We look at how AI can speed up your team training program creation.
Time is tight for team training— especially in veterinary practices where clinical demands are the top priority. Writing a Standard Operating Procedure (SOP) might be the last thing you feel you have time for… particularly when you’re staring at a blank page and unsure where to start.
But what if creating training resources didn’t have to be so time-consuming?
Whether you’re building SOPs from scratch or trying to make existing ones more accessible, modern AI tools can help you save time, increase engagement, and deliver consistent training to your developing team. Here’s how.
From Real-Life Demos to Training Gold
We’ve always told new clients, if they’re short on written materials, to simply record themself the next time they’re showing someone a procedure. Grab a phone, hit record, and boom — instant training material. Even a basic recording is a great place to begin.
We used to recommend watching this video while writing the SOP – just write down that you said! But now, with AI transcription and summarisation tools, you can automatically turn your recording into a first draft SOP, or evolve it into a polished, consistent, and team-friendly resource.
Make SOPs More Accessible to All Learning Styles
Not everyone learns best by reading.
Some team members might prefer:
- Visual aids (like PowerPoint)
- An infographic
- Podcasts/ Audio descriptions
- Narrated videos
- Bite-sized summaries with clear bullet points
With tools already in your Microsoft 365 or Google Drive package (like Copilot or Gemini), or online AI tools, you can transform your SOPs into formats that suit a wider range of learners.
Mix it up. Let your SOPs meet your team where they are.
Don’t Start with a Blank Page – Start with Your Voice
Don’t let that white page haunt you. Speak the process. Snap a few photos or screenshots. Then, plug it all into your AI tool.
Here’s a simple prompt to help AI turn your transcription into a clean, complete SOP:
AI Prompt to Create an SOP from Transcribed Text
You are an expert in veterinary training and SOP design.
Take the following transcribed text of a spoken procedure and convert it into a clear and concise Standard Operating Procedure (SOP) suitable for use in a veterinary practice.
Structure the SOP using the following format:
- Title of the SOP
- Purpose – Include the task’s importance and how it supports practice values (e.g. patient care, efficiency, safety, professionalism)
- Expected Learner Outcomes – What the learner should know/do after completing this SOP
- Equipment & Materials Required (if applicable)
- Procedure – Step-by-Step Instructions
- Linked SOPs / Related Documents – List relevant SOPs, forms, or policies that should be referred to alongside this one
- Measuring Success – How understanding or correct performance of this SOP will be assessed (e.g. quiz, observation, sign-off)
- Responsibility – Who is responsible for ensuring the SOP is understood and followed (e.g. Head Nurse, Clinical Director)
Please ensure the final SOP is:
- Written clearly and concisely, suitable for a veterinary nurse or support team member
- Organised for easy inclusion in a training system
- Free of filler or conversational language
Here is the transcript to convert:
[Paste transcript here]
Turn It Into a PowerPoint
Got your SOP written? Great. Why not turn it into a visual tool for training sessions? Seeing and hearing instructions make training session more sticky!
 AI Prompt to turn an SOP into a PowerPoint
You are an expert in veterinary education and visual communication.
Please create a PowerPoint presentation based on the following transcribed explanation of a veterinary procedure. The presentation should be concise, visually clear, and suitable for use as part of team training.
- Slide 1: Title Slide
- SOP Title
- Brief subtitle if needed (e.g. “Procedure Overview for Veterinary Support Staff”)
- Slide 2: Purpose of the SOP
- Explain why this procedure is important
- Link to relevant practice values (e.g. patient care, safety, professionalism)
- Slide 3: Expected Learner Outcomes
- What staff will know or be able to do after completing the SOP
- Slide 4: Equipment & Materials
- List any required tools or materials
- Slides 5–6: Procedure – Step-by-Step
- Present the key steps clearly (consider visuals, bullets, or diagrams)
- Slide 7: Linked SOPs / Related Documents
- Mention any SOPs or policies that should be read alongside this one
- Slide 8: Measuring Success
- How performance of the process will be assessed (e.g. live observations, audits)
- Slide 9: Roles & Responsibilities
- State who is responsible for implementation and compliance
- Slide 10 (Optional): Summary or Key Reminders
- Short recap of do’s and don’ts or best practice tips
Please ensure slides are clean, professional, and easy to follow.
Avoid long paragraphs – use bullet points or short, engaging statements.
Here is the transcript to convert into a presentation:
[Paste transcript here]
Want a video script instead, so you can deliver training to camera with more polish? Try this prompt:
AI Prompt for Creating a Video Script from a Procedure Transcript
- Introduction (15–30 seconds)
- Introduce the topic: name of the procedure
- Briefly explain why it’s important in practice
- Mention what viewers will learn by the end
- Purpose & Relevance (30 seconds)
- Explain the purpose of the SOP
- Link to key practice values (e.g. patient care, safety, professionalism)
- What You’ll Need (30 seconds)
- List required equipment or materials
- Show visuals or describe items clearly
- Step-by-Step Procedure (1–2 minutes)
- Describe how to carry out the task
- Use clear, simple language
- Include safety tips or common pitfalls
- Key Points, Linked Procedures, and Responsibilities (30 seconds)
- Highlight essential dos/don’ts
- Mention any linked SOPs or documents
- State who is responsible for training/sign-off
- Conclusion (15–30 seconds)
- Recap the importance of the procedure
- Remind viewer how success will be assessed (e.g. live observations, audits)
- Invite questions or next steps (e.g. speak to Head Nurse, check linked SOP)
Improve Existing SOPs (Make Them Clearer & More Inclusive)
Of course, you may already have a set of SOPs written by a variety of different team members. But quality can vary. To create a consistent in-house voice and to make them easier to follow, especially for neurodivergent team members – Try this prompt:
AI Prompt to Improve a Veterinary SOP for Clarity and Accessibility
You are an expert in veterinary training, plain language communication, and inclusive workplace practices.
