Copilot

Automate Creating Onboarding Documents with this Copilot Prompt

The one Copilot prompt every manager needs

Summary

Save hours onboarding a new hire in 3 steps

Save hours onboarding a new hire in 3 steps

Save hours onboarding a new hire in 3 steps

Overview

Before you start

Why it matters

It used to take hours to manually create documents that walk new hires through a system or task.

And it would take even longer to walk those new hires through that documentation because it wasn't detailed enough.

Now, you can win back those hours with this simple Copilot prompt in just 3 steps.

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.

Copy 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.

Copy 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.

Copy 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.


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.

CHEAT SHEET

Cheat Sheet

A concise introduction for this lesson. Use one or two short paragraphs to set context before the main content begins.

REMAINING QUESTIONS

Remaining Questions

Why should I use this prompt instead of writing a document by hand?

You'll train yourself to stop doing things manually when your energy could be routed to strategic initiatives.

Can Copilot automatically paste this output into an existing document?

It depends on your company's settings. Most of the time, no, because Copilot can't bypass your company's cloud authentication.

Why can't Copilot watch a video of me, why does it need a transcript?

Most Copilot licenses don't have the ability to watch videos.

But if you have access to Github Copilot, you can download a skill that does that for you here.