The old way of creating Standard Operating Procedures (SOPs) is dead. Nobody wants to write a 20-page Word document, and more importantly, nobody wants to read it.

When you hire a new Virtual Assistant or onboard a freelancer, the biggest bottleneck is knowledge transfer. You know how to do the task, but explaining it takes longer than doing it yourself.

Enter the "Video-First" SOP. By combining simple screen recording tools like Loom with modern AI transcription, you can generate robust documentation in minutes, not hours. This guide covers exactly how to create standard operating procedures video libraries that are searchable, editable, and actually useful.

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Why Text-Only SOPs Fail

Text lacks nuance. If you write "Click the blue button," but the software update changed the button to green, your employee is stuck. Video captures the context of the screen.

However, video alone is also bad. Searching a 10-minute video for one specific step is frustrating. The "Gold Standard" is a Hybrid SOP: A video walkthrough at the top, followed by an AI-generated text checklist below.

The 4-Step Workflow (Loom + AI)

1

The "Silent" Dry Run

Most people skip this and fail. Before you hit record, open all the tabs you need. Log in to all accounts. Do the process once mentally. Nothing kills an SOP video faster than watching the boss struggle to remember a password for 45 seconds.

2

Record with "Intentional Pacing"

Hit record on Loom (or your tool of choice). As you perform the task, follow these rules:

  • Speak Action Verbs: Say "I am clicking 'Settings' to open the config menu," not "So, uh, we go here."
  • Mouse Discipline: Stop moving your mouse when you talk. Frantic circling makes viewers motion sick.
  • Zoom In: If showing a small button, use the browser zoom (Cmd +) so it's visible on mobile screens.
3

The AI Transformation

This is where the magic happens. You don't type the SOP. You let AI do it.

Option A (Loom AI): If you have a paid Loom plan, click the "Auto-Summarize" button. It will generate a title, summary, and chapter markers instantly.

Option B (ChatGPT): Download the transcript (VTT file) from your video tool. Paste it into ChatGPT with this prompt:

"I am providing a transcript of a training video. Convert this into a Step-by-Step Standard Operating Procedure. Use bold headers for main steps, bullet points for sub-steps, and include a 'Warning' section if I mentioned any risks."
4

The Human Review

AI captures what you did, but sometimes misses why. Read the generated text. Add bold warnings like "Do not click Delete" or contextual notes that weren't in the video. This takes 2 minutes but adds 100% of the value.

Tool Comparison: Loom vs. Scribe vs. Tango

While we focused on Loom, other tools automate this even further.

  • Loom: Best for "Explainer" videos where your voice/personality matters (e.g., Cultural onboarding).
  • Scribe / Tango: These tools track your clicks and automatically generate screenshots with red circles on where you clicked. Best for rigid software tutorials (e.g., "How to add a user in Salesforce").

Where do you store these?

A video file on your desktop is useless. You need a central "Company Brain."

We recommend building a Wiki in Notion. Create a database called "SOP Library," tag the videos by department (Admin, HR, Sales), and embed the Loom video directly into the page. Read our Notion guide here.

3 Mistakes That Ruin Video SOPs

1. The "15-Minute Monster"

Never record a 15-minute process in one video. If you make a mistake at minute 14, you have to re-record everything. Break it down: "Part 1: Account Setup" (3 mins), "Part 2: Data Entry" (4 mins). Smaller videos are easier to update.

2. Ignoring "Version Control"

Software changes. Your video from 2023 shows a "Blue Button," but now it's a "Red Icon." If you use text-only SOPs, you just edit a word. With video, you must re-record. Tip: Keep videos high-level ("Go to settings") rather than hyper-specific ("Click the pixel at X,Y") to extend their lifespan.

3. Forgetting the "Why"

Don't just show clicks. Explain the business logic. "We select 'Net-30' terms because it helps our cash flow," is infinitely more valuable than just "Select Net-30."

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Conclusion

Creating an SOP library is the highest-leverage activity a business owner or admin can do. It allows you to delegate.

By using screen recordings + AI, you lower the friction of creating documentation. Once you have these assets, onboarding a freelancer becomes instant. Instead of spending 5 hours training them on Zoom, you send them a playlist.

Ready to hire help now that you have SOPs? Use our Freelancer vs Employee Calculator to decide which type of hire fits your budget.