Is your organization looking to use artificial intelligence (AI), but wondering where to start? Using AI tools to support operations is an easy and productive win.
Creating Vital Operations Procedures, the Quick and Easy Way
Organizations know they need procedures documents, but dedicating time to type up work steps and take screenshots becomes a roadblock for many leaders.
Those procedure documents are important. Then staff are out of the office, it is essential that their backups have reference documents to guide them in completing various processes. Without such resources to do work correctly, client deliverables can be late or incorrect.
Undocumented processes are also costly when implementing a new system. New system installations start with understanding how work is done now. If undocumented, the software vendor will bill for documenting the process for the team, which adds to the cost and slows the project down.
These two undesired results can sting.
Using an AI tool to document work steps is an excellent way to create simple, usable procedures documents quickly. For example, using Zoom’s meeting summary function and its recording capability (both visual and sound) can document a process in about 15 minutes.
Here is an example of summarized work steps using Zoom AI Summarize function.
Most summations need to be edited because AI makes assumptions and records those assumption. Recently an AI summation listed Lee as a he rather than a she. Those types of assumptions need to be corrected in finalizing procedures documents.
Using AI in this manner can save your team hours of labor on each set of procedures. Taking the 15 minutes to more frequently summarize procedures is an excellent resource for back-ups or new employees, reduces your risk of disappointing your customers, and decreases cost and risk when transitioning to new systems.
Here are links to train your team on recording and summarizing procedures with Zoom meetings.
• Getting started with computer and cloud recording
• Using Meeting Summary with AI Companion
Many other tools, such as Windows 11 or Firefly in conjunction with Microsoft Teams, can also be used to summarize or record procedures.
What Leaders Say About Using AI to Document Processes
Right now, forward-looking leaders are using AI to document processes ranging from gift contributions to accounts payable. Recently one organization leader said each departing employee is expected to record all their procedures using AI before walking out the door. This expectation increases the likelihood of providing consistent, high-quality service to the organization’s customers.
When Lee’s firm begins a process and outcome improvement project, she asks clients to record their process steps using the Zoom meeting summary and record features. This initial step takes the organization only about 15 minutes, saving them both time and expense and speeding the completion of the project.
Contact Lee Kuntz at lee@improveprocess.net to ask about recording procedures. Also, contact Lee to share any operations pain points you see or to talk through process and outcomes you seek to improve.
About Lee Kuntz and Innovation Process Design
As founder and president of Innovation Process Design, Lee Kuntz has spent over two decades using process improvement to solve the unique challenges faced by leaders of complex service organizations. Through expert training and coaching, she helps teams look at their work with new eyes, transform how work gets done, and create real results. Contact Lee with questions or to talk about your situation and what you want to achieve.
Contact Lee today to discuss your challenge.
