questions from from everyone um feel free to screen grab this I'm sure most of you already have um so you know and I can send it to you anyone who wants it later but you know like what we want to do is basically make this workflow like five times more efficient like that's basically what we want to do so that people can have the documentation and not only have the documentation but be able to update it because that's that's the key right because things are changing so quickly can we actually you know have that feedback loop as quickly as possible so um all right I'm going to open up the floor and Michael I know you asked me for the Gap analysis sheet did you get it were you able to do it no did I lose you uh sorry no not before the call unfortunately all right you are all good so thank you you're welcome so I'm going to open up the floor and let's ask some questions so Juliana I got a couple questions for you go for it so I'm kind of poised for some fairly rapid expansion this year I'm gonna have to put on uh quite a few people and I mean I've got an offer that's taking off and I need to you know kind of expand and I've always been a onesie twosy you know a couple a couple of uh assistants in my operation um I still do what I used to do in the past and you and I work together um so I'm still doing a high ticket consultative sales but I'm building out a process um with a client of mine we're we're doing a partnership and I think I'm gonna need to you know get Sops really set up and that's one of the reasons I jumped on today so can you kind of walk me through what would you suggest would using GPT uh what would you suggest for the steps of starting the formation of things if you had to get it from off the ground from the you know basically from the start yeah so I would so first of all I would think through so when when we're thinking about sop creation training documentation you know um we we want to think about what is your highest volume right because because in theory in your business there's 20 million things that you know you can document um and that's hard almost so I would say let's start with and and the first things that I would start with is delivery right so think through delivery because that's you got to get you gotta get money in the door you got to deliver it and you gotta you know make sure that the quality is there especially if you're if you're like in some sort of hyper growth um or even if you're like tearing your heart hair out and you're like you need efficiency and you need to capacity right either or you know start with delivery and 80 20 it right like what is the 20 of the services that are making 80 of money right because usually it's that so let's prioritize first um those things that you need to get off the ground that you need to document um that you need to hire for um and and as an aside for anybody else right um like when you're looking to Priority prioritize you want to see like where's the opportunity where's the risk or where are you bleeding It's usually the risk right like where are you losing money um sometimes there might be an event what I call an event like uh someone's leaving right or you need to hire someone or you need to hire a team you know these types of things will force you to prioritize over other things um so Jim back to you so I'd look at okay let's prioritize let's figure out you know what the documentation needs to be and then um who is the subject matter expert that's going to you know basically download their brain right so who's brand new we need to download um and then are they already doing the work or are they starting work for the first time is my question Jim yeah so I'm I'm shifting into an operational um position uh in this partnership where I'm basically going to be running things the way that I've been doing it for the last couple years so those Sops and and that piece of it is pretty set I'm just gonna build out the sales team under me you know for the operational pieces of it I'm just gonna you know I'm gonna need to put in uh you know the and prioritize the things that some of some of the people that are going to be assisting the the subject matter expert who is the actual partner that I'm working with okay so is it so is it Sops for the sales team and you're just giving a little bit like and you're the sales manager for the team or how does that well I'm gonna hire I'm gonna hire out the sales manager from some of the people that I've supervised in the past so I'm gonna have a sales team in Sales Management under me I'm going to be operational you know like the um chief operations officer of the company okay I've got I've got the subject matter expert in his corner I'm having him do his thing you know I've shoved him into the room so he'll do the uh he'll do the delivery that I need for for uh you know the clients and okay the other pieces are just you know the operational pieces go ahead okay so I mean whoever the SME is like I would have them download how they're right so if you either if you already have some Sops I would centralize them into a Wiki right um and so I like um so some people like notion notion is great if you like to architect um I don't like to architect I don't have the patience for it I mean the UI is beautiful if you have someone on your team who who has the patience and vision um to do that uh the other one is get Guru I like get grew a lot from a Wiki standpoint as like an internal um depository for all your Sops because it's um it's it's more about velocity and and searchability so um it