Step 1: Identify the result you want this system to deliver

Example: “A Perfectly Baked Cake” or “Efficient Monthly Financial Reporting.”

Suggestion: Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals.

Step 2: Identify who best produces the result

This may be you, someone within your organisation, a known expert, or an external consultant.

Create a list of each key department and the roles of the team members.

Evaluate their expertise: What do they do best? Typically, someone from the team is already doing what yields results.

Step 3: Choose the best method to capture the process

Options include video recording, screen recording (loom.com), audio recording, interview (zoom.com), video camera, or another means.

Suggestion: The ideal method to capture a task is by video recording as it’s being done. This way, the person doing the task can simply talk through what they’re doing and why – and their actions are visible to the person learning.

Step 4: Record the task being completed

Organise a suitable time to record the process.

Don’t heavily script or plan the shoot and continue shooting even if mistakes are made. In fact, it’s best to keep recording and explain mistakes if/when they happen and what was done to fix them.

Reminder: Capture not just the steps but also the rationale behind them.

Step 5: Upload the file for easy sharing

If you recorded a video, upload it to your private video service (e.g., Wistia, Vimeo, Viddler, Private YouTube etc.)

If you captured the process by some other means (audio interview, etc.), upload it to a file storage/sharing service (e.g., Google Drive, Sharepoint).

File Naming Conventions: Specify naming conventions for easy identification (e.g., [Department][TaskName][Date]).

Step 6: Create a new system in systemHUB

Identify the best location for the system.

Suggestion: Create folders based on business departments (Sales, Finance, Operations, etc.) and subfolders as needed.

Naming: Use verbs or action words in system names to clearly indicate the activity or result (e.g., “Processing Invoices,” “Managing Customer Inquiries,” “Conducting Sales Calls”).

Keep the system names clear, concise, and ensure they contain keywords that team members would use when looking to locate it.

Add an overview that covers what the system is about and what results/deliverables are achieved from following the system.

If applicable, post the link to the video of the task being completed in the videos section.

If applicable, post the link to any other files used in capturing the process in the “Supporting Notes” section.

Assign the system's primary owner (the person who is taking ownership of the system) and secondary owner (usually a ‘backup’ person for the task).

Assign any additional team members who should be able to view/assist in the system’s development.

Change the status of the new system to reflect the stage it’s in:

• Grey – New system, nothing done. You may be just ‘dumping’ data in a system with this status but haven’t looked at organizing anything in it yet.
• Yellow – Under construction. You have started working on the data in the system, but it’s not at a point where others can use it yet.
• Green – Ready to be used. The system is completed enough to the point that others can reference it and get to the end result by following the steps.
• Red – Do not use. The system may be obsolete, incorrect, or inaccurate, so you don’t want others to use it. But it may have some value in it still so you don’t want to delete it altogether.

Notify the new system’s owner (if not you) that the system is ready for review.

Step 7: Create step-by-step documentation

The new primary owner of the system (which may be you) should either complete or delegate this step.

Get the video transcription of the extraction video.

Open Process Pal (our customGPT).

Paste the video transcription of the extraction video and generate the system.

Read the generated system and cross check if all details included are correct.

Add respective links.

Remember that as you review the generated system, steps should be clear enough to allow anyone with a basic understanding of the subject to complete the system.

Suggestion: Ensure that the formatting of the text is uniform.

Also ensure email templates and/or any documents mentioned in the system are attached to the relevant spot in either the "email templates" and/or "attachments" sections.

Add any additional useful information which doesn't need to be added to the SOP itself (sort of like a ‘footnote’ in a book) in the “Supporting Notes” section at the bottom of the system.

Step 8: Review the draft system for the next use

Review the system on the next iteration of the task.

Suggestion: With fresh eyes, review the entire system from top to bottom.

As you work through the task using the system, add any missed steps and/or make improvements where necessary.

Checklist: Provide a checklist of common issues to look for during the review (e.g., unclear steps, missing information).

Solicit feedback from multiple team members, especially those new to the task.

Step 9: Submit for review and discussion

Once satisfied, the system is ready for review by the supervisor and/or to be discussed at a team meeting.

Suggestion: System owners are responsible for having their systems reviewed and approved.

Reviewers can add comments to a system with suggested changes.

The system gets tweaked based on additional feedback.

The system owner makes adjustments and replies to comments regarding any changes.

Once done, the system's status is set to green - indicating it's now ready to use.

Suggestions: 

• Notify assigned users that the system is now ready for use.
• Define a clear approval hierarchy and timeline for reviews to ensure timely feedback.
• Use a standardised format for comments and feedback to ensure clarity and consistency.

Step 10: Teach this system to another team member

Ideally, it's best for the system owner to teach their SOP to someone who hasn’t previously done it before.

During this process, areas of confusion, issues, and missed points can easily be spotted and fixed.

Suggestion: This is best taught in three steps:

1. Show the task being completed. 

2. Do the task together. 

3. Allow the task to be completed by the team member and review and give feedback.

Continue step 3 until the team member completes the task successfully without feedback required.

Training Steps: Break down the three-step training process (Show, Do Together, Do Independently) with detailed sub-steps.

Evaluation: Provide a simple evaluation form or checklist to assess the trainee’s performance and understanding.

Step 11: Use every time the task is to be completed

When a new team member needs to complete a task, they’re assigned access to view the system.

The system is improved and tweaked at each opportunity, making it as simple/efficient as possible.

Suggestions: 

• Unless you are a system owner or secondary owner, suggested changes should be made as a comment on the system itself - to be then reviewed and approved by the system owner.
• Set up a regular review schedule (e.g., quarterly) to ensure the SOP remains current and effective.
• Establish a clear process for reporting issues or suggesting improvements, with timelines for implementation.