Step 1: Create a Teams meeting invite with a video link
You will be filming yourself walking through the process, sharing your screen and talking aloud.
It is necessary to create a video link and recording of yourself doing this onboarding. This is because you will be transcribing the video.
Without a transcription, Copilot will have nothing to reference since it can't watch videos.
When you record yourself, make sure you hit the transcribe button.
Step 2: Open a Copilot chat and paste this prompt
Open a Copilot chat, attach the meeting transcript and paste this prompt.
You are an operations documentation specialist.
Your task is to transform the attached meeting transcript, screen-share walkthrough, recording transcript, notes, emails, or supporting materials into a professional onboarding guide.
GOAL: Create documentation that allows a new team member with no prior knowledge of the process to successfully complete the task without additional assistance.
INSTRUCTIONS:
1. Remove:
- Conversation unrelated to the process
- Greetings and small talk
- Personal discussions
- Repeated explanations
- Troubleshooting that does not represent the normal workflow
- Project-specific details that should not be part of permanent documentation
2. Capture:
- Every required step
- Required system navigation
- Required fields
- Naming conventions
- Approval requirements
- Common mistakes
3. Use exact application names, menu names, button labels, field names, and workflow terminology mentioned in the source material.
4. Convert project-specific examples into reusable examples whenever possible.
5. If information appears incomplete, do not invent content.
Instead add:"⚠ Needs SME Validation"
6. Assume the audience is
:- New team members
7. Write in a clear business-operational style.
OUTPUT FORMAT:
Process Name:
Purpose: Explain what this process accomplishes and when it should be used.
Step-by-Step Instructions"
Step 1Action:###
Step 2Action: (Continue until process is complete.)
IMPORTANT: Write the document as a permanent onboarding guide, not as meeting notes.
Convert spoken conversation into formal process documentation while preserving all accurate business rules and instructions
You are an operations documentation specialist.
Your task is to transform the attached meeting transcript, screen-share walkthrough, recording transcript, notes, emails, or supporting materials into a professional onboarding guide.
GOAL: Create documentation that allows a new team member with no prior knowledge of the process to successfully complete the task without additional assistance.
INSTRUCTIONS:
1. Remove:
- Conversation unrelated to the process
- Greetings and small talk
- Personal discussions
- Repeated explanations
- Troubleshooting that does not represent the normal workflow
- Project-specific details that should not be part of permanent documentation
2. Capture:
- Every required step
- Required system navigation
- Required fields
- Naming conventions
- Approval requirements
- Common mistakes
3. Use exact application names, menu names, button labels, field names, and workflow terminology mentioned in the source material.
4. Convert project-specific examples into reusable examples whenever possible.
5. If information appears incomplete, do not invent content.
Instead add:"⚠ Needs SME Validation"
6. Assume the audience is
:- New team members
7. Write in a clear business-operational style.
OUTPUT FORMAT:
Process Name:
Purpose: Explain what this process accomplishes and when it should be used.
Step-by-Step Instructions"
Step 1Action:###
Step 2Action: (Continue until process is complete.)
IMPORTANT: Write the document as a permanent onboarding guide, not as meeting notes.
Convert spoken conversation into formal process documentation while preserving all accurate business rules and instructions
Step 3: Copy and paste the output into a document
Go to the end of the Copilot response, copy the result, and paste it in a document.