uses more of like a tagging system so you can like create something tag it and then it'll automatically index itself like within business divisions so which is nice right so like your sales people could just do their Sops and tag them and then it'll create like you know the internal sales Wiki and then your delivery people will like do whatever production stuff that they have and just tag it and then it'll build out its own um table of contents which is really beautiful um so there's no it's um it's kind of like a decentralized um internal knowledge base uh so I've really like it because you know different departments can use it and it's very easy to delegate um what did you say the name of it was get Guru get Guru yeah okay all right and I think both of them are about like 12 bucks a person um if you're trying to cut costs you could always do like the smes who are creating the Sops and then everybody else could be on LastPass um have you tried content Ai and content snare for wikis um so we have teams that do contents there Amelie I'm just answering your question um they use content snare for onboarding um clients so more of like a client Wiki if it were only um I haven't used content AI but I will put that on my list so if you you know if you want to share about it I'm I'm all ears um and then airtable Priyanka I really like as well but more of a database um not really a Wiki I would say yeah I would say that like I I love that more for yeah it's just like the databases where you put all of like the information sometimes people use it as like a place where people can find links and stuff like that um it's not my favorite I find it redundant but that's not here we all have like our special things um okay cool yeah so Emily if once you try it just you know you can email me hit me up tell me what you think because I'm always looking at new tools um Jim so one I would start yeah with the centralization if you got things and then I'd create a project plan for which Sops are going to be created um you know like which ones need to be created which will need to be updated which ones do you already have um so you can check it off right because sometimes like creating Sops it's a long term project like it's not something that you're like oh I'm gonna create this tomorrow um because usually you just end up with so many things um so I would say create a project plan for it and then you can start marking it off and delegating it per Department um it'll just make your life easier but you want to be able to like see um and have deadlines for it makes sense Jim yeah totally thank you yeah yeah for sure anybody else have any other questions yeah I'm a quick question go for it so nice to meet you actually but um can you just give a little bit more clarity on going from the transcription and leveraging chat GPT to actually create the SOP so I need like taking that transcription and inputting that into something sure yeah um here I'll show you a couple of yeah I was like show and tells so much better than me talking about it um so I uh what did I do here let me blow this up um so if you're on my mailing list most of you are um I sent this out I want to say last week but I can show it to you and then go through it um okay so SOB so one of the things with so I'm gonna just back up just for everybody just so that everyone's on the same page um when you're creating a prompt in chat GPT right and um I know some of you have used chat gbt some of you haven't um cat G well gbt4 just opened up this morning if you're paying for the upgraded version um and it it is a mediocre individual contributor employee okay if you're thinking that you know you could just Outsource whatever you want and it's going to be all wonderful and fancy and shine no it still needs a lot of supervision it needs revisions you can't necessarily trust it a hundred percent um it's gotten a lot better so if you're using JP T4 they're like oh man you know like it it now scored in the 90th percentile of you know the bar but take any you know any young individual who just passed the bar and ask them if they're a great lawyer no they are not right they are still an individual contributor um so I just want to say that so that when you're putting stuff together just know that now what it's actually really good at which I'm going to get into the prompt creation it's it's really good at synthesizing it's really good at categorizing it's really good at labeling um which makes the SOP creation rather um rather a great skill of the bot um but there's a couple of places where it gets a little funky so I will share this with you um so if you're taking a transcript and you're using gpt3 or you're using the free version of chat GPT not the upgraded version um it could take about 12 to 15 minutes of video transcript all right Rodney so if you're using the upgraded version now it can take up to 25 000 Words which means it could take up to two and a half to three and a half um hours of video transcript yeah that's the difference it's a big difference right people like what's the difference it's not that yeah I'm like no no no no um the input value is huge so if you're if you're in the process of doing a shitload of like sop creation and you've got video transcripts that you want to like it's worth the 20 bucks a month so just to you know if you're pricing it out per se um okay so now we're gonna go into the prompt so with the prompts um you want to give it context right um and so you want to give it a thing to do right like write an sop is a proper prompt like