The Problem with Traditional SOP Creation
Creating a Standard Operating Procedure the traditional way is painful. You have to perform the task, pause at every step to take a screenshot, write a description, format everything into a document, and then review it for accuracy. A single SOP can take 2-4 hours to create manually.
It’s no wonder most teams skip documentation entirely. But there’s a much better way.
Enter Screen Recording + AI
What if you could create an SOP simply by recording yourself doing the task? That’s exactly what’s now possible with AI-powered documentation tools.
The concept is simple:
- You record your screen while performing a process
- AI watches the recording and identifies each distinct step
- You get a polished SOP document with auto-generated instructions and screenshots
No manual writing. No manual screenshotting. No formatting headaches.
Step-by-Step: Creating an SOP with Routinly
Here’s how to create a professional SOP in under 5 minutes:
Step 1: Start a Recording
Open Routinly and click “Record” in the sidebar. You’ll see options for:
- Screen — Capture your screen activity
- Camera — Include webcam video (optional)
- System Audio — Capture system sounds
- Microphone — Add voice narration
Toggle on what you need (screen is the main one), then click “Start Recording.”
Step 2: Perform the Task
Now simply perform the task you want to document. Navigate through the software, click buttons, fill in forms — whatever the process involves. Don’t worry about being perfect; just work naturally.
Pro tip: Narrate what you’re doing as you go. The AI uses audio to better understand your actions and generate more descriptive instructions.
Step 3: Stop and Upload
When you’re finished, stop the recording. Routinly will automatically start processing your video.
Step 4: AI Does the Heavy Lifting
Behind the scenes, Routinly’s AI (powered by Google Gemini) analyzes your video:
- Identifies key actions — Detects when you click, type, navigate, or switch contexts
- Generates written instructions — Creates clear, professional descriptions for each step
- Captures screenshots — Extracts the most relevant frame for each step automatically
Step 5: Review and Export
Within minutes, your SOP appears as a polished, numbered document. Each step includes:
- A clear written instruction
- An auto-captured screenshot showing exactly what to do
- A sequential number for easy reference
You can then export your SOP in multiple formats:
- PDF — For sharing and printing
- Markdown — For wikis and documentation platforms
- HTML — For web-based knowledge bases
Alternative Input Methods
Screen recording is just one way to create SOPs with Routinly. You can also:
Upload a Video File
Have an existing training video? Upload it directly. Routinly supports MP4, WebM, and other common formats up to 500MB. Perfect for converting existing training materials.
Paste a YouTube URL
Have a tutorial on YouTube? Just paste the URL. Routinly will process the video and turn it into a structured SOP — no download required. This is amazing for converting external training content into your team’s documentation.
Real-World Use Cases
Teams are using this approach for:
- Software onboarding — Document how to use internal tools
- Customer support — Create step-by-step guides for common issues
- Process handoffs — Document workflows before someone leaves
- Training materials — Convert walkthrough videos into reference documents
- Compliance procedures — Document regulated processes with visual proof
Time Savings In Practice
| Method | Time per SOP | Effort Level |
|---|---|---|
| Manual writing | 2-4 hours | High |
| Screen recording + manual editing | 1-2 hours | Medium |
| Routinly (AI-powered) | 5-10 minutes | Low |
That’s a 95% reduction in documentation time. Over a month, this can save your team dozens of hours.
Getting Started
Ready to try it? Sign up for Routinly’s free plan — you get 3 SOPs per month at no cost. Record your first screen recording, and experience how easy documentation can be when AI handles the heavy lifting.