Auto-Generate SOPs for Your Business Using Loom + Transcription + OpenAI

"I don't have time to document this."

This is the lie that keeps solopreneurs trapped. You know you should write Standard Operating Procedures (SOPs) so you can hire help, but stopping to write a 10-step guide feels like a waste of time.

So you just do it yourself. Again. And again.

The Fix: Stop writing. Start talking.

This workflow allows you to record a quick Loom video of a task, and have an AI system automatically watch it, transcribe it, and write a perfectly formatted SOP for you.

The Workflow Overview

Record: You record a Loom video explaining the task.

Trigger: The video finishes processing.

Transcribe: We get the text of what you said.

Format: AI converts your rambling speech into "Step 1, Step 2, Step 3".

Save: The SOP is created in your Notion database.

Step 1: The Trigger (Loom or Google Drive)

If you have Loom Enterprise/Business, you can use the Loom API via Make.com.

The "Poor Man's" Version (Works for everyone):

Record your video.

Download it (or just the transcript if available).

Upload it to a specific Google Drive folder named "To Process".

Make.com Trigger: Google Drive > Watch Files in Folder.

Step 2: Transcription (Whisper)

If you uploaded a video file, we need text.

* Module: OpenAI > Create a Transcription (Whisper).

* Input: The file from Google Drive.

* Output: A text block of everything you said.

Note: OpenAI's Whisper model is incredibly accurate, even with technical jargon.

Step 3: The AI Editor (GPT-4)

Now we turn that wall of text into a guide.

System Prompt:

> "You are an expert technical writer. I will provide a transcript of someone explaining a task.

>

> Your Goal: Create a clear, step-by-step Standard Operating Procedure (SOP).

>

> Rules:

> 1. Use H2 headers for main sections.

> 2. Use bold text for button names or menu items.

> 3. Remove filler words ('um', 'so yeah').

> 4. Add a 'Prerequisites' section at the top if tools are mentioned.

> 5. Keep it actionable and concise."

User Prompt: [Insert Transcript]

Seeing this in action makes a huge difference. Once configured, the interface provides a clear visual confirmation that your automation is running smoothly, giving you peace of mind that the system is working as intended.

Step 4: Saving to Knowledge Base (Notion)

Finally, put it where your team can find it.

* Module: Notion > Create a Database Item.

* Database: "SOP Library".

* Properties:

* Name: Use the file name or ask AI to generate a title.

* Content: The AI-generated SOP text.

* Video Link: The original Google Drive or Loom link (so people can watch if they get stuck).

* Status: "Draft" (so you can review it later).

The "Voice Note" Variation

You don't even need video for everything.

Walking the dog and have an idea for a content strategy?

Record a voice memo on your phone.

Upload to the "To Process" folder.

The system treats it the same way: Transcribe -> Format -> Save to Notion.

This turns your random thoughts into structured documentation.

This small adjustment can have a significant impact on your overall workflow efficiency. It turns a manual, error-prone process into a reliable, set-it-and-forget-it system.

Why This Scales

When you hire a Virtual Assistant (VA), you can say:

"Watch the video I just uploaded. The written instructions are already in Notion. Let me know if you have questions."

You are building a business asset (your operations manual) without spending extra time "writing."

Conclusion

Documentation is the difference between a freelancer and a business owner. This automation removes the friction of creating it.

Next Step: Create a folder in Google Drive called "SOP_Inbox". Connect it to Make.com and OpenAI today. Record one task. You'll never go back to typing.

* Start automating with Make.com

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Now that you have SOPs, you can hire help. Check out our guide on Building an AI Hiring Assistant to find the right people.