AI Tools to Create SOP: Key Features Reviewed

Imagine this: Your company’s senior system administrator has just handed in their resignation with a two-week notice. This person has worked with complex system configurations, security protocols, and disaster recovery procedures for many years. But now that they leave the organization, more than half of this information isn’t documented but exists in their head.

With the risk of losing critical knowledge and a limited time frame, you must document all the standard operating procedures faster. But with the given amount of time, it can be a challenge.

This is where an AI tool can change your SOP creation process.

By recording detailed conversations with the departing administrator and processing them through AI, you can quickly generate structured, clear, and comprehensive SOPs. With AI SOP software, you can organize scattered information into logical workflows, spot potential gaps in processes, and even suggest fail-safes that might have been overlooked.

If this piques your interest and encourages you to onboard an AI tool for creating SOP, this blog is for you. Here, we’ll explore five tools with AI capabilities that help you create SOPs and a checklist to help you choose one.

5 Best AI Tools for Creating SOPs: Shortlisted

Given that we have better clarity on ‘who’ can use AI tools for SOP creation, we can now explore a few options in the market. Our research led to a few tools that offer AI capabilities when you build process documentation for your organization.

1. Document360

Document360 is one of the best SOP software solutions in the SaaS market, loaded with AI features. Their native AI feature, Eddy, is known for helping users find the right articles based on search terms and even summarizing the information in shorter paragraphs to make information consumption simpler. But that’s not all.

Document360 offers a list of AI functionalities, such as AI writer, enabling its users to create more informational SOPs to help employees better understand their responsibilities. It even helps users generate meta descriptions, which makes it easier for businesses to make their articles more search-friendly. Moreover, it suggests related content, encouraging users to indulge in self-learning.

They even introduced new AI features like a chart generator, where you can create pie charts or flow charts based on existing data and update them in your SOPs. Besides that, their AI glossary generator proves to be quite helpful as it allows businesses to list all standardized terms used throughout the organization. This improves clarity on terms and ensures that all employees learn the accurate meaning of ambiguous terms.

AI FAQ generator can help you instantly create 10 FAQs for your article, which you can review, reiterate, and add more.

Key Features for Document360:

• Recommends article tags for content organization and management
• Offers article recommendations that improve content discoverability and reader experience
• Provides instant answers with Eddy AI chatbot feature
• Creates conversational experience as Eddy remembers context from previous conversations, therefore helping users avoid repeating themselves
• Offers detailed analytics dashboard where users can track successful and unsuccessful searches, along with user feedback that allows businesses to improve their SOPs

2. Guidde

Guidde is another AI tool for creating SOPs that your business can consider exploring. The software provider claims to help your teams create video documentation 11x faster. With its browser extension, users can easily record the workflow in seconds. Based on the workflow captured by the tool, Guidde will create a step-by-step description. This will help users avoid the writing process and publish SOPs much faster.

You can also use their AI generator voiceover that helps you select from various language and voice options. This is a great way to target audiences from around the world. So, if you have employees across the globe, this tool might help you create SOPs that everyone can understand and comprehend.

Key Features of Guidde:

• Offers browser extension to capture the workflow
• Creates step-by-step description of your workflow using ChatGPT
• Provides video editing features that don’t require people to know pro editing skills
• Helps you embed the video SOPs to make content sharing simpler
• Makes voiceovers easier with an AI generator that brings 100 voices to the table

Schedule a demo with our Document360 experts to streamline your SOP management today!

Book A Demo

3. ClickUp

ClickUp is a complete tech stack that helps users plan projects, prioritize tasks, design workflows, release products, and track their progress post-release. Although it is project management software in its true sense, it has evolved and now even allows organizations to create process documentation.

Its AI capabilities enable users to streamline product ideas, generate roadmaps, and identify the right team members based on their merits from previous projects. While this doesn’t help to create SOPs, it certainly simplifies the process. Since its AI features bring more clarity to the project and its deliverables, it becomes easier to document the process of how to go about the projects.

Key Features of ClickUp:

• Helps you create docs and SOPs to streamline work processes
• Offers instant, accurate answers based on context from any work within
• Automates project summaries and updates for tasks and docs
• Supports AI writer with built-in spell check and quick replies to messages with shorthand
• Converts voice to text to answer questions from your meetings and Clips

4. Waybook

Waybook helps users create documentation for all their processes and builds an inventory of information for operating procedures. The platform allows businesses to create dynamic SOPs that can be updated based on the latest changes to the operating processes. Moreover, you can assign these SOPs to teammates and see who’s followed through important process updates.

It even offers AI capabilities in the form of a writer. That means your teams can spend less time creating SOP documentation and focus more on being productive with pressing tasks at hand.

Key Features of Waybook:

• Offers a template library that helps you streamline the SOP creation process
• Allows you to add quizzes to test employee knowledge on the latest updates
• Notifies employees about the latest SOP updates
• Tracks which team members have read through the SOP, therefore helping you gauge its success
• Manages task delegation for SOP generation for teams and individuals

5. Flowster

Flowster, a process management solution, is known for helping its users identify, capture, and automate repetitive processes by capturing information from previous process templates. You can create collaborative workflows using existing templates and set detailed instructions to ensure the tasks are completed within the due date.

