I was at a get-together with 50 other business owners this past weekend in Dallas. We had the chance to learn various concepts and principles, and I took away some great new ways to continue to help clients. But one thing I discussed with several business owners, one being a sales trainer and some top marketers, is the fact that people get hired into organizations with no systems, they underperform, which isn’t their fault, they get frustrated, they either quit or get fired, and then the business has to rehire, costing more time and money.
And I’m not saying that processes are the only answer, but when you put people into a broken system with no processes, they will never be successful.
You’ve probably seen all these shiny new software that promise to make writing processes easy. But let’s be real, the thought of actually writing out processes is boring, and then adding the job of learning yet another new software on top of it? Overwhelming. It doesn’t give you the same dopamine hit as running into put out a fire, but here’s the thing—without processes, you’ll always be stuck firefighting.
The good news is you don’t need a fancy system to get your processes out of your head and into your team’s hands. With just the tools you already use—and a little help from AI—you can write a process faster than you ever thought possible.
How to Write a Process the Easy Way
- Record instead of typing. Grab your favorite screen recording or voice recording tool (Zoom, Loom, or even the voice memo app on your phone all work). Don’t overcomplicate it—use what you already have.
- Walk through the process out loud. As you go through the task, explain it verbally step by step like you’re teaching someone new. Your brain and mouth move faster than typing, which makes this a much quicker way to capture details.
- Get the transcript. Most recording tools will generate transcripts for you. If not, you can run your audio or video through a transcription service.
- Polish it with AI. Copy-paste that transcript into your favorite AI writing tool with this kind of prompt:“I am a [your title] and work in the [industry]. I am writing a process around [fill in the blank]. Below is a transcript of that process. Ignore the numbers. Take the information and rewrite it into a clear, step-by-step process so that anyone new can follow it. Please format it as [list the format you prefer].”This gives AI the context to make your rough words organized and easy to follow.
- Finalize it yourself. Drop the AI’s draft into Word or a Google Doc, then give it a quick read-through and edit. Remember: AI is a tool, not a replacement for your judgment. Use it to save time, not to take your place.
Why This Saves You Time
This approach takes away the excuses because you don’t have to start from scratch or sit there staring at a blank document. You’re simply capturing what you already know and letting AI help clean it up. The result? Usable, repeatable processes that get your team on the same page and free you from being the bottleneck in your business.
Your Next Step
Pick one thing in your business today that’s been slowing your team down and record yourself doing it. Don’t wait until you have the “perfect” tool or system—just start. Once you see how quickly you can turn recordings into clean processes, you’ll wonder why you didn’t start sooner.
If you’d like help building out a repeatable process library for your team, I’d be happy to talk through how to make this approach work best for your business.
If you need a way to store all of the information, I have a simple Google Sheet I am happy to pass along. Just email me for it.
Ways to Work Together
If you are feeling trapped in your business and not experiencing the freedom you want, here are two ways we can work together.
Clarity Call: Ready to build a business that gives you true freedom? I create custom solutions tailored to your industry, goals, and vision of success—so you can love your business again. Click above to schedule a call to clarify your goals, tackle roadblocks, and see how we can work together.
Business Roadmap: This is for business owners who want clear, actionable next steps—not another generic course. Get a plan tailored to your business, clarity on what matters, and the resources to move forward. Walk away knowing exactly what to do—and what to ignore—so you can save time, money, and avoid years of frustration. 3 hours of time to save months of frustration. You ready?
A thirdway, and I know I only said three, but sometimes I can’t help myself. If you are feeling stuck and are in need of resources, reach out. I am happy to point you in the right direction and even provide an asset of my own to help you move forward.
Stephanie German is a business strategist, adjunct professor, and speaker. She holds a master’s degree in organizational leadership and loves giving back to her community in a variety of ways. When she’s not coaching clients or writing about leadership, Stephanie is usually headed to the mountains or the beach with her family, drinking savory wine, or working on the latest project with her husband. Stephanie’s greatest desires are to raise up the next generation of leaders while raising her own children to be strong, independent, and brave. She lives in Fresno, California with her husband Blake and her three spunky daughters, Cara, Kinsey, and Peyton. She is the best-selling author of So Your Boss Can’t Lead?