it actually understands that um you also may want to say who it's for or who you want it to be so what do I mean by that I am a marketing manager writing an sop for my new employee um you know here is the transcript create the SOP for me um so when you are creating prompts you want to give it as much context as possible um so you will literally create the prompt this one was just I was just testing this what was this one about um this was a three minute video um and I was writing about how to an sop for creating a LinkedIn event right so this was the prompt this was it um it was a very short transcript and it gave the step-by-step guide it was very straightforward so that was three five minute video um so this one is a prompt where I asked it to create a decision tree now the reason why I did that um was because I was on a I was on a I had paid for a workshop with one of the most brilliant people that I know who does SEO he is not a trainer he does not know how to trade right like brilliant subject matter expert um not a great trainer uh what's now I would still pay you know and and then I paid him for another Workshop in another Workshop um because he's I I can take the information and then create a decision Tree by myself but I was like oh I wonder if chat GPT can do it for me so if you have someone that's not a great expert and or someone who's trying to train on analysis right so for example if you have a campaign running and you need um you need to create an sop for uh campaign benchmarks right um and that will have various outcomes for what someone is going to do to optimize a campaign for example right so like um all right so if the cost per you know click is this then you do this if the cost per acquisition is this then you do that right like then your sop is really more of an analysis so the prompt that you want to give is an actual decision tree um so in this case as I create a decision Tree on whether something is X or blah blah based on this conversation and I just laid out the transcript right and that transcript I think was about 12 minutes and then here's a decision tree outlining the process for determining whether something is a page or a Hub plus you're based on the conversation it just laid it out which I thought was really impressive so Canada and and I'll just like put this into the chat so you guys can have it I mean I sent it out as an email it's not proprietary it's not anything like you know I'll be like it's not special um the other thing and I don't think we need to do this one as much but again if you're on the free version um merging Sops this also works really well with um let's say you have an old sop and now someone's trading on something new um and you're like ah crap um I don't have time to merge it or figure out where the differences are um you can ask it to label so labeling is a good prompt as a right so it's like create the first sop tune and label it this within the same chat right so you don't want to like do it on a separate chat because they won't know what you're talking about so if you do it within the same chat um I asked it to remember something and it was like as an AI language model I don't have the ability to remember so I told it to label um it's like label this then it like did that um and then I asked it to combine it with the original one which was labeled right so so that works really well right or if you have a training done by someone and then a trading done by somebody else you need to combine it right um right or if you got two workflows that you wanna merge um that's another really good case study when you're creating Sops right or you did a training with someone right it was like a live training they asked you questions blah blah you're like okay now go do it ask me questions right and then you do a second training right now you've got a more fully fledged out sop Rodney I'm gonna I'm gonna stop here what are you thinking because I see your brain yeah this is actually very helpful just kind of just giving me the behind the scenes walkthrough of how to do it's kind of allow me to connect the dots yeah kind of mind-blowing yeah it's definitely very helpful all right cool um and then if you just want to [ __ ] with it I often ask it to explain things like Eminem Just because it's fun um makes a little less boring uh so you know this is for for people who are doing content creation also like this is not a Content creation thing but like if you give it an artist's name that's well known before 2021 um you can create tonality around that artist name so um and then if you get stuck so I do this all the time um I'm like I don't know what I asked the thing because I'm just like nah um so like I just ask it for its own ability right so it's almost like if you were to ask an employee like hey rate yourself like you know can you um like do you feel comfortable talking to clients yet do you feel comfortable like you know with this campaign like how well do you think that you can do blah blah blah um I do the same thing with chat GPT um I like I will just literally ask it like stuff if I don't know so this is a conversation I was like oh look because I'm always nice to the bot like I'm always afraid they're gonna become sentient so I want to be one of the nice humans um someone was like hola and then I answered me in Spanish and I didn't know that it had 27 translations so I was like do you transcribe in Spanish and it said yes so I was like oh dope um then I'm like you know like all right as I'm like what are your best skills and so and