From Screen to Guide: Leveraging AI for Effortless Process Documentation

In our ongoing series on leveraging AI for advisers, we've explored how AI can enhance video creation, presentation editing, image generation, and even assist with writing or brainstorming ideas. This article focuses on tools that support documenting processes - invaluable assets for internal procedures, creating guidelines, and helping client understand different processes or information.

The Challenge: Effective Process Documentation

As an adviser, you may often face challenges such as:

• Onboarding New Staff: Ensuring new hires quickly understand and follow your practice processes.
• Training on New Software: Helping your team adapt to new tools and software efficiently.
• Client Education: Explaining advice or support processes in a clear and understandable way to clients.

Creating comprehensive and clear documentation for these scenarios can be time-consuming and labour-intensive. However, leveraging AI and digital tools can significantly streamline this task, making it easier to produce high-quality training and guidance materials.

How AI Can Help

AI-powered tools offer numerous benefits for process documentation:

• Efficiency: Rapidly create and update documentation.
• Clarity: Produce clear and engaging materials that are easy to follow.
• Consistency: Ensure standardised procedures across your organisation.

Here, we explore three alternative tools that can substantially improve your process documentation: Loom, Tango, and Guidde.

1. Loom: Quick and Efficient Screen Recording

Loom is a widely used tool among advisers for recording processes. Whether for internal use or client support, Loom allows you to quickly capture and share screen recordings. It's perfect for providing immediate guidance without the need to write extensive instructions.

Key features of Loom include:

• Speed: Rapid recording and sharing capabilities save significant time compared to traditional documentation methods.
• Editing: Easy-to-use editing tools to refine your recordings.
• AI Transcription and Summarisation: Automatic transcription and summarisation of recordings, enhancing accessibility and usability.

Loom stands out for its simplicity and ease of use. Users can receive notifications when their recordings are viewed, making it easy to track engagement. The editing and sharing features are particularly user-friendly, allowing for quick refinements and effortless distribution of content.

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Example Use Cases:

• Internal Training: Record a tutorial on how to use the firm's CRM system for new hires.
• Client Guidance: Create a quick walkthrough video to help clients navigate their online portal.
• Process Documentation: Capture a complex workflow and share it with team members to ensure consistency in execution.

2. Tango: Step-by-Step Process Documentation

Tango excels in creating detailed, step-by-step guides, making it ideal for documenting standard operating procedures (SOPs). By recording your on-screen actions, Tango converts these into comprehensive guides. Benefits of using Tango include:

• Interactive Guides: Option to create live, interactive guides for ongoing processes.
• Static Documentation: Export guides as PDF documents for easy distribution and review.
• Data Protection: Ability to blur sensitive information in static documents, though care is needed for interactive content.

For more head here: https://www.tango.us/

Example Use Cases:

• Internal SOPs: Develop step-by-step instructions for handling client data securely.
• Client Tutorials: Provide detailed guidance on understanding and managing their statements of advice.
• Workflow Management: Document each step of a project management tool setup for consistent use across the team.

3. Guidde: AI-Powered Video Guides

Guidde merges the functionalities of Loom and Tango, offering screen recording with automatic step-by-step video creation. This tool leverages AI to add overlays and commentary, providing a polished and professional guide. Features include:

• Automated Creation: AI-generated videos from screen recordings, saving time in production.
• Customisation: Options for voiceover accents and editing to match your brand's tone.
• Versatility: Useful for both internal training and client-facing tutorials.

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Free versus paid

When considering these tools, it's important to understand their pricing structures:

• Loom's free offer is quite comprehensive and useful. The Business plan at $8 USD/month adds more features, with an additional $4 USD/month for AI features like summarisation.
• Tango's free version is also surprisingly good. The Pro version, priced at $20 USD/month, includes advanced features and branding options.
• Guidde offers a free version with basic features. The Pro version at $16 USD/month provides many useful features (and is likely the minimum you'd go for), while the Business version at $35 USD/month offers more advanced capabilities. A free trial is available for the Business version, to check out the extra features.

These are the prices currently available - however, you should check the official websites for the most up-to-date pricing information, as companies often introduce new pricing structures, discounts, or special offers. It's always worth checking directly with the provider to ensure you're getting the best deal and most current features for your needs.

Example Use Cases:

As mentioned above, there are a number of ways you mght make use of these tools. It's worth giving one or more of these tools a try to see whether they are of value for you. Have a think about - and perhaps a try, for one or more of the following:

• Training Videos: Training videos for new employees on various internal systems.
• Client Onboarding: Develop a video guide to help new clients understand the onboarding process (perhaps using their client portal).

Benefits and Time Savings

Using these tools not only enhances the quality of your process documentation but also significantly reduces the time required to create and share these resources. Traditional documentation methods can be time-consuming and often require multiple revisions. With tools like Loom, Tango, and Guide, you can:

• Reduce Creation Time: Quickly capture and share processes without extensive writing.
• Enhance Accessibility: Provide visual and interactive content that is easier for users to follow.
• Ensure Consistency: Standardise procedures and guidelines across your organisation.

Keeping Processes Up-to-Date

An often overlooked aspect of process documentation is maintaining its relevance and accuracy over time. These tools offer efficient ways to keep your guides current:

• Loom allows you to easily add overlays or extra messaging to existing recordings, updating content without recreating the entire video.
• With Tango and Guidde, you can update notes or content in any of the process steps and quickly regenerate the guide, ensuring your documentation always reflects the most current procedures.

This flexibility can be quite a time-saver when processes may frequently evolve.

Data Protection and Privacy Considerations

While these tools offer powerful capabilities, it's crucial to consider data protection and privacy. Ensure sensitive information is obfuscated or removed before sharing recordings or guides. Most of these tools offer free versions for trial which include some blurring or cropping options, but paid versions provide further features, such as branding options and advanced AI functionalities.

When considering any new software for your practice, it's essential to conduct thorough due diligence. Evaluate factors such as security features, data storage locations, and compliance with relevant regulations. Take advantage of free trials when available to ensure the tool meets your specific needs and integrates well with your existing systems. Remember, what works well for one practice may not be the best fit for another, so take the time to assess these tools in the context of your unique business requirements.

Conclusion

Documenting processes efficiently is essential for advisers, whether for internal guidelines or client assistance. Tools like Loom, Tango, and Guide streamline this task, saving time and enhancing clarity. As always, ensure thorough due diligence regarding data protection and privacy.

Stay tuned for more practical tips and tools in our AI Essentials series on Risk Hub. For more detailed guidance and resources, consider exploring our Risk Hub course, designed to help advisers leverage AI effectively.

Best regards,

Marc Fabris

Risk Hub Founder

About Risk Hub

Risk Hub is a central source of tools and resources designed to enhance the delivery of risk advice. Our platform provides quick access to insurer information, a comprehensive service provider directory, and essential resources like PDS links. With growing educational support, including programs like AI Essentials, we're committed to empowering advisers with the tools and guidance that make a real difference in their practice and for their clients.