David Jenyns shows how to turn a 17-minute recording into a published SOP using transcription and ChatGPT. He links SOPs everywhere (calendars, tasks, QR codes) to make them impossible to ignore. One company using System Hub went from 8% to 30% net profit and the owner finally took a vacation.
So you record a task getting done. I've just uploaded this into Wistia, but you might use loom or something else, something that can get you the transcription. You then copy the transcription from that video of the person who's recorded themselves doing the task. So this is angel and Maggie getting together, walking through how to do some engagement on Facebook. It's a short.
17 minute video with the transcript here. We then head over to Process Pal, which is just a custom GPT that we've created on ChatGPT. You click the button here that says please ask me to upload the transcript and ChatGPT obliges. We then post the whole transcript directly in here.
And then ChatGPT goes ahead and creates the first draft of the system based on how you're currently doing things. What a magnificent first draft that is completed.
Almost immediately. Really easy to do. We then take this and you go into System Hub and we write add system here. And I'm gonna call this Facebook. Actually I'll just grab the name straight from here.
We post it in here.
And then it's just a matter of cutting and pasting.
So I'll just grab.
Just got it on the other screen here to make it easy. But you literally just click copy and paste.
The process.
Into the relevant areas.
You'll even grab the video.
And add that in.
And it's given me some supporting notes.
So let's just post that in also and then we'll just publish that.
Now we have the first draft of a process that took a few minutes to get a pretty extraordinary outcome. And it was worthwhile creating process beforehand. Now that we can use ChatGPT. Train up your systems champion. You've identified the eight systems that I talked about, the eight proven processes. You record what's currently going on in your business. You use ChatGPT to document it and save it into a location. And the trick here, when it comes to processes, you never want to be more than one click away from the process. Once you've created a process, you put a link to it on your Google Calendar appointments that you book in for your team, or in your project management software that when you're assigning out a task, or if you've got a real world business where you're not working virtually and maybe you've got equipment that needs to be set up, you create a QR code that links directly to that system and you stick it on the piece of equipment. You basically put links to these systems everywhere. Now why do we do that? We do that so that we can remove the one excuse that we hear team members say time and time again, I didn't know I was meant to do it that way. If you've got a link to the how to document that removes that argument. I've very clearly articulated what my expectations are and standards. We've got a link to the process. When you're assigned the task, it had a link to that process. This is how we do things here. Part of getting this under the nose is to remove that confusion. The reality is your staff want to do great work. Oftentimes it's just that the expectations are not clearly communicated to them around what you want done and to what standard. So this is a way to get over that hurdle by building out a set of SOPs, which actually makes it much easier to performance manage team members. And we start to build up this system's brain. The knowledge of everything in your business in a central location, rather than it being stored on someone's desktop and printed out as a checklist, stuck to their computer or sitting in another office or, oh, I left that at home. You have one central location where all of the knowledge exists and you make it simple. You don't need fancy software. In fact, simplicity is key here. And that's why I love System Hub. I know when Gary McMahon saw this, he instantly got it. He runs a bushfire management company and in the early days he's doing everything. Then he came across Systemology and System Hub started documenting his process, trained up one of his girls, the office staff grew out. He then noticed his revenue jump up 200%. Net profit improved from 8% to 30%. And the best bit, Gary said he took his first holiday in five years. I don't know if you can. Can you believe that he even said that Systemology saved his marriage? Am I saying that Systemology might save your marriage? Who knows? Maybe. Quite possibly. If you are all in on your business and it's sucking all of the time and energy and your life force out, you've got to find a better way. You've got to follow a systems approach to build something that really works without.
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