I’ve written the following Standard Operating Procedure (SOP) for a veterinary practice.
Please improve it by:
- Making the language clearer and more concise
- Ensuring it is engaging and practical for veterinary team members
- Increasing readability and accessibility, especially for neurodivergent individuals (e.g. using plain English, logical structure, avoiding ambiguity)
- Adding formatting or structural suggestions to improve comprehension (e.g. bullet points, bold keywords, consistent headings)
The SOP should remain professional but approachable, suitable for use in both training and daily reference.
If appropriate, feel free to suggest improvements to:
- The structure or order of information
- Clarity of instructions
- Emphasis of safety-critical steps
Here is the original SOP:
[Paste SOP here]
Explore AI Tools That Do the Heavy Lifting
We’ve been exploring some of the AI training content tools which are on the market. Some tools we’ve enjoyed playing with include:
- Scribe: Walk through a process on your computer, and it creates a visual step-by-step PDF. Get a sharable link Share with your team via Training-Progress.
- Speechify  Turn text into audio files — great for teams to listen on the go or those with visual impairments.
- Synthesia: Feed in your SOP, choose your avatar, and generate training videos with avatars, voiceovers and captions. Check out our 55 second video based on our own mission statement and values document.
How Training-Progress Uses AI to Speed Up Setup
We know that writing and formatting SOPs, creating training content, and building assessments takes time—something most veterinary leaders don’t have to spare. That’s why we’ve integrated powerful AI tools directly into the Training-Progress platform to make setup faster and easier than ever.
When you upload a document, our AI-assisted setup automatically generates a professional summary, defines expected learner outcomes, and creates tailored quiz questions. It’s designed to take the uncertainty and time commitment out of building your training system—so you can get up and running with high-quality content, fast.
This smart setup function empowers you to transform everyday practice knowledge into structured, accessible training in minutes, not hours.
Bringing Together All Your Training Content – AI or Not
Whether your materials are created with AI or not, Training-Progress acts as your training command centre—bringing everything together in one organised, secure, and easily accessible space.
It’s more than just document storage. Upload and manage your SOPs, and enhance them with rich media content including videos, presentations, PowerPoint slides, step-by-step guides, and audio recordings. This makes it easier for every team member—no matter their learning style or role—to engage with training in a meaningful way.
Importantly, Training-Progress goes beyond multiple-choice quizzes. We support true accountability with sign-offs for real-world skill demonstrations, reflective learning, and values-driven behaviours. Your team’s training is tracked and signed off by supervisors—not by a computer—ensuring competence, confidence, and consistency in daily practice.
A Word on Data Safety
AI offers huge potential for improving training, saving time, and boosting accessibility—but it must be used responsibly. When creating training resources using AI tools, it’s essential to ensure that you’re not putting personal data at risk. Real client data should never be used in training materials—it’s unnecessary and creates a significant data protection risk. The greater concern in this context is employee data, which can easily appear in HR documents, onboarding content, or SOPs related to internal procedures.
Before using AI tools with any documents that may include personal data (especially employee-related), you should complete a Data Protection Impact Assessment (DPIA). This helps identify and minimise any risks, and keeps you aligned with your GDPR obligations.
Also, consider how the AI tool handles your inputs—some use them to train their models unless you opt out. Choose platforms with clear privacy settings and ensure features like “chat history” or “training mode” are switched off. Avoid uploading any sensitive or identifiable information into free or browser-based tools unless you fully understand how your data will be processed and stored.
To promote consistent, safe, and compliant use of AI across your team, we recommend creating a straightforward AI Use SOP. This should include:
- Approved tools and safe settings to use
- Rules around excluding real client or employee data
- The importance of anonymising case examples or internal documents
- Steps to verify the accuracy and appropriateness of AI-generated content
- Links to data policies for each approved tool
Having clear boundaries and guidelines ensures your team can enjoy the benefits of AI while protecting privacy, intellectual property, and your practice’s reputation.
Ready to Save Time and Boost Training Quality?
You don’t need to be an AI expert — you just need the right platform (and maybe a few clever prompts). Training-Progress brings it all together, making your training faster, more consistent, and more engaging — all without compromising on safety or quality.
Let AI do the heavy lifting, so you can stay focused on what really matters: supporting your team and delivering outstanding patient care.
Have fun and stay safe with AI — it’s a powerful tool, and one we should all be using to make training more effective, inclusive, and efficient. (And yes… while I normally like to write every blog word myself, I let ChatGPT give this one a little polish. Not bad, eh?)
Ready to see it in action?