Smarter Week

How to automate it

How to automate “build training courses and materials”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min
typically, once a week
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI draft the course outline, scripts and quiz from your material

Give AI your source documents and learning goals; it drafts the outline, slide text, scenarios and quiz questions. A subject expert checks the content.

Typically saves about 40% of the time10 min to set up
  1. 1Collect the source material and write three learning goals.
  2. 2Use the prompt below, or the AI assistant in Articulate 360, Docebo or 360Learning.
  3. 3Have a subject expert review for accuracy.
  4. 4For video, try Synthesia or Colossyan, and label AI presenters as AI.
Prompt to copy
Create a [LENGTH]-minute training module for [AUDIENCE] on [TOPIC]. Learning goals: [LIST 3]. Source material: [PASTE OR ATTACH]. Give me: an outline, slide-by-slide text (max 40 words per slide), two realistic workplace scenarios, and a 5-question quiz with answers and explanations. Use only the source material; mark anything you add with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Articulate 360 AI Assistant · Docebo · 360Learning · Synthesia or Colossyan

Fix 2 of 2

AI

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Learning & development specialist

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for Learning & development specialists