The Auckland Expansion Challenge
Ever tried to document how your business actually runs? Not the glossy "this is what we think we do" version, but the real nitty-gritty of daily operations? I'm about to share how AI turned what could have been a months-long documentation nightmare into something surprisingly... dare I say it... enjoyable!
When AI Supercharge recently expanded to Auckland, reality hit us like a Wellington southerly. Suddenly, we needed to document everything – and I mean everything – about how we run our training courses. From the moment someone inquires about our programmes to the follow-up emails weeks later, it all needed to be crystal clear for our new team members.
I'd never written a standard operating procedure (SOP) so had absolutely no idea where to start. You know that feeling when you try to explain something you do instinctively, but suddenly can't remember if you put your left sock on first or your right? That was me, facing the prospect of documenting our entire operation.
Instead of staring at a blank document, wondering where to start, I fired up Wispr Flow, my most-used AI tool for voice to text, meaning my thoughts turn into coherent content. (And yes, if you want a discount, there's a link coming your way - check the comments)
The beauty of Wispr Flow? I could just talk. No need to sit at a keyboard trying to organise my thoughts into perfect sentences. I simply started chatting about how we run our courses, letting my brain jump from topic to topic as it naturally does.
"Right, so when someone books a course, first we send the confirmation email, then on the day we need to set up the fidget toys, wait, before then, don't forget to buy the course chocolates for people who ask great questions..." Sound familiar?
But here's where it gets really clever. Wispr Flow put all that conversational content directly into Gemini, where I'd already uploaded our AI Supercharge tone of voice document. From there, the ask (prompt) was easy: "Please create a standard operating procedure document using our brand voice and style."
Watching Gemini transform my rambling into a professional, SOP was like watching a master chef turn random ingredients into a gourmet meal (and I love a gourmet meal!!) Suddenly, all those scattered thoughts were organised into clear sections with proper headings, logical flow, and – most importantly – it sounded exactly like us.
What could be a process that would take weeks of back-and-forth editing, forgotten details, and "oh wait, we also need to include..." moments became a matter of hours. AI didn't just organise my thoughts; it helped me think of things I'd completely missed.
Those crucial last-minute additions? "Oh, and make sure we add this to the night-before preparation checklist..." Gemini seamlessly wove into the existing document structure. No more sticky notes everywhere or version 47 of the same document with slightly different updates.
I was able to send our new Auckland trainers SOPs that were comprehensive, easy to follow, and written in our distinctive AI Supercharge voice. No jargon – just clear, practical guidance that sounds like it came from Serge and I.
The time savings? Hours. What could have been a month-long project of writing, reviewing, and revising became a focused afternoon of collaborating with AI. But more than time saving, the quality was better than anything I could have produced through traditional methods. I've detailed the process in an easy flow using Napkin.
Whether you're expanding to new locations, onboarding new team members, or just trying to get your business processes out of your head and into something shareable, AI can be your secret weapon. Or even better, not so secret - I'm a big fan of sharing that you are using AI for integrity and trust.
The combination of voice-to-text tools like Wispr Flow with LLMs like Gemini creates a workflow that works with your brain, not against it.
Want to learn more about leveraging AI for your business operations? Our practical, in-person courses are designed to help Kiwi businesses utilise these game-changing tools. Let's get supercharged together!
