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Generative AI for Operational Teams: Smarter SOPs, Reporting & Process Design

Course Summary

This practical 2-day program is built for operations, logistics, compliance, quality control, and administrative support teams who want to use Generative AI tools to improve how they manage routine reporting, process documentation, SOP creation, checklists, and stakeholder communication.

Participants will learn how to use ChatGPT, Copilot, Gemini, and DeepSeek to standardize documents, automate internal updates, structure monthly reports, and draft practical SOPs and workflows—without relying on IT or templates from scratch.

This course is ideal for operational teams across manufacturing, logistics, engineering, procurement, facility management, safety, and warehouse management.

Learning Objectives

By the end of the course, participants will be able to:

    • Draft internal SOPs, checklists, workflows, and maintenance logs using AI
    • Use AI to auto-generate site inspection templates, audit summaries, or supply reports
    • Create staff notices, shift updates, and safety announcements quickly with clarity
    • Format reports and process documents into professional layouts using Copilot
    • Translate technical documents across languages with accuracy and tone control
    • Build a library of prompts and templates to speed up daily operations documentation

Target Audience

    • Operations and Site Supervisors
    • Logistics, Warehouse, and Transport Coordinators
    • Procurement, Safety, Quality, and Admin Support Teams
    • Technical Writers, Engineers, and Facility Managers
    • Manufacturing and field-based staff responsible for internal documentation

Course Structure

Day 1: Task-Based Automation for Operations & Logistics

“Working Smarter with AI in Everyday Ops Documentation”

Modules Covered:

    • AI Tools Overview for Non-Technical Teams
       Quick-start with Gemini, ChatGPT, and Copilot for frontline users and team leaders.
    • Drafting SOPs and Technical Checklists with AI
       Use AI to build step-by-step guides, safety procedures, inspection forms, and compliance documents.
    • Operational Report Writing
       Create shift reports, incident recaps, purchase request drafts, daily site memos, and downtime logs using AI prompts.
    • Safety & Quality Communication Drafting
       Prompt AI to write policy reminders, safety alerts, compliance notices, and training briefings.
    • AI in Inventory, Maintenance, and Procurement Admin
       Automate reorder memos, delivery summaries, inventory checklists, and supplier updates.

Day 2: SOP Finalization, Process Planning & Translation Tools

“From Draft to Deployment: Optimizing Process Communication”

Modules Covered:

    • Refining SOPs with Layout & Version Control
       Use Copilot to format SOPs, apply headers/footers, add review sections, and organize update logs.
    • Workflow Drafting & Visual SOP Planning with AI
       Translate task flows into bullet SOPs and structured steps; prepare drafts for engineers or QC reviewers.
    • Multilingual Internal Notices
       Auto-translate SOPs, memos, shift plans and incident reports into English, BM, Mandarin with tone matching.
    • Prompt Bank Development for Operations Teams
       Create team-wide prompts like:
       – “Draft site safety SOP (5 steps)”
       – “Summarize daily downtime log for email”
       – “Format audit checklist for QA sign-off”
    • Policy Guardrails for AI Use in Ops
       Discuss responsible use when handling incident reports, compliance data, and procurement records.
    • Final Presentation & Use-Case Sharing
       Team members present their best output: an SOP, checklist, site memo, or shift report generated with AI for review.

Final Deliverables

    • Ready-to-use SOPs, forms, and reports created with AI
    • Prompt Bank for Daily Ops Documentation
    • Template Pack (Shift Logs, Maintenance Memos, Checklists)
    • Guidelines for Responsible AI Use in Non-Admin Teams
    • Certificate of Completion (HRDC Claimable)

Course Duration & Format

    • Duration: 2 Days
    • Mode: Physical / Virtual / Hybrid
    • HRDC Claimable: Yes

Trainer

Facilitated by AI productivity trainers with backgrounds in plant operations, compliance, and technical reporting—delivering AI tools in Bahasa Malaysia and English for effective upskilling of frontline teams, supervisors, and operational coordinators.

Ready to Upskill?

Contact us today to schedule this course for your team or enquire about upcoming public sessions. Custom in-house versions are available upon request.