Read time: 3 min, 57 secs
🚨 Spoiler: today I show you to use AI in a way that’s simple. Fast (+ easy).

Hey there - it's Brian 👋

You know you need to write down your processes (SOPs).

Because everything important for your business lives in your head!

So when you're not available, work literally stops.

Your team keeps asking the same questions because only the high-level stuff is written down.

But here's the part that makes it so hard:
you're drowning in so much work that you can't find time to write down the processes (you know… that thing that would actually give you your time back).

You think about the 47 different processes in your business and it feels overwhelming.

Which ones matter?

Then you get another fire to put out and writing SOPs gets pushed to "next week" (again).

So in today's issue we're going to cover:

• Why your current SOPs fail (and it's not what you think)

• The counterintuitive way to create processes people actually follow

• How to get professional SOPs built in minutes without typing a word

This is for you if:
You're tired of being the bottleneck and you just need your ideas to magically go from your head to paper (so stuff happens for you even when you’re not there).

Let's make your business an outlier 👇

P.S. prefer the video version?

I got you.

Here it is:

Here's what everyone gets wrong about process

People think it’s complex.

GOD even the word “Standard Operating Procedures (SOPs)” sounds brutal.

And if you’ve tried to write them before do people even use them?

So here’s the spoiler: it’s NOT complex. If it’s complex we’re doing it wrong.

Back in December I was DROWNING.

We tripled our business. I didn’t have weekends. Late nights. I’m sure you’ve been there.

But I knew that I had to put in extra hours to systematize the business so I could get it to run on its own.

I was dying to get out of the weeds and work on the stuff that actually moved the needle on my business.

I spent 6 years at Deloitte putting in systems for Fortune 500s so I had a process to follow.

I built out these processes. Hired the people to run them… and BOOM.

→ We increased capacity (up to 15 active campaigns per account manger)
→ Improved quality (93% quality success rate)
→ Delivered faster (time to deliver down to 2 weeks)

And I could focus on sales, marketing, and strategy (the stuff I love and grows the business).

To date we’ve hired 97 people (getting close to 100!) and I couldn’t have done it without a process.

I even got this email about how much better our quality got after we put the system in place.

I worked less on client delivery and clients got better results faster! 🤯

So let’s do the same for you today:

So here’s the secret sauce: 👇

Step 1: Figure out which steps actually matter

Business owners try to document everything.

But nobody reads 497 SOPs.

(I literally had a call 2 weeks ago with a proud owner of 600 SOPs. I told them to cut it down to 10 haha)

If this is your first SOP, start with the easiest one. Some task that you do repeatedly.

Think about it. Which one is it?

Got an easy one? Let’s get it from your head to paper (easily).

If not check out my nerd rant.

🧔🏻‍♂️ Brian’s nerdy side rant:

Think about your business for a sec it’s legit only two things:

1) You get customers to pay you
2) You get those customers what they paid for.

THAT’S IT.

1) Get customers
Things like:
→ Lead gen (socials, ads, outbound, referrals etc)
→ Sales (nurturing, closing, managing CRM)
→ Payment processes
etc

2) Get customer what they want
Things like:
→ Quality control
→ Customer support
→ Project management
→ Client/customer updates
→ Customer success (retention, upsell, referral, reviews)

Pick your favorite item in that list.

Now lets get that from idea to paper: 👇

Step 2: Tell your process to a friend

This is the scary part.

→ What if I don’t explain it right?
→ Can people follow me?
→ Will I sound like I know what I’m talking about?

I put this wild pressure on myself to explain it perfectly the first time.

But we’re going to speak to an AI and they’re going to make it for us so just turn on the camera and do the task.

Think outloud.

It can be as long or as short as you need.

I use Loom but use whatever you want.

Don't script it.

Don't make it perfect.

Just explain it naturally.

Here’s an outline to follow:

1) Tell me why we’re doing this task so I can fit it into the big picture
2) Tell me when I need to do this task (how often)?
3) Show me what to do
4) Tell me common mistakes you hit as you go

THAT’S IT.

Step 3: Let AI transform your brain dump into organized steps

You’ve recorded yourself doing the task and thought outloud?

Good.

Now go to Loom and see that transcript button to the right (screenshot below)?

We’re going to copy / paste that into ChatGPT.

This is where it gets fun.

Copy your Loom transcript.

Paste it into ChatGPT with this prompt:

“You are a business operations expert.

Turn this process explanation into a clean, step-by-step SOP. Format it as:

• Overview: What this process accomplishes

• Step 1, Step 2, Step 3 (clear action verbs)

• For each step, include WHO does it, WHAT they do, WHEN they hand it off

• Decision rules: 'If [situation], then [action]' for each problem mentioned

• Quality checklist: How to know it's done right”

🚨 p.s. Okay I lied. That’s the short prompt. The full copy/paste prompt is too long for this newsletter.

If you really want it to be copy / pasted I made you this full prompt to get it right the first time.

Just click this link to get access to it (screenshot below 👇)

Great process = people stop asking you questions

When someone follows your SOP, they should feel like you're right there guiding them through it.

They’ll finally stop asking you questions.

So you can focus on actually growing your business.

See you next Thursday 👋

Brian
[email protected]
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TalentHQ

P.S. Want us to plug people in your business to execute your SOPs? Let’s chat

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