How to turn voice notes into proper company procedures using Claude

Ask any owner why they do not have written procedures and the answer is the same. No time. And sitting down to write a manual on a Sunday is nobody's idea of fun.

But almost everyone can explain how they do something while they are doing it. That is the trick.

Record it while you work

Next time you do a task that someone else should be able to do, such as opening up, processing a return, onboarding a client or running payroll, record a voice note on your phone and talk through it. Do not worry about being tidy. Ums, tangents and "oh, and one more thing" are all fine.

Transcribe it using your phone's built in transcription or any transcription app.

Let Claude write it up

Turn this rambling explanation into a clear procedure. Include a short purpose, what you need before starting, numbered steps, common mistakes to avoid, and a quick checklist at the end. Write it for a new starter on their first week. Where I was vague, add a note saying what needs clarifying.

What comes back is usually ninety per cent of the way there. Give it a read, fix the bits it misunderstood, and save it somewhere everyone can find it.

Build the library gradually

Do one a week. In three months you will have the dozen procedures that matter most, written in your own words, and you will be able to take a holiday without your phone ringing.

Going a step further

Once the procedures exist, we can turn them into an internal assistant your team can simply ask, such as "how do I process a refund over £200", and get the answer from your own documents. That is often the moment new starters stop needing to interrupt the most experienced person in the building.