I'm like please write it in English and so it told me and I was like oh great um so I will ask it things if I don't know so if you're like new to it or if you just you know um just ask it so the other day I was like it's like trying to figure out like what it's called when it knows what to do um and apparently it has Consciousness not metacognition it told me very clearly it had no metacognition yet so um that I know um so here's a prompt um you basically tell it that it is a prompt generator robot you need to gather information about blah blah blah right um you're asking it to ask you follow-up questions so that it can create a prompt for itself and so now it could socratically generate a prompt for you that you do not know how to think of yet Jim are you do you want to share your thoughts no I was just laughing at you and you're like if you're just like yeah you know that's that's all so right and so it'll be like hello I'm chat GPT a prop generator robot blah blah blah um yeah okay so this is just some of the prompt like specifics um that way you you guys can hear I'm not I would share this with you all because obviously that's a good idea um thank you let me know if you have well actually ask uh ask for Access because I'm not giving it to everybody um any questions now that we've actually seen some of the prompts or ideas that you're having so um this is Laura one of the challenges we have is too much documentation where people oh yes over the years and um and so we're create we're creating a global playbook for all the ways that we work and everyone's pulling all their documentation in but everybody does things slightly differently it seems like the combination prompt you're talking about here might work where we could feed it like three different crater breeds and ask it to come up with Can it can it tell what the best versions are or would it simply mesh those and basically dedupe them from your perspective yeah everything you should um so like you want to basically um I remember one time we were in teamwork and we had a client with 180 [ __ ] templates I [ __ ] you not it was yeah you probably have 500.

[00:32:52]oh this is so good um so I would say get really um like have have someone that is um somewhere like do you have it like centralized yeah we have a centralized place but there's so many dupes but we can't really so there's there's so many for different edge cases right and that's part of the problem so people keep as classic behavior is keep replicating something taking us taking a template and then customizing it further for a particular use case and then over time the templates just kind of dissolve under the weight of reuse and repurposing so trying to figure out sort of like trying to get trying to trying to take like a stew and reduce it back to the original soup stock it started yeah better soup stuff and you started with because you've had all these events and it may be harder or it may be impossible to do this right now we may need to just like do kind of two reduce to one then another two reduced to that one and then combine those two I don't know there might be some way to like kind of reverse tree it to combine combine combine best of of pairings or something yeah I wouldn't combine because that's just that that's gonna get a little a little hairy um I would um and then is and this is across the board right it's just very you know various creative briefs various like road maps or projects and they're all useful but they're written by different people and even though they start from the same template they ended up being quite different and the templates don't know no longer address the variables anymore yeah so I would um I would and and they are centralized you said right so they're centralized we have them in a shared Google Drive yeah okay so I would I would have someone um itemize them right someone who is who is Junior because that is that is not a task for anyone that has a management salary um so I would get someone Junior to itemize them right and just like list them in a spreadsheet or so or or your project management system right so that way um you can see how many dupes per category you have um and then you know so creative briefs is a perfect one right so it's like you end up with seven creative briefs that are labeled templates right like unless you have seven completely different avatars you do not need you know and exactly but one might be from 2019 ones you know part of it yeah the older ones but sometimes the older ones have nuggets that fell off the newer ones that you want to return so I guess I'm seeking sort of best practices is it possible to use it to to to find best practices and then apply them to multiple versions of it of a piece to come up with the best version of that piece yeah you can say combine right combine combine these combine combine with the prompt um you know the um if it's like in other data and you're trying to find something it would be fine themes um but that's more for like more for data sets not for document sets if that makes sense yeah um yeah because we were looking at um I was the other day we had like 300 and something um I was looking at sales applications for for prior um you know so before people drop on a sales call they they do an application and one of the questions like what is your biggest bottleneck and I think we had like 300 and something um survey answers so I just took it in chat GPT and I was like um give me the top 10 themes yeah so it's great for the synthesis piece you make judgment calls