Flowster offers ChatGPT integration in addition to its extensive template library. These AI capabilities allow users to create SOPs faster based on information collected from existing workflows.

Key Features of Flowster:

• Uses AI to build workflow templates
• Generates summaries of each workflow with AI
• Creates a checklist of specific sub-tasks with AI
• Builds dependant workflows to ensure work completion within the set deadline
• Uses conditional logic to show or hide tasks for particular roles or teams

Now, let’s understand who can use this tool.

Who Should Use an AI Tool for SOPs?

Small Businesses and Startups

Whether you run a small business or a startup in its initial phase, having an AI tool for SOPs can benefit you. It is common knowledge that startups mostly run with lean teams, where employees juggle multiple roles and responsibilities. This makes it difficult to document the operating procedure in one place.

But with AI tools, you can convert this tribal knowledge into structured documents. You can use speech-to-text features in AI documentation tools to store such knowledge. This will help you establish professional documentation later that helps newbies learn different processes when the company grows.

Large Enterprises with Complex Processes

If you run a large enterprise, you may have a chance to have multiple offices in different locations. That means maintaining consistency for the same operations across different offices can be a considerable challenge. However, with process documentation, you can streamline the roles and responsibilities of all your departments across all locations and ensure that customers/clients receive the same service no matter which branch they approach.

Industries Relying on Compliance and Regulation

Heavy-duty industries like healthcare, finance, or manufacturing can significantly benefit from AI documentation tools. Understand that your sector has multiple compliances, rules, and regulations to adhere to. Documenting your operating procedures will help employees carry out their responsibilities properly.

In that case, you will quickly avert any legal complications and ensure that all the processes are carried out with utmost care. With AI tools, you can also learn what practices should be avoided or flagged, making you audit-ready and reducing the risk of non-compliance.

Teams Focused on Process Optimization and Efficiency

Building a productive team that produces quality work is essential for any organization. That is one reason why you want to develop documentation that brings together all the processes and helps employees find necessary information regarding their roles and responsibilities.

Using AI tools will allow you and your teams to:

• Maintain clear revision histories as procedures evolve
• Transform meeting notes and improvement findings into clear, structured documentation
• Ensure consistent terminology and formatting across revised procedures

How to Choose an AI Tool for SOP Creation?

Now that you know what the AI tool capabilities are for creating SOP, you should explore the features and match them with your organizational needs. Here’s what we would like you to explore.

1. Assessing Your Organization’s Needs

Before you select any tool, consider your organization’s existing needs. Assess your team’s current documentation challenges and how an AI tool may help you overcome them. Ensure you also consider the volume and complexities of SOPs, along with industry requirements.

2. Evaluating Tool Features and Capabilities You Need

Besides the challenges and complexities of SOP creation, you must also focus on features and tool capabilities. Some of the top features you must look for include:

• AI-Powered SOP Creation
  
  Ensure the tool allows you to create content with its AI capabilities. All the tools in our list offer this feature as they are either integrated with AI tools like ChatGPT or have built-in AI capabilities to generate content.
  
  
• AI-Powered Search
  
  Simply generating content isn’t enough. To build a seamless user experience from the reader’s perspective, you need to look for AI-powered search capabilities in the tool as well. Help readers find answers to their questions through summaries like Document360’s Eddy offers. It should also pull out related articles based on search queries to increase reader engagement and self-learning abilities.
  
  
• AI-Assisted and Personalized Responses
  
  Your AI tool for SOP creation should also offer personalized responses based on user queries. Very few tools offer in-app chat capabilities powered by AI that offer answers based on the conversation that is taking place with the SOP reader.
  
  
• Insights from Advanced Analytics
  
  Your chosen tool must also deliver a detailed report that helps you assess how useful your AI tool is at creating the SOP for your organization.
  
  Tools like Document360 offer detailed reports that help companies visualize the success of their SOPs and help them refine the content based on the feedback captured by the tool.

3. Consider User-Friendliness and Support

Finally, please check out the tool’s learning curve as well. The birth of AI is to make your work easy, so AI tools are expected to have a shallow learning curve compared to traditional tools. The easier it is for your team members to get used to the product, the faster you can create your SOPs. Therefore, make sure you consider how user-friendly the tool is. Also, don’t forget that the tool should offer 24×7 support services to its users, making it easier for them to find answers related to the product in case they face difficulties with its functionalities.

Create Your SOP Using AI Tool Today!

Implementing AI tools for SOP creation can revolutionize how your organization documents and maintains its processes. Whether you’re a startup documenting your first procedures or an enterprise updating complex workflows, AI can significantly reduce the time and effort involved. By choosing the right tool based on your organization’s needs, you can ensure consistent, high-quality documentation that grows and evolves with your business.

An intuitive AI-powered knowledge base software to easily add your content and integrate it with any application. Give Document360 a try!

GET STARTED