She's That Founder: Business Strategy, Time Management and AI Magic for Impactful Female Leaders

AI Series Day 9 | 12 Days of AI. How Female Founders Use AI to Create SOPs in 10 Minutes So They Never Explain the Same Thing Twice

• Season 2 • Episode 10

Share episode

Send us a text

Tired of Explaining the Same Thing Twice? Turn It Into an SOP—in 10 Minutes

You keep saying, “I should really write this down.” But let’s be honest—you won’t. Here’s how to document as you do—no extra time required.

If you’re the only one who knows how to do it, you’re the bottleneck. Let’s fix that in 10 minutes—without ever “sitting down to document.”

In Day 9 of 12 Days of AI Quick Wins, Dawn teaches you how to turn any repeatable task into a team-ready SOP—while you’re doing it. Whether it’s onboarding clients, prepping for sales calls, or giving feedback, this method lets you narrate the process in real-time while AI formats it into a clean, usable doc. Say goodbye to “I’ll document it later”—and hello to delegation that actually works.

Your Day 9 Action:
Next time you catch yourself explaining something (again), open ChatGPT and narrate it instead.
Use the SOP prompt to generate a clear, usable doc.
Save it, share it, and start reclaiming your time—one process at a time.


Key Takeaways:

  • Repeat = delegate-ready. If you’ve explained something more than twice, it’s SOP-worthy.
  • Narrate while you work. Open ChatGPT, talk through the process like a cooking show host.
  • Use the SOP Prompt: AI turns your messy monologue into numbered steps, tools, and timing.
  • You don’t write it—AI does. You just talk, scan, and save.
  • Put it where your team lives. Not buried in folders—make it accessible and actionable.

Resources & Links:


Related Episodes:

Want to increase revenue and impact? Listen to “She's That Founder” for insights on business strategy and female leadership to scale your business. Each episode offers advice on effective communication, team building, and management. Learn to master routines and systems to boost productivity and prevent burnout. Our delegation tips and business consulting will advance your executive leadership skills and presence.

She's That Founder
AI Series Day 9 | 12 Days of AI. How Female Founders Use AI to Create SOPs in 10 Minutes So They Never Explain the Same Thing Twice

You just explained the same process to your team. Again, and halfway through, you thought I should really document this, but here's the truth. You're never gonna sit down and write an SOP. 

So I'm gonna show you how to create one in 10 minutes while you're already doing the work.

Hey, hey, hey. Welcome to She's That founder, the show that helps ambitious women stop being everyone's human, Google, and start building scalable systems. I'm Dawn Andrews, and this is day nine of the 12 Days of ai, a female founders holiday business intervention series. 

Today's topic, how to document any process while you're doing it so you can delegate it tomorrow.

Okay, real talk. I had a client, let's call her Valerie, who was explaining how to prep for investor calls at least three times a week. Every single time she'd say, I really need to write this down. Six months later, still explaining it, still frustrated, still the bottleneck. Then she tried this method. 10 minutes, one narration session. Done. 

Her team now prep calls without her. She shows up ready to perform, not scrambling to prep. 

That's what we're building today. You know how you do things, but that knowledge is trapped in your head. Your team can't read your mind, and you don't have time to sit down and write detailed instructions for every process.

Because I mean, writing down instructions, so things stay on your plate because it's just easier to just do it yourself than to explain it. But here's the fix. 

Step one, pick one task you do regularly. Start simple. How you onboard a new client, how you create your weekly content plan, how you review and approve work. How you prepare for a sales call. When was the last time you explained something twice in the same week? That's your task. Pick one. 

Step two, do the task while narrating out loud. Yes, I know it feels weird, like you're hosting a cooking show for an audience of one or none, right? You're just talking to yourself. Do it anyway. 

Open chatGPT. As you do the task, narrate it like you're teaching someone into chat GPT. When I onboard a new client, first I send the welcome email from my templates folder. Then I add them to Asana. I create a project using this format, client name, service, type, start date. I tag it with their service type, and I assign team members who will be working with them. 

Then I schedule a kickoff call using Calendly, but I always double check their time zone because nothing says amateur hour, like missing a kickoff by three hours.

After that, I send the intake form and I tell them it's due 48 hours before the kickoff, so we're not scrambling. And that's just an example. Keep going. Include all the small stuff, the little decisions you make without thinking, make sure you grab 'em. That is the gold, that is the stuff that your team needs.

Step three, ask AI to format it as an SOP, and you can do it by dropping this prompt in. After that brain dump, you're gonna type;

“Turn what I just said, into a clean SOP with numbered steps, clear action items, any tools or templates. Mentioned a time estimate for how long this takes, and make it simple enough that someone who's never done it could follow it.”

Hit enter. 

Step four, review it and refine it. AI will spit out a structured SOP, it just may not be fully yours yet, so you scan it, you fix anything that's off. Add any missing details. Clarify any fuzzy steps. And ultimately this takes like three minutes because you're not writing from scratch. You're just quality control.

And we're not looking for perfection here. We're just looking for documentation, something to be able to work with and iterate on. And then step five, save and share this with your team. this is where most of us mess it up. We create this SOP, and then we forget to tell anyone it exists.

We don't put it somewhere that people can find it. So put it where your team is expecting to find it. Google Drive Notion, Clickup Asana, your ops folder, wherever these live, make sure that they all go in the same place, and then tell your team the next time you need to do this. 

Follow this SOP. If something's unclear, tell me so we can update it and why this works because you're not carving out separate document everything, time you're documenting your work and then letting AI do the formatting while you're actually doing the thing.

The barrier isn't the writing, it's that you never sit down to write. So we eliminated that step entirely. So here's your quick recap. Pick one task you explain constantly. Narrate it while you do it. Yes. Out loud. I know it's awkward. Let AI format it into a real SOP. Save it where your team can find it, and you're done.

Right? the next time you catch yourself explaining something for the third time, please stop. Just open chat GPT on your phone and narrate it into ai instead, create that first SOP. Because if it's stuck in your head, your team can't do it. And if your team can't do it, you're stuck doing it forever.

If you wanna go deeper with all of this and have it all wrapped up in a bow in one place, grab the complete 12 days of AI quick wins toolkit. It's all the prompts, templates, and workflows in one guide. And you can find it at hellodawn.live/day13 for just $7.

You can get the whole enchilada all together. And you're also invited to join us for day 13, which is our live implementation party where we can wire these workflows into your actual business. And along with all of that, I'm giving away a 90 minute AI strategy intensive. So register for free at hellodawn.live/day13.

 You'll find the link in the show notes. remember, document while you work, delegate what you document. Stop being the bottleneck, and tomorrow we're fixing the thing that makes even the best SOPs, useless decision paralysis.

 So I'll see you tomorrow with another gift.