it may not be able to make judgment calls but if you give it enough prompt information it can you just need someone to supervise um the Judgment calls yeah okay so if you were like yeah so if you're like we are doing a client brief for this type of client please you know give me a combination of um you know please combine this into you know a One content brief right take these five content briefs and combine them into one and then you stick it in there see what it um gives you back right okay that makes sense right but yeah absolutely Laura but I would still itemize it so you can see what is there right because when you're looking at Sops um the old stuff may have nuggets um but what I would I I would actually I would find the best person who is doing the best work on your team and figure out what template they're using um because that's probably the most relevant right um that's how I would shorthand it so I would like take a look at that figure out if it's relevant if it's not um and then compare it um to whatever is like the most recent or the most used right like because um as opposed to you know because I would you know use chat see if you can get a combination um and like I said like you need someone to do some judgment calls so itemize it and then start to um eliminate as much as you possibly can and in the future from a policy standpoint um you know so that this doesn't happen again um it's like okay you want to have a naming convention like here's templates if you're having like variations from the template um you can label it whatever you want to label um inside of X place where things go to get archived but you don't put it in the centralized templates right so that way people aren't clogging up your templates anymore yeah um and if they think that the template should be um improved or optimized or like you know like there's a change and they're like oh [ __ ] like we really need to you know do this template then create data system so that you know someone can be like hey can we update this and then you know someone approves it there's some like level of verification process um and then they can and then like now you have a template so um Jim to to your earlier point with get grew um get gru has like a verification process that's automatic um so if someone wants to make changes they like they submit changes you verify as a subject matter expert and it's just automatic that's another reason why I really like it wonderful okay thank you yeah for sure any other questions Julian can you see can you hear me yeah priyank and then running I got you next um uh did you see any kind of uh what you call limitation of the software of not knowing like because if we are saying to like a prompt like am I am a marketing director and I'm creating this sop for this team member uh let's say I'm a chief operating officer creating this or if is there any limitation did you see yet with the AI that it can't identify the role or um no it's actually really good at role identification um that I can actually um say is one of the strengths um I I have a a mentee Who ended up she's she's in Vegas and she gave me the I was like she's she's in a transitionary period um and I was like you know I was like do your ikogi you know figure out where your your purpose meet your happiness like meets where you can get paid um and then figure out the stuff that you actually want to do in a role description be as crazy as you want and she wrote sure pretty random role description and I did not know how to respond so I literally stuck it in chat GDP and I was like give me roles that fit these uh day-to-day activities and it did I was I was very surprised so when it comes to role identification um I would say it's actually really good that's amazing yeah like I don't think it's great at certain things but others it's it's really pretty particularly um here and I'll share screen with you guys just so you can see it um you know what I'm talking about like this real life expectancy example so that uh so what type of businesses have these activities listed at Prime activities right so creative director Dancy the schmizzy kind graphic design um pivot like a K-pop dancer putting together Aesthetics creating a Vibe right so don't hit the player hit the game and so it was like advertising agencies Fashion Beauty Brands marketing and branding firms nightlife and entertainment venues high-end hospitality and tourism companies like it was specific too it wasn't like so I was I was pretty impressed by its ability to um to do roles and responsibilities across the board and uh that's awesome and Julian like what was uh Juliana is that how you say it your name yeah um what is the 25 000 is that the word limit for the day no that's the word limit for the prompt oh interesting so remember when we gave it like a transcript right so you so like we had the nice little prompt but then we have like the you know the data set um you know that's attached to the prompt so it can take you know 25 000 words now um as a problem so like for Laura right if before if let's say she had you know four I'm making this up uh one thousand word Sops right that's four thousand It could only do three so one of these Sops would be asked out right so she would have to fabricate how she did her prompts and combine it whereas now she can you know she could put um 25 right or maybe um right two but 24 because she still has to like tell it to do something um of those Sops and then say now synthesize yeah I haven't played with that yet so um so we'll we'll find out I saw some I saw some videos uh which was like people were giving case studies with numbers like if I'm making this much as a revenue and if I want to make this much as a profit uh like what are my like what are the ways I can improve and everything so it was very cool that it can also do like decision making and give you the solution too yeah it can um it can do it I mean it can do it could do math it could do really good math it can do coding um and then this morning um you can't do it in chat GPT yet um because I was I was trying to like just trying to play with it this morning I was tinkering with it um so like yesterday they had a like basically like open AI that it's you know like developer thing um conference and it it's not going to be able to take images and then it's going to be able to do image to text so um yes Jim I am automatically getting gpt4 right now because it opened up this morning um so so from an operation standpoint what I'm geeked out on is I'm a very visual person um and a lot of our audience or marketers and creatives are also visual right um so I'm like can we take now a flow chart I'm gonna play with this yeah can we take a flowchart and then now have it create um a step-by-step process from a flowchart right so um so anyone who's funnel hacking right like I mean you know like then we get into like the Nuance of things right like so if you're funnel hacking or or if you're a brand strategist or you know you're you're thinking through like an entire process suit To Nuts or you're doing a you know um like a service blueprint or something you know can you draw it out if you're very visual or if you're designing and then it'll spit out for you the step by step which is awesome um and then you take that step by step and now you stick that into your project management tool so you can now project ties um a process from a design standpoint I'm that is that hopefully yeah so so once I get it to like so once I start playing with it like once once we have access because like the way that they showed it yesterday was on Discord so they created um so they opened up the API they created like a small um you know like Discord bot so that it would do it I do know someone who basically opened up and created a slack Channel um so I'm like oh I wonder if you could do the same thing with slack and then give it images and then have it do it there um so still geeking out but it was yesterday um but I'm excited I mean if if we play with that then you know I might do one of the amas on that um in the next couple months so that'll be fun any any more questions yes go for it ready um yeah so man just hearing your feedback right now I've got my creative gears training um but my question was on like the SOP best practices and so you kind of mentioned like yeah you can record having a video and even better is having a video and the SOP like text um and then having the subject matter expert be the one to record the content and then you're going to take that SLP to train your team member is it better to like after you have that subject matter create that sop and then you train the team member you're having the team member that you train that sop on do those steps back to you for like QA to make sure they understand the process is that what yeah absolutely yeah okay so it would be a little bit more quality to just like make sure they understand it yeah so dirty draft um in so let's say let's say you're trying to do best practices but like be one right 30 drafts uh get a place where you're centralized stuff right and it's got either some level of table of context or some kind of tagging um that is the same taxonomy as your project management system um and then as your document management system so um so what do I mean by that right so I think documents um project management Sops right so so you've got a place or a folder or a workspace or a tag for um operations you got something else for financials you got something else for sales right I often think of these especially as you're scaling as like business divisions um or business teams because in the future like you know these will section out and then eventually you'll have heads or leads of each of these right so that way it'll be um easier to think of it that way right um client work would go under either like production or client work or whatever you want to call that right delivery um um so you have everything nicely categorized right and so that way if people are in your project management system but then they need a document for a client like they they know and they're trained on where to find things because the average employee spends two hours a week just trying to find [ __ ] right multiply that by the number of employees and or team members you have and then by you know 50 weeks a year it's a lot of overhead on people just trying to find stuff so step one just make sure that it's organized two on that dirty jobs right like now that it's organized stick a video in there right like if you just have the video that's step one um just so that like if you get someone new or you gotta fire someone or someone's out they're on vacation like at least you could go and figure out what the hell to do right so create the video step two from that video like now you can start to write out recipes right because not everyone's audio like some people are audio some people are visual some people are kinesthetic they gotta play with the thing um so like your Sops you want to be able to to match people's different learning styles which is why I would recommend video and written instructions um for different peeps um and so that's where you go okay we have the video then you've got the transcription from the transcription you create like you know nicely stepped to sop then at some point you're going to get feedback from people right because subject matter expert aren't you know like expert sop creators right like they're gonna they're gonna miss stuff like we're gonna miss stuff um I miss stuff uh so we were gonna be like oh what did you mean by that or why did you choose that or why did you press that button and not this button right so you're gonna get questions use those questions to then you know um update the SOP and make it better for for new people so that's that optimization cycle that's very helpful yeah thank you yeah you're welcome any other questions sop creation um and the one thing that I would say is like now there's so many tools um I would absolutely make sure that wherever you got your video you got automatic transcription like um like I remember back in the day paying like a dollar um a minute or a dollar a word to you know have people offshore like type out transcription um because we need some captions and stuff like I'm like we don't have to do that anymore um just get your your transcript right so um I think I kicked out a fathom so I know you got fathom Rodney um you know so fathom is free there's fireflies like there's tons of [ __ ] that you can like attach to zoom now um to get automatic transcription so I would do that absolutely um so whenever you or anyone is training on your team you could you just have that transcription ready to go um it'll cut out the stuff yeah and you can easily copy paste it um I think I wrote about Loom the other day um and my office manager gave me [ __ ] but um because I was like um my issue with little more or some of these is like when you have the transcription you can easily copy paste it into chat GPT uh I just you know if you have someone like let's say they're in Vietnam and like they've got you know poor laptop CPU and you've got a VA taking a transcription and then sticking it in chat GPT or whatever um if they're downloading it to their computer then opening up another app to copy paste it it's it's a lot more steps what you want to be able to do and I know that I'm getting like super into the weeds of the Nuance here but it has to do with um has to do with speed and then um and computer capacity right so like if you're slowing down your computer you're slowing down your process um so if if they got to do a lot more steps to get the transcript it's just a pain so um you know obviously look at your costs but also like how quickly is it to just go from one thing to the other to make it just go faster especially if you have someone um you know with lower um computer space yeah like I mean I've done work especially like even if they have decent computer space but if like their internet speed is like crap like it just slows down your computer like I've done work from all over South Asia um so make it easy on your people if they're offshore all right well honey I'm I'm so happy that you were able to hop on um all right so I'm happy to stay but for those of you who have a hard stop uh I did say this was gonna be a no pitch event I really meant it um I do have one free offer and it is our Ops diagnostic so let me share with you um you know I think some of you have done it if you're on the mailing list um I'm like you should do it so um we have our our Ops diagnostic now it used to take like 25 minutes and I had to sell it to people like hey you know do it it's really good for your business um and now we've gone down to five minutes it's awesome um it literally is like um the it's like the little diagnostic that could um we recently got it into small business Trends and over like a hundred different um you know Publications like it's really awesome um you do it on typeform it takes five minutes and it often you know you can get about like five hours a week on average back just by doing this because you're able to see 50 operational gaps in five minutes like um you do it in type form we get an Automation and then a human will send it over to you so you'll get it within like 24 hours um so that's pretty awesome and then you could see the inner workings of your operations and because we've had over 500 people do it you can also see how you stack up against your peer group so if you're under 250 it'll show you how you're doing against people who are like under 250 if you're like 250 to 500 500 to a million one two three three seven um so it'll show you exactly how you're doing against your peer group um which is awesome and you know and so we'll send that out to you uh and then um if you want a recording you know like a little bit of analysis let me know and then I'll send that over to you as well and I can give you some insights uh I geek out on this stuff we've you know been doing this now for like seven years it's it's literally the favorite thing of my business um it's it diagnoses and prescribed it's it's a phenomenal tool so I absolutely recommend if you haven't done it with us do it if you've done it you know um over the last six months you should redo it again we make our clients do it about every couple months and um yeah I absolutely recommend that you kind of get a a snapshot our best clients um have their leadership team do it so um it's also a management tool because what you can see is a cross-section of your visibility into the organization which